For routine requests and positive messages
• State the request or main idea
• Give necessary details
• Close with a cordial request for specific action
Situation:
You work as an assistant office manager for Diamond Clear, a
family-run window installation company. A scheduling issue has
arisen in the office.
Facts:
Note that not all of the facts below may be relevant for your task.
• Diamond Clear is a family business, run by siblings Scott
and Lucia Diamond. The company was started over 30
years ago by Scott and Lucia’s father, who built his
business slowly by honoring the customer and being true to
his word.
• Scott is in charge of the company’s operational matters.
Scott typically spends his days visiting the various
installation sites, keeping track of deliveries, and making
sure that jobs run smoothly and finish on time.
• Lucia runs the financial end of the company. She typically
spends her days in the office taking care of such things as
financing, bookkeeping, ordering, and scheduling.
• The siblings take turns making estimates for prospective
clients. Lucia takes care of most of the large business
clients. Scott usually deals with individual homeowner
accounts.
• This week, Diamond Clear has two jobs scheduled. The first
job is scheduled to start tomorrow, Tuesday, for a family on
Herbert Street. It is likely to take 1 to 2 days to complete.
The customer is having a wedding on the weekend, and so
the job absolutely needs to be done before then.
• The second job is a corporate account that is scheduled to
start today (Monday) and is likely to take 2 to 3 weeks.
• Lucia has just learned this morning that the window
shipment she was expecting for the corporate job has been
delayed. Lucia tried to tell Scott about the delay, but could
not get through to him. Lucia then went off to a downtown
business meeting and will probably be out of
communication until late this afternoon.
• The delay means that Diamond Clear currently has only
enough materials to begin one of the two jobs that are
scheduled for the week.
• Diamond Clear’s window supplier is quite reliable, and Lucia
is fairly confident that the new window shipment will arrive
tomorrow. However, there have been a few occasions in the
past when shipments were delayed by more than one day.
• Before she left for her meeting, Lucia told you that she
thinks the Herbert Street job should be the priority in this
situation. Lucia thinks Scott should change the order of the
two jobs and start the Herbert Street job first rather than the
corporate job.
Task:
Write a message to Scott that informs him of the shipment delay.
The message should explain that Lucia thinks that Scott should
hold off on the corporate job and start the Herbert Street job
instead. The message should also tell Scott to confirm that he
understands the situation and get back to you right away if he
has any concerns about Lucia’s plan.

Sample Solution

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