Evaluation

Assignment #2 – Email Communications

Assignment due: SEE DROP BOX/ASSIGNMENT FOR DATES
Value of Assignment: 15% of final grade.
Passing Grade: 60%
Format: Group assignment, 3 separate emails, plus cover page, NO REPORTS

Overview
Purpose. The purpose of this assignment is to work in groups of three to create
three emails communicating a temporary modification using generative AI as
an aid in effectively writing professional emails.

Requirements. Using AI, create three separate emails communicating the

modification as described in the Situation below.

Each email will communicate the same modification but it will be written to 3
different recipient(s):
1) manager (above you)
2) customer (external or internal)
3) a direct report (reports to you)

Using MS Word, identify who needs to be contacted and what information

needs to be communicated. Create fictitious names and titles for the
individuals.

AI should only be used as a tool to assist in creating the email. It should NOT
be the only input used to generate the final product.

Collaboration within your group is encouraged but collaboration with students

outside of your group is not permitted.

Assessment. You will be assessed on your ability to communicate the pertinent

information as well as the formatting of the email, which should follow the
guidelines given in class. The fictitious names, titles and the details of the
modification are not assessed.

Situation
You are the Team Lead reporting to the Production Manager at an automotive
plant. A temporary modification is needed and it will impact the schedule. In
order to minimize the impact of this modification, key stakeholders need to be
made aware of the situation and given all the relevant information.

Directions
Step 1: Assign Roles
As a group, coordinate how you will work together to complete the
requirements of this project. Consider how each member of the team will
contribute and how you will ensure all parts of the assignment are completed,
on time.

Plan to review and assemble the final document at least a couple of days
before the due date.

Step 2: Describe the Situation

Describe the relevant information that you need to share based on the
‘Situation’ described above. You may invent details as they are needed.
Identify the 3 recipients who need to be updated about the modification.

Step 3: Email Prompt

Write the prompt that you will use to generate each email.

Step 4: Email Generation

Generate the emails in ChatGPT. The website is https://chat.openai.com/.

*Note, you cannot use your Conestoga email account to create the ChatGPT
account. If you are uncomfortable or uncertain about using ChatGPT, please
email the instructor and I will provide you with the generated email
template.
For each of the three emails;
a) State the recipient.
b) State the prompt you input in the AI.
c) Show the output from the AI. The output does not need to be
formatted.

Step 5: Email Revision

As a group, review and revise the output as needed. Include the final,
professionally formatted version of the email.

When deciding what information to include in each email, consider what

information the recipient already has and what information they need to
know. Keep it clear and concise.

Emails will be assessed based on how well they communicate the message
and how relevant the details are to the recipient.
Format
Submission - Requirements
Only one student submits the document on behalf of the team. ONE
MICROSOFT WORD file only.

The document should include:

1) Cover page with the names of all students
2) Description of the situation (temporary modification) that will be
communicated
3) The 3 recipients that need to be emailed
4) An email to each of the recipient(s) which include;
a. The AI prompt
b. AI generated email/template
c. The final revised email
5) Reference page, include sites used for AI generation

Email format
Each of the final emails must contain all the parts of an email as covered in the
class material;
1) to/from
2) subject line
3) greeting
4) body
5) closing
6) formatted signature

This is a formal writing assignment and should reflect that writing style, using
full sentences and paragraphs. Graphics, if used, must be source cited in
accordance with APA standard at Conestoga, or may be created by the author.

Use default MS Word fonts (Times New Roman, Calibri, Arial) in 11 or 12-point
black font only.
I recommend starting assignments as early as possible. If you have any
questions about your assignments, please contact me as early as possible.
Resources for Writing Success
If you need additional support in writing essays at college or just want some
tips, the Library & Learning Services at Conestoga College has a number of
resources to help you.

Drop-In Writing Support

Writing Workshops
Essay Structure
Avoiding Plagiarism
In-Text Citations
Quoting & Paraphrasing

Please consult APA@Conestoga for citing and referencing sources in essays

and reports. This excellent resource from Conestoga College will answer many
of your questions.