Lesikar's Business Communication: Connecting in a Digital World 13th Edition by Kathryn Rentz,Paula Lentz

Exercise 19

As executive director of the Northwest Human Resources Institute, you have been gathering information to help the organization's board of directors decide where to hold its annual meeting three years from now. Specifically, the board has asked you to investigate two possible sites: Seattle, Washington, and Portland, Oregon. In both cities you received good help from representatives of the chamber of commerce, but Collin Mallard of Seattle was particularly helpful. He went out of his way to show you the city and give you insider information on its attractions and restaurants. He also took you to the hotels with appropriate facilities for your event and introduced you to the managers. Overall, he was a delightful tour guide. You were hoping to send your organization's business his way.
Unfortunately, the board has decided on Portland for the meeting. Now it is your job to inform Mr. Mallard that Seattle's bid has been turned down. Certainly, you will express your thanks for his help. You can also report that the decision was a close one and that Seattle will be considered for later years. Send your message to Mr. Mallard via letter. Remember that the board will see a copy of it. (If your instructor directs, research the two cities and come up with plausible reasons why Portland was chosen.)