Business writing Module

13[th] Oct 2013.
To: Carolyn Smythe
From: Director of Human Resources for Dawson & Engels
Proposal for inclusion of CNV in D&E volunteer program
Thank you for your request dated 6[th] Feb 2013 pertaining to the inclusion of Center for Non-Violence (CNV) in Dawson & Engels volunteer program. The department recognizes and acknowledges your contribution towards the program and even taking time to direct us towards CNV. The volunteer program has chosen to work with organizations that promote the wellbeing of humanity and especially the local community. It is also our employees at D&E such as you who point us towards such organizations with noble agendas.
The D&E volunteer program was established with a view to help the organization establish stronger links with the community by creating a pathway through the organization can empower its employees to participate in community activities. The activities undertaken have to be in organizations that are officially approved by the management and do not undermine the values of the organization or the community and must also align to the law of the land (federal, state and local government). Therefore, as the volunteering body, D&E shall seek to partner with organizations that share its values and views on the community in generally. As non-political body, the firm is committed to remaining politically neutral.
CNV identifies itself as an organization that conducts conflict-resolution strategies in the schools — strategies that are politically neutral. A background check on the organization reveals that indeed the organization was originally founded by peace activists in the 1970s who wanted a better solution than military school for students with behavior problems. However, some of the particular activities that the firm has engaged in are political in nature. The fact the organization has conducted a number of peace camps and organized protests against military solutions to political problems squarely places CNV in the political scene. As an organization that supports community activities, political activism is highly discouraged.
As a community citizen, D&E recognizes the need to align its corporate citizenship objectives with that of the community. The host community for D&E prefers and has over the years maintained a culture of subdued political views both at the community and personal level. The community has no known history of political activism and no political protests have ever been recorded in the last few decades. As a corporate citizen, D&E is expected to align to the local culture and remain conservative. Any volunteering work and partnership between CNV and D&E shall be viewed as D&E`s endorsement of the activities of CNV which include political protests. Such attempts to engage in activities that contradict the community`s conservative values does not depict a community player and will furthermore hurt D&E`s corporate image.
The history of D&E is founded on conformity to the rule of law and order in society. The fact that CNV does not fully recognize and acknowledge the contributions of military forces currently and in previous years for the good of society strongly contradicts D&E`s history. As you are aware, the two founders of D&E, Dawson and Engels were military veterans. This organization prides itself in having a military history which its founders serving in the security forces, a badge worn with honor and pride. Associating with an organization opposed to any military action such as CNV in its essence is denying the organization`s history and practically condemning the two founders. It is on these grounds that the propposla to have CNV in the volunteer program has been declined.
However, D&E as an organization does not wholly condemn the activities of CNV. On the contrary, D&E volunteer program acknowledges that the organization has been engaging in very helpful community activities. Some of the noted activities have very beneficial outcomes in society as such as teaching elementary school children the need to respect others` opinions, negotiating, and finding creative compromises. In respect of this, it is only beneficial to all parties that D&E volunteer program does not make official contact with CNV in light of the above highlighted issues.
It is therefore recommended that employees who wish to support or engage with CNV continue to do so on personal terms. However, D&V volunteer program will not approve CNV for the stated reasons. It is again recommend that organizations with no political agendas can be identified and an application made for approval. D&V volunteer program remains committed to partner with organizations and the community in making the world a better place and fulfilling its role as a corporate citizen. Therefore, feel free to make any other requests to the program for consideration without favor or bias.
Memo
To: Course Instructor
From: Director of Human Resources for Dawson & Engels
13[th] Oct 2013.
Re: Rationale in Completing Refusal Letter Assignment
Following the completion of the assignment that involved writing a refusal letter, I would like to make some comments on the situation and explain the rationale behind my response.
In writing the refusal letter, I carried out further research to gather actual refusal letters written in the real world. I was able to gather a few presented in academic books and others from the internet which appeared actual with real companies. Based on past experience, I did not treat the internet samples seriously but rather relied on the academic samples to guide me on the format and structure.
In terms of the content of the refusal letter, I relied much on the information provided in the case study. I mentioned the history of the founders of D&E in relation to the views of CNV and the history of the community. I avoided the use of the term “conservative” in reference to the community and organization as they may be misunderstood. However, I had to mention it as it was critical for Carolyn to understand the facts.
The letter was structured in a manner that the decision was clear but at the same time not rude. In considering the possibility of unintended audience, I avoided seemingly inflammatory language like calling the founders conservative or even stating my links to the CNV through my son`s past involvement. Furthermore, stating my history with CNV would cause confusion and send mixed messages.
The assignment presented a very friendly case study that was straight ward. I did not have trouble formulating the reasons behind the refusal. However, I found it hard making the letter to attain the required word count. In the end, I pulled it through.
The assignment was very helpful and practical. In fact, it is midway through the assignment that I remembered I had once received a refusal letter after I had applied for a youth group project funding in high school. Unfortunately, I could not locate the letter.
On the overall, the assignment was very helpful. I actually found myself imagining of a time in future when I would be a senior guy somewhere vetting proposals.
Thank you for taking your time to be my instructor and for your continued support.
Works cited
Watson, Jane. Business Writing: Basics. Washington. Self-Counsel Press. 2002. Web.

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