Subject: Before We Announce Puzzle Night
1Hi Dalia, this is Renzo. I drafted our puzzle-night plan for the student activity fund, which helps cover participation fees. We can use the multipurpose room on Friday evening if our adviser approves. A benevolent neighbor has offered to cover the cost of every printed puzzle so more ticket money can go into the fund. The room reservation is on the office calendar. I put the draft flyer in our shared folder.
2We should make volunteer work truly voluntary. Some classmates want to run puzzle tables, while others would rather buy a ticket and play. Neither choice should affect whether they can receive help from the fund later. Please keep requests for fee assistance confidential; our adviser will handle them privately. The volunteer form should ask about preferred jobs, not family finances. I have left that extra question off the form.
3For publicity, we need a credible estimate of how many teams the room can hold. I measured the table spaces, but the adviser must check the room rules before we announce a number. If the approved number is smaller, we may have to retract our first estimate. Correcting the flyer before tickets go on sale would be less confusing than explaining a mistake at the door. I would rather publish a checked number than a confident guess.
4I arranged the tasks in chronological order, beginning with permission and ending with cleanup. The office asked us to remit ticket payments after the event, so we need an envelope and a careful record. Our plan also needs to remain manageable for a small group. Six complicated puzzle stations may sound impressive, but three well-prepared stations would leave us time to check answers and assist players.
5Finally, I do not want to make a unilateral decision about the ticket price. Please send your recommendation and explain which supply costs it covers. Let’s also ask two classmates to test whether our printed instructions are legible from across a table. When you reply, flag any word in this email that sounds more formal than it needs to. Precise language helps, but our final announcement should be easy to understand.