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03 Writing Positive Messages PDF

The document discusses a request from Mrs. Anjana Sagar to retain her campus accommodation at the National Institute of Marine Technology beyond the allotted 90 days after her husband's death. As the Registrar, you must respond to her petition in a positive manner while upholding the institute's rules regarding accommodation retention.

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588 views2 pages

03 Writing Positive Messages PDF

The document discusses a request from Mrs. Anjana Sagar to retain her campus accommodation at the National Institute of Marine Technology beyond the allotted 90 days after her husband's death. As the Registrar, you must respond to her petition in a positive manner while upholding the institute's rules regarding accommodation retention.

Uploaded by

akhilyerawar7013
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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IIM Raipur/PGP/Business Communication III/2015

Writing Positive Messages


Advance Writing Assignment (in groups)
You are the Registrar of National Institute of Marine Technology (NIMT), an
autonomous institution under the Government of India. You are the head of all
administrative matters at the Institute including allocation of campus accommodation to
teaching and non-teaching staff. You are assisted by a committee consisting of
representatives of both teaching and non-teaching staff to develop policies regarding
allocation of campus accommodation in a fair, transparent, and consistent fashion.
Once a policy is adopted, you have the full authority to take decisions within the policy
framework. You dont need to check with the committee.
Respond in writing to the following petition submitted by Mrs Anjana Sagar. Study the
background and draft your response in your group. You have decided not to deviate
from the rule about the retention of campus accommodation. Make your formal
response as positive as possible, as soothing to Mrs Sagar as feasible.
Your heart goes out to Mrs Sagar and her twin daughters (whom you know very well
and who call you Uncle). They have not recovered yet from the shock of Dr Sagars
absolutely unexpected death, but you dont want to treat this case as an exception. This
is partly because in the 28-year history of the institute no employee was ever allowed to
retain his or her campus accommodation beyond 90 days of the cessation of their
employment. Of course, this is the first time a serving employee dies in an accident
leaving their children in a crucial stage in the educational race. But anyone who seeks
an exception to this rule is likely to consider their situation as special. Treating this case
is an exception is likely to open Pandoras Box although the entire Institute is
sympathetic to the grieving mother and daughters.
There should be only one draft from a group. Please submit your groups draft to your
business communication instructor by 5 PM on Friday, February 7.
Dear Sir
I humbly seek your permission to retain our campus flat until after my twin
daughters class XII examination in April-May, 2016. I am fully aware of the
Institutes rule that once a person ceases to be an employee for whatever reason,
any campus accommodation allotted should be vacated within 90 days. But,
encouraged by several faculty members, I approach you with this special request
for extending the retention period by about six months. The only reason for
asking you to treat mine as a special case is that Fate took away my husband
Ramanand when we least expected and when my twin daughters and I needed
him most. I am worried that my daughters, already traumatised by their fathers

IIM Raipur/PGP/Business Communication III/2015

sudden and horrible death, will perform very poorly in the crucial public
examination if they are destabilised and shifted from the loving environment in
which they grew up from both. In fact, what keeps us alive and helps us cope
with the tragedy is the generous and unprecedented emotional support that my
daughters and I am getting from the campus community.
I hope that you will consider the peculiar circumstances that have conspired
against my daughters and me and allow us to stay on to prevent further
disruption to my daughters studies ahead of the crucial public exams. I solemnly
promise to vacate the campus flat the day after my daughters final class XII
examinations get over.
Yours sincerely
Anjana Sagar

Background
The Campus of National Institute of Marine Technology (NIMT) was stunned last month
(early August 2015) by the death in a road accident of Dr Ramanand Sagar, a brilliant
and multi-talented young associate professor. He was just 44. He was popular not only
among the students and colleagues but also among the residents of the campus where
he has been staying ever since he joined the Institute in 1997 on his return from
Harvard University with an outstanding PhD. Its tragic that he was knocked down by a
truck when he was standing on a pavement. The driver, apparently drunk, lost control
and the truck ploughed into the pavement. Dr Sagar was run over. He died instantly.
He has left behind his wife, a school teacher, and twin daughters Beena and Leena.
Both the girls are in class XII, possibly the most crucial year in their educational career.
The rules governing the allocation of campus accommodation are unequivocal. An
employee can retain campus accommodation allotted to him/her for up to 90 days from
the day he/she ceases to be an employee for whatever reason - death, retirement,
resignation, or dismissal. Before the expiry of that period he/she should vacate the
accommodation and return it to the central pool. There have been many instances of
employees asking for extension of this period by two weeks to four months citing some
exceptional situation or another but not a single instance was ever granted.

Mathukutty Monippally / [email protected]

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