COMM 1103 – Final Exam (25%)

Students will have three hours to complete the final exam (6:30PM-9:30PM).

Ensure you save your document throughout. Once finished, submit your exam as a Word file to the Hub.
No documents will be accepted past the deadline. Note that the Hub will be closed at 9:45PM.

For this exam, students will write an Adjustment Letter based on the information presented in the
case below. You will be evaluated on the following:

 Correct formatting – letter (make up all necessary information, including mailing address, to
complete formatting); write in 11 or 12 font size, Times New Roman, single-spaced throughout,
skipping one space between paragraphs (as we have done throughout the course)
 Clear use of the Adjustment Formula
 Clear use of the tenets of technical writing, including:
o No repetition in information or wording, unless otherwise necessary
o Appropriate and careful word choice
o Concise and clear writing style
o Ability to answer all of your reader’s questions (make up relevant names or dates only,
if required, without changing the context of the case. All other information required to
complete the exam is included in the case)
 Positive and professional language/tone
 Correct grammar, spelling, and sentence structure

No headings or bulleted lists are required.

Note that students are NOT permitted to paraphrase or copy wording and/or phrasing from any of the
course’s adjustment letter practice and/or assignment case solutions. If students do so, they will
receive an automatic zero (0) for the exam.

Do not copy any sentences/phrases directly from the final (i.e., do not simply cut-and-paste your
solution), unless necessary, so as not to change the context of the case. You will receive a grade of
zero (0) if you do so.

Read the case carefully. Note that there is some information your reader does not need to know.

Case: You are the owner of a small startup focused on sustainable business practices aimed at creating
impactful solutions for both environmental and societal challenges.

You and your team hope to be leaders in your industry by staying on top of all new and emerging aspects
in your field. Last year, for example, you attended a two-day conference held by ECO Impact, one of
Canada’s premier environmental organizations that brings industry experts together to discuss innovative
ideas shaping the business world. You and your team found the information presented extremely valuable
and have already adopted many newly learnt initiatives into your company. Because of this, you decided
to look for another one of the organization’s upcoming conferences in the hopes of continuing to enhance
your team’s knowledge while staying on top of current trends. You soon find one that you think will be
beneficial for you and your team.

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On the weekend of May 4 and 5, ECO Impact is presenting its annual conference. This year’s event, to be
held at the Victoria Conference Centre, 9:30AM-4:30PM both days, will focus on all aspects of
sustainable business practices.

You think this would be an excellent learning opportunity for you and your team and plan to attend. ECO
Impact has an outstanding reputation – they have been working hard to promote sustainable practices
around the world for over 10 years – and you are eager to learn from their conference’s keynote speakers.
However, you already know that your team’s roster is pretty full during this time, based on your
increasingly busy schedule. Therefore, you plan to only attend the conference for one of the two days
(Saturday, May 4).

You contact the Event Organizer and explain that you and four of your team members are only able to
attend the one day. She states that attending the conference for one day is permitted and confirms that you
will be charged accordingly ($180 per person, rather than the two-day fee, which is $300 per person).
You go ahead and pay for all of the tickets via the conference’s web site and are excited for the upcoming
event.

Later that day, however, you receive an invoice from ECO Impact (via email) stating that you have been
charged for both days for you and your four team members. You contact the Event Organizer again and
explain the situation, requesting a full refund for the second day and be charged the one-day rate you were
quoted earlier. She sounds confused and says she has to check with ECO Impact’s Conference Manager.

Write an Adjustment Letter, from the Conference Manager, to you, granting your request (i.e.,
making the adjustment), explaining that the Event Organizer did, in fact, give you the correct
information in regard to being able to attend and pay for the one day. Unfortunately, however, the
conference web site was unable to recognize the single day payment and thus charged you for both. The
server has now been amended to accommodate such a transaction. The one-day option is now clearly
stated on the conference’s web site.

You are welcome to use the Adjustment Formula Template, on the following page, to help organize
your message. Note that this will not be included as part of your evaluation.

COMM 1103: Adjustment Formula Template

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 OPENING
Refer to previous message (i.e.,
One paragraph only.
acknowledge Claim made)

State the action you’re taking

(make the adjustment/grant the
request)

MIDDLE

Restore confidence by Can be more than one paragraph, depending on context.

 Explaining what happened,
Headings are NOT to be included in your Adjustment letter.
in chronological order, so Including a bulleted list is permitted but not mandatory.
reader can understand
context.
 Emphasizing your quality
control system (briefly).
 Describing what you will
do to improve (i.e.,
implementing a new
policy).

Avoid pointing fingers or

making unrealistic promises.

CLOSING

One paragraph only.

Repeat adjustment being
made/request being granted;
include deadline/reason for
deadline, if relevant; focus on
future. Invite contact if needed
(although contact info for
adjustment letter is not
necessary nor part of evaluation
criteria).

Ensure language is polite and

professional throughout your
letter.