You must write a measured reply to Bernice and Joshua that protects BHT’s Q1 delivery
while recognising their proposal. Acknowledge their intent but state that you could not verify
the named organisation and therefore require evidence of direct contact. Make it clear that
using unverified or AI-generated material risks undermining both product launch and CSR
commitments. More importantly, such actions can damage internal and external trust. Invite
them to revise and resubmit in the next quarter and offer to review an outline beforehand.
Pre-writing Guidelines
You can use the following questions to analyse and prepare for your task:
• What is the purpose of your email?
• Who is the reader, and what is your relationship with her?
• What might be your concerns as a the team lead responding to this proposal? What
are your goals? What do you want to achieve in your role?
• What should the content of your email include? What are the main ideas you wish to
convey to the reader(s)?
• How can you persuade the reader to accept your decision for a revised proposal?
• How should the content of the email be organised, so that it is clear, coherent,
effective?
• What should the language, style and tone be?
• What formatting choices might you make at different parts of your email to enhance
its readability and effectiveness?
From: Aisha Rahman
To: Bernice Chen & Joshua Pereira
Subject: Volunteer Day Proposal — Proposal Correction
Dear Bernice and Joshua,
Thank you for submitting your proposal for Volunteer Day. I have reviewed it and would like
to provide some feedback.
Upon research, I could not find any public records for “Sunshine Children’s Village”, but
instead found information for “Sunbeam Place @ Children’s Society”. Please confirm and
correct the organization's name. Separately, do remember that the use of GAI is acceptable
only for idea generations and should be used responsibly with caution. Moving forward, do
ensure all proposals sent are personally checked before submissions.
I would also like to stress the importance of upholding our company's commitment to due
diligence. A lack of thoroughness in such work reflects poorly on us and undermines the
reputable corporate social image we strive to build.
Furthermore, the proposed timeline clashes with our company’s Q1 milestone planning, and
would divert essential resources away from our current goals, thus unfeasible. The initiative
needs to be deferred and rescheduled to the beginning of Q2.
Moreover, the proposed activities stated seemed overly ambitious to be run by 7 volunteers,
as I predict the charity fundraising would require more people to run additional booths to
create enough monetary impact. With the current manpower available, I advise narrowing the
scope to storytelling sessions, and arts and craft workshops, concentrating efforts on spending
quality time with the children. Doing so could ensure a more impactful volunteer experience.
As such, I require a revised version of the proposal, including all the above pointers
mentioned. You may approach me to review your proposal ideas in person before you get
started on the actual writing. For any other queries, feel free to email me.
Once again, thank you for your hard work. I look forward to reviewing your revised plans for
our next volunteer initiatives.
Best regards,
Aisha Rahman
BHT’s Senior Product Manager
CSR Liaison