Writing Application: Real-World Scenarios
Learn
This lesson applies professional writing skills to authentic scenarios you will encounter in college, internships, and careers. You will practice adapting your writing for different purposes, audiences, and contexts.
Job Application Materials
Your first impression is often made through written materials:
- Cover Letters: Connect your qualifications to specific job requirements
- Resumes: Present experience and skills in scannable, achievement-focused format
- Thank-You Notes: Follow up professionally after interviews or networking events
- LinkedIn Profiles: Maintain a professional online presence with consistent messaging
Client and Stakeholder Communication
External communication requires careful attention to tone and clarity:
- Status Updates: Keep clients informed without overwhelming them with details
- Problem Notifications: Address issues honestly while presenting solutions
- Scope Changes: Document changes clearly with rationale and implications
- Deliverable Handoffs: Provide context and instructions for receiving work
Internal Team Communication
Effective teams depend on clear written communication:
- Project Documentation: Create records others can reference and build upon
- Process Guides: Write instructions that work for users at different skill levels
- Feedback and Reviews: Provide constructive criticism that promotes improvement
- Requests and Proposals: Make asks clearly with appropriate justification
Adapting to Context
Effective professional writers adjust their approach based on:
- Relationship: Formal with new contacts; appropriately casual with established colleagues
- Stakes: Higher-stakes communication requires more careful crafting
- Medium: Email, chat, and documents have different conventions
- Time Sensitivity: Urgent matters require direct, action-oriented writing
Examples
Example 1: Cover Letter Opening
Weak Opening:
"I am writing to apply for the Marketing Associate position I saw on your website. I am a hard worker and a quick learner."
Strong Opening:
"The Marketing Associate position at Greenfield Media caught my attention because of your innovative approach to sustainable brand storytelling. Having led social media campaigns that increased engagement by 45% for my school's environmental club, I am eager to bring this same creative energy to your team."
Analysis: The strong version demonstrates specific knowledge of the company, quantifies relevant experience, and creates an immediate connection between the applicant's background and the role.
Example 2: Problem Notification Email
Scenario: A website launch needs to be delayed by one week due to testing issues.
Effective Email:
Subject: Website Launch - New Timeline and Next Steps
Hi Jordan,
During final testing, we discovered compatibility issues affecting mobile users. To ensure all visitors have a positive experience, we recommend moving the launch to March 22nd.
What this means:
- The additional week allows us to resolve mobile display issues
- We can complete extra rounds of cross-browser testing
- The pre-launch marketing timeline shifts accordingly
Next steps: I'd like to schedule a 15-minute call to discuss the updated timeline and answer any questions.
Please let me know your availability this week.
Best,
Alex
Analysis: This email leads with the solution rather than dwelling on the problem, provides clear context, organizes information for easy scanning, and proposes a concrete next step.
Example 3: Constructive Feedback
Unhelpful Feedback:
"This report needs work. It's confusing and too long."
Constructive Feedback:
"The data analysis in Section 3 is strong. To make the report more accessible, consider adding an executive summary that highlights the three key findings. In Section 2, the methodology could be condensed by moving detailed procedures to an appendix, which would help readers focus on your main arguments."
Analysis: The constructive version acknowledges strengths, provides specific and actionable suggestions, and explains the reasoning behind each recommendation.
Practice
Apply professional writing skills to the following real-world scenarios.
Practice Item 1
Write a professional subject line for an email requesting a meeting with a manager to discuss a raise.
Practice Item 2
You missed a deadline. Which email opening is most professional?
- "Sorry I'm late with this - things have been crazy!"
- "I apologize for the delay in submitting the report. Here is the completed document along with my plan to prevent future delays."
- "It wasn't my fault the deadline was missed."
- "Did you really need this by Friday?"
Practice Item 3
Rewrite this thank-you note to make it more specific and impactful:
"Thank you for meeting with me. I enjoyed our conversation and hope to hear from you soon."
Practice Item 4
A client asks why the project is over budget. Draft a one-paragraph response that is honest, professional, and solution-oriented.
Practice Item 5
Which approach is best when writing instructions for a process others will follow?
- Use technical jargon to demonstrate expertise
- Write in second person with numbered steps and include examples
- Keep instructions vague so users can figure out their own approach
- Assume readers already know the context and skip background information
Practice Item 6
Draft the opening paragraph of a cover letter for a summer internship at a technology company. Include: why you're interested, one relevant qualification, and a connection to the company's work.
Practice Item 7
You need to decline a meeting invitation because of a schedule conflict. Write a professional response that maintains the relationship.
Practice Item 8
What is wrong with this feedback comment: "The presentation was bad and you need to do better next time"?
- It is too long
- It lacks specific, actionable suggestions for improvement
- It is too formal for workplace communication
- It should be delivered via phone instead of in writing
Practice Item 9
Write a brief LinkedIn summary (2-3 sentences) for a recent high school graduate interested in pursuing a career in healthcare.
Practice Item 10
A colleague's report contains several errors. How should you frame your feedback to be most effective? Write a sample opening sentence.
Practice Item 11
You need to ask your supervisor for time off next month. Which approach demonstrates the best professional practice?
- Send a text message the night before
- Submit a formal written request with dates, coverage plans, and advance notice
- Mention it casually in the hallway
- Just mark it on your calendar and assume it's approved
Practice Item 12
Draft a status update email for a project that is on track. Include: progress summary, next steps, and any items needing client input.
Check Your Understanding
Question 1
Why is it important to lead with solutions rather than problems in professional communication?
View Answer
Leading with solutions demonstrates problem-solving initiative, maintains confidence in your competence, and focuses the conversation on moving forward rather than dwelling on what went wrong. It respects the reader's time and shows you've already thought through the situation before involving them.
Question 2
How does relationship context affect the tone of professional communication?
View Answer
New relationships require more formal tone to establish professionalism and respect boundaries. Established relationships allow for more casual communication while maintaining professionalism. The key is reading the relationship accurately and erring on the side of formality when uncertain.
Question 3
What makes feedback "constructive" rather than just critical?
View Answer
Constructive feedback includes specific observations (not vague judgments), actionable suggestions for improvement, acknowledgment of what works well, and an explanation of why changes would help. It focuses on the work rather than the person and provides a path forward.
Next Steps
- Practice writing cover letters for positions that interest you
- Review professional emails you receive and analyze their effectiveness
- Create templates for common professional scenarios
- Continue to the Editing Workshop for revision strategies