Crisis Communication
Defensive Writing Assignment: “Debbie Downer:” Getting Off the Defensive
DR.NO:
Dear Boss:
I want to offer my advice to you regarding the upcoming legislation that would limit surface coal mining. While I understand your position on the matter, I believe it is equally important to acknowledge the environmental and sustainability concerns raised by the public.
I recommend providing a clear explanation as to why you oppose the legislation, while also highlighting your efforts toward environmental sustainability. This would allow you to address these concerns and demonstrate why you believe this legislation is not in the country's best interest.
Best Regards,
Kayla Winn
Dear Citizens:
I believe it is important to address my position on the upcoming legislation to limit the surface mining of coal. I hear and understand the concerns of environmentalists who are committed to protecting our natural resources, and while I agree that our country would benefit from environmental efforts, I also have carefully considered the legislation before making a decision.
As a father and avid outdoorsman, I share a deep concern for the well-being of our environment. However, after careful consideration, I feel that this particular legislation may not be the best approach for the future of our country. While I don’t always agree with every regulation, it is not out of disregard for the environment, but rather to find balanced solutions that would best fit the country’s environmental and economic needs.
Imposing stricter regulation on American energy production would put us in a position of depending on foreign countries for our energy, and result in significant loss of jobs. I remain committed to finding solutions that support both environmental sustainability and a strong economy.
Thank you for voicing your concerns on this important issue. Your engagement is essential in shaping a bright future for our country.
Sincerely,
Congressman Ritter
BAD REACTION?
Dear Boss:
I would like to discuss the best approach to address the recent news story circulating about faulty dermatological products reportedly causing skin issues.
I suggest starting by affirming that all our products are rigorously tested and FDA-approved, as our top priority is ensuring the safety of our products to our customers. Continue by acknowledging the media reports, but clarify that we have not received any communication from the FDA indicating that Liam Industries is involved in this matter.
Lastly, we should emphasize our commitment to transparency by assuring everyone that we will provide updates if any new information from the FDA arises.
Best Regards,
Kayla Winn
To Our Valued Customers and Stakeholders:
At Liam Industries, the safety of our customers is our top priority, and we ensure this through the rigorous testing of our products. We want to address the recent news story regarding faulty dermatology products that have reportedly caused skin issues including rashes.
As one of the six companies in this sector within the U.S. market, we hold ourselves to the highest standards of safety and competitiveness. We want to clarify that we have not received any communication from the FDA indicating our products are involved in this matter.
Honesty and commitment to our customers are core values of Liam Industries. Should any updates from the FDA arise, we promise to share them with you. We appreciate your ongoing trust and support as we navigate this situation.
Sincerely,
Liam Industries Team
GROUNDED
Dear Boss:
As the Allentown Air Show approaches, I want to offer you some thoughts on how to handle the recent news we received regarding the CAF no longer performing. As we know, the CAF flying performance is a crowd favorite, and while this will be an adjustment to our event, we want to remain positive by accentuating other exciting elements of the family event.
Start off with enthusiasm about the Allentown Air Show coming up, and excitement that we’re able to hold such a fun event for friends and family every year. Continue mentioning that there are going to be a few changes made to the event this year. Due to recent news of safety concerns, The CAF has decided not to fly this year, but will be parked on the ground for everyone to come see up close, take photos, and learn about the history of the jets.
End on a positive note by mentioning that U.S. Air Force Thunderbirds is looking forward to putting on an awesome performance with their jets along with food, games, and many activities.
Best Regards,
Kayla Winn
Dear Friends & Families:
The Allentown Air Show is just around the corner, and we can’t wait to welcome friends, families, and neighbors for a day of fun and celebration. Every year since 1965, we’ve put on this exciting event, and this year will be a great one.
While we do want to bring light to a few changes to the event, we’re confident we can still deliver an incredible experience. Due to safety concerns, the CAF will not be flying this year. However, the aircraft will be parked at the event on display, giving everyone a unique opportunity to see them up close, take photos, and learn more about these historical aircraft.
We look forward to the impressive performance by the U.S. Air Force Thunderbirds, along with great food, games, and plenty of activities for all ages. We appreciate your understanding and are excited for an amazing event.
Sincerely,
Allentown Air Show Team
SETTLING FOR SECOND BEST
Dear Boss:
I believe it is crucial to promptly inform all attendees of the upcoming sales event that you will not be able to attend, and John Smith will be stepping in in your place. Since you were advertised as the main speaker, you should emphasize John’s deep involvement and dedication as a member of the team since the founding of the company.
Assure the attendees that while you will not be present, you have complete confidence in John’s ability to deliver an insightful discussion about the future plans of Astor Enterprises. Please let me know if you need any assistance in drafting this message.
Best Regards,
Kayla Winn
To Our Valued Guests of the Asher Enterprise Sales Event:
I would like to update you on a last-minute change regarding the upcoming Asher Enterprise Sales Event. Due to unforeseen circumstances, I will not be able to attend and speak at the event at this time. However, I am pleased to announce that my trusted executive VP, John Smith, will take my place in delivering a thoughtful and insightful speech.
Although I was looking forward to attending and speaking at the event, I have full confidence in John as he has been a vital part of our company since it was founded. John is looking forward to connecting with all of you, and sharing exciting updates about the progress and future of Asher Enterprises.
We appreciate your understanding of this change, and we are looking forward to delivering a successful event.
Sincerely,
CEO of Asher Enterprises
BAD BEEF
Dear Boss:
I want to offer suggestions on how to address the recent situation the FDA informed us. To protect our reputation and handle this situation properly, it is crucial to emphasize how seriously we take the safety of our customers. In doing this, be sure to highlight that the individual who discovered plastic in his or her food was unharmed, and that we’re taking proactive and thorough measures to uncover the source of the contamination.
Additionally, it’s important to mention that we’re immediately recalling the beef from our current supplier while we work closely with the FDA to investigate. Due to this recall, there will be a lack of beef in some of our restaurant locations though we expect this to be resolved within a week or so
Finally, assure our valued customers that we’re doing our own internal investigation, and working hard to put this situation at rest as quickly and transparently as possible. Please let me know if you need any additional assistance.
Best Regards,
Kayla Winn
Dear Loyal Customers:
At Taco Bell, we take the quality of our products and the safety of our customers very seriously. In light of that, we want to tell you about a recent situation involving a piece of plastic found in a customer’s meal purchased in our Ames, Iowa location. Fortunately, the customer was not harmed.
As a precaution, we’re recalling all ground beef from our current suppliers while we work closely with the FDA to investigate how this incident occurred. In the meantime, we will switch to a different supplier which may result in a temporary shortage of beef in some of our restaurant locations. We expect this to be resolved shortly.
In addition to the recall, we’re conducting an internal investigation in an effort to locate if the plastic could’ve come from within our restaurant. We assure you we take this situation very seriously, and are taking all precautionary measures to ensure this doesn’t happen again.
We appreciate your understanding and continued support as we work diligently to resolve this issue and move forward.
Sincerely,
The Taco Bell Team
HONEY, I SHRUNK THE EVENT
Dear Boss:
As the time is nearing to announce this year’s sales event, it is essential to inform attendees about the transition to an online format without disclosing any financial details of our situation. Since the event will be held via Skype this year, we should highlight the benefits, such as increased accessibility for attendees without the cost of travel, the introduction of new products, virtual presentations from around the world, and the exciting opportunity to win a grand prize raffle – an all-expenses paid trip to New York. By focusing on these positive aspects, we can encourage more enthusiasm and more people to attend our sales event.
Best Regards,
Kayla Winn
Dear Tomboy Tools Family:
As our annual summer event approaches, we’re excited to share some exciting updates. This year, we will host our annual summer sales event virtually.
We are looking forward to this new format, as it will allow us to feature presentations from around the world, alleviate travel costs for attendees, and enable all our company officers to attend– something that has never been possible!
We’re thrilled to reveal new products, and offer one lucky participant a chance to win an all-expenses-paid trip to New York! We can’t wait to bring this virtual event to life with all of you.
Sincerely,
Tomboy Tools
KIDS AT RISK
Dear Boss:
The recent findings of lead in one of the drinking foundations at Moosehead High School (MHS) must be addressed immediately. First and foremost, it is important to show transparency to the community by informing parents, teachers, and staff about the situation.
We should emphasize that immediate action is being taken by closing all water fountains, and all students are provided with bottled water until all the pipes are replaced. Acknowledge the seriousness of this health hazard, and ensure that we are taking all precautionary measures to ensure the safety of our students.
Lastly, it is important to ensure that the MHS’s academic standing remains unaffected by this situation
Best Regards,
Kayla Winn
Dear Moosehead High School Parents, Teachers, and Staff:
At Moosehead High School transparency is one of our top priorities. In light of this, we wanted to let you know that during routine testing, traces of lead were detected in the pipes connected to our water fountains. We immediately reported this issue to the Texas Health Agency, and closed all 15 water fountains.
While the pipes are being replaced and retested, we are providing students with bottled water to ensure their safety. The safety and health of our students are imperative, and we assure you that we’re taking all precautions before reopening the fountains.
Additionally, if you have any question, please reach out to administration and myself.
Sincerely,
Principal Mark Moore
YOU WEREN’T SUPPOSED TO SEE THAT
Dear Boss:
Given that Dr. Ford’s private messages have not only been leaked publicly, but also target faculty, students, and administration, I suggest addressing this situation promptly and thoughtfully. To protect the reputation of the college, it is important to briefly address the incident without delving into specific accusations, and respond with composure and professionalism.
While Dr. Ford’s comments are unfortunate, the university should highlight its commitment to maintaining an environment of collaboration, adaptability, and academic excellence. Additionally, we should mention the college’s continuous efforts to promote a culture of respect on campus, and regardless of internal criticism, that the college remains committed to its mission to provide high-quality education to all students since 1823. By saying this, the narrative is shifted to highlight the college’s dedication to maintaining its core values. Finally, it is important that Chancellor Wilson releases this statement to the public on our social media, and via school-wide email.
Best Regards,
Kayla Winn
Dear Bowdoin College Community,
Since 1823, Bowdoin College has proudly upheld its core values of maintaining an environment of collaboration, adaptability, and academic excellence. It has come to our attention, that a senior professor recently made critical remarks and accusations about our institution, staff, and students. While it is disappointing to hear this feedback, we assure you that this is one opinion among many.
Regardless of the internal criticism, Bowdoin remains deeply committed to its mission to promote a culture of respect on campus, providing our students with high-quality education, and upholding the highest level of integrity. In a constantly evolving world, we continue to strengthen and improve our institution from within.
We appreciate the trust of our community, and we will continue to earn that trust by aiming for excellence and transparency in all that we do.
Sincerely,
Chancellor Wilson
