PROCOMM: Writing Assignment on Professional Email Communication in the Workplace, Oct Semester 2024, Singapore

Writing Assignment Objectives & Format:

In this Writing Assignment, students must demonstrate that they can apply principles of effective writing by using the appropriate format, language, tone and style for different audiences when writing for the workplace. Based on a given scenario, students will respond with a positively and professionally written email (between 200 to 250 words) that achieves a positive outcome.  The assignment has 3 parts.

Use of AI Tools:

Students may use AI tools to help them in their writing, but they are to be reminded that AI Tools can provide useful information but should NOT replace human creativity and critical thinking. Students must critically evaluate the quality of information they receive and to use it in accordance with academic integrity policies. With the information given, students must also develop their own ideas and perspectives.

The assignment has 3 parts. Students must complete ALL the 3 parts.

PART A: Scenario + MAPS Analysis
PART B: Use of AI Tools
PART C: Evaluation & Final Revised Email Assignment.

 Download this “Writing Assignment” template from LMS. When you are ready to submit your assignment, upload the template in LMS > Assignments tab. Please save the WORD document using the naming convention: “Writing Assignment_Name_TB23”.  E.g.: Writing Assignment_John Pereira_ TB23” 

PART A: Scenario + MAPS Analysis

1: SCENARIO (paste your scenario here)

Paste the scenario here…

2: Use of M.A.P.S. to analyse the scenario

Before you start writing your email, decide on the following details & information:

• a) WHAT is the key message or point that you are communicating? (The email will cover …)
• b) WHO is receiving the message? (name of organisation? Is the person an internal or external recipient?)
• c) WHY are you writing to this person? (Is it to inform / explain / persuade / apologise / request for information / seek approval)
• d) HOW are you going to write this email? (Focus on what will be written in the Intro, Body, Conclusion)

PART B: Use of AI Tools

1: PROMPT DESIGN (use R.A.F.T.)

Design the prompt using R.A.F.T. method…

2: AI GENERATED TEXT

(Put the prompts through an AI tool to generate an email. Paste the email here.)

Reference: Based on APA 7th edition referencing format, (Communicator, personal communication, Month Day, year)

E.g. (Paraphrase from OpenAI’s ChatGPT AI language model, Personal communication, March 8, 2023).

PART C: Evaluation of AI-generated Text

1: AI Generated text with Annotations

Evaluation (refer to Checklist / Guidelines on the last page of this template)

FINAL REVISED EMAIL

Reminder:

You have to demonstrate that you are able to critically evaluate the text and information that has been AI-generated and include additional information and revisions of the text so that it represents your own personal voice with your own ideas and perspectives.

CHECKLIST: For evaluating AI-generated texts

(Use this checklist to help you complete the evaluation of an AI-generated text)

1. CLEARLY DEFINED PURPOSE {PURPOSE}
   a)  Check that the purpose of the AI-generated email is aligned with your original purpose of writing the email. (hint: look at your MAPS) eg: is there a clear call to action at the end or is the call to action too vague? Is the reader clear as to how to respond after receiving your email?
   b)  Check that the AI-generated email contains relevant and meaningful information suited for the purpose of the email and the context of the scenario.
   
2. SUITABLE LANGUAGE FOR THE AUDIENCE {LANGUAGE}
   a)  Ensure that the language used in the email is simple, clear, and concise.
   b)  Check that the language is suitable for the target audience eg: there should be no repetitive sentences or words, or language that is bombastic, complex or flowery. This shows that the writer is not sensitive to the needs of the target audience.
   c)  Make sure that the language used will result in the audience responding positively to the email.
3. ENGAGING PERSONAL VOICE {PERSONAL VOICE}
   
   • Adjust word choice, tone, and sentence structure to match your purpose, eg: you can specify if you want the text to be friendly or formal depending on the purpose of the email (could be a request, an invitation, information giving or an appeal for help).
   • Add a personal touch, by including additional information that is helpful from your own life experience, eg: include personal stories, experiences, or background to help the reader understand the context better. This can make the information more authentic and unique.
   • Use consistent language & expressions throughout the email as this helps create a recognizable voice that readers can identify with you.
   • Edit for authenticity: after generating the text, read it aloud to ensure it sounds natural and authentic. Make any necessary adjustments to ensure it aligns with how you would naturally communicate & not just replicate the AI-generated text.