Professional Email Writing Workshop

Activity Overview

Work in small groups to draft professional email responses to complex business scenarios. You’ll apply the insights from our earlier analysis activities to create effective business communications.

Workshop Structure

Part 1: Scenario Selection & Group Formation (10 minutes)

Part 2: Collaborative Email Drafting (25 minutes)

Part 3: Preparation for Peer Review (10 minutes)

Email Scenarios

Choose one scenario per group - no duplicates allowed. Each scenario requires thoughtful consideration of audience, tone, and purpose.

Scenario 1: Project Delay Communication

You’re a project manager and your team has encountered unexpected technical difficulties that will delay the product launch by 3 weeks. You need to inform your client about this delay while maintaining their confidence and proposing solutions.

Key considerations: Client relationship, accountability, solution-focused approach

Scenario 2: Budget Increase Request

As a department head, you’ve discovered that your quarterly budget needs to increase by 15% due to rising material costs and expanded project scope. You must request additional funding from senior management.

Key considerations: Data-driven justification, cost-benefit analysis, timing sensitivity

Scenario 3: Cross-Cultural Team Conflict Resolution

You’re managing an international project team where communication styles have led to misunderstandings between team members in different countries. You need to address the situation diplomatically while establishing clearer communication protocols.

Key considerations: Cultural sensitivity, neutral tone, constructive solutions

Scenario 4: Client Service Recovery

A major client has expressed dissatisfaction with your company’s recent service delivery. Quality issues have affected their business operations, and they’re considering switching to a competitor. You need to respond to their complaint email.

Key considerations: Accountability, service recovery, relationship preservation

Scenario 5: Vendor Contract Renegotiation

Your company’s primary supplier has notified you of significant price increases effective next quarter. You need to respond by proposing alternative arrangements or renegotiating terms while maintaining the business relationship.

Key considerations: Negotiation strategy, mutual benefit, professional assertiveness

Scenario 6: Internal Process Change Announcement

As operations director, you need to announce a significant change to established work procedures that will affect all departments. Some employees are likely to resist the change, but it’s necessary for regulatory compliance.

Key considerations: Change management, clear rationale, implementation support

Group Work Process

Step 1: Scenario Selection (5 minutes)

Each group selects one unique scenario
Discuss the key challenges and goals for your chosen scenario
Identify your target audience and their likely concerns

Step 2: Email Drafting (25 minutes)

Work collaboratively to craft your email response, considering:

Subject line that clearly communicates purpose
Opening that establishes context appropriately
Body that addresses key issues systematically
Closing that specifies next steps or actions
Signature that communicates who you are
Tone that matches the situation and audience

Step 3: Documentation Preparation (10 minutes)

Put your submission in the appropriate folder on Teams. Prepare your submission in your shared folder following the below format.

Submission Format

Document Title: [Illustrative title describing your scenario] Example: “Communicating Project Delays to Clients” or “Requesting Budget Increases from Management”

Authors: [List all group member names]

Scenario: [Copy the full text of your chosen scenario here]

Email Response:

Subject: [Your subject line]

[Your complete email text]

Rationale: Explain your decision-making process:

What we wanted to accomplish: [Your communication goals]
How we achieved it: [Specific strategies and choices you made]
Key considerations: [What factors influenced your approach]

Preparation for Peer Review

Your completed email drafts will be evaluated by other groups using a business email writing evaluation scorecard. Consider these evaluation criteria as you draft:

Clarity and Organization
Appropriateness of Tone
Completeness of Information
Professional Formatting
Effectiveness in Achieving Purpose

Success Tips

Be specific and concrete rather than vague
Consider your reader’s perspective and likely questions
Balance professionalism with human connection
Proofread carefully for clarity and correctness
Test your message - would you understand it as the recipient?

📥 Download These Workshop Materials

Find this file on our repo and download it!

🤖 AI Study Prompts

After completing your group work, enhance your skills with these prompts:

“What are 3 additional strategies for handling [your specific scenario type] in business communication?”
“How might this email need to be adapted for different cultural business contexts?”
“What follow-up communication might be needed after sending this type of email?”

Next Activity: Peer Review Activity - Business Email Evaluation