Part (b) Prompt:

The response from AI:

Your critique:

Austin 

Promotional Increase (Austin) = 10% x $3250 

= $325 

Range Penetration (Austin) = [($3250 - $2600) / ($3400 - $2600)] x 100 

= 81.25 % 

= 4^th quartile 

Merit Increase = 4% x $3250 

= $130 

Austin Annual Salary = 12 x ($3250 + $325 + $130) 

= $44 460

Keagan 

Keagan (Green Circle employee) New Salary = $2200 

Keagan Annual Salary = $2200 x 12 

= $26 400

Meagan 

Meagan (Red Circle employee) Salary = $4600 

Meagan Annual Salary = $4600 x 12 

= $55 200

New Staff 

New Staff Salary (Job Grade 3, Minimum) = $2600 

New Staff Annual Salary = $2600 x 12 

= $31 200 

Total Annual Salary Budget = $44 460 + $26 400 + $55 200 + $31 200 

= $157 260

Part 1b)

New Annual Salary = $157 260 

Old Annual Salary = ($2000 + $3250 + $4600) x 12 

= $118 200 

Additional Salary Required = $157 260 - $118 200 

= $39 060 

Annual Incremental % = ($39 060 / $118 200) x 100 

= 33.046 

= 33.05% (2 d.p.)

Part 2a)

“Write a professional and persuasive email to the Division Vice President requesting an exception for hiring and budget approval, explaining the negative impact of the freeze on team morale, retention, and performance.” 

Part 2b)

1. The subject line is too generic, make it more action-oriented, e.g.: “Urgent: Request for Hiring Exception and Budget Approval.” 

2. Opening lacks urgency, add a stronger hook to capture the importance of the issue upfront.     

3. Evidence is too vague rationale, include specific data or projections to strengthen the case (e.g.: estimated attrition risk or delay in deliverables) 

4. The call to action is too soft and indirect can be clearer about what approval Sandra is specifically seeking and suggest a meeting timeframe.

Keagan (Grade 2)

Salary: $2,000 which is below min ($2,200) (Green circle) so, adjust to $2,200

Increase: $200

New Monthly Salary: $2,200

Annual Salary: $2,200 × 12 = $26,400

Austin (Grade 3 → Promotion to Grade 4)

Current Salary: $3,250

Pay Range for Grade 4: $3,500 / $4,000 / $4,500

Austin is in 2nd quartile of current grade

Merit increase for A in 2nd quartile: 10%

Merit increment: $3,250 × 10% = $325

Promo increment (on new base): ($3,250 + $325) × 10% = $357.50

New Monthly Salary: $3,250 + $325 + $357.50 = $3,932.50

Annual Salary: $3,932.50 × 12 = $47,190

Meagan (Grade 4)

Salary: $4,600 which is above max ($4,500) (Red circle) so, no increase

Annual Salary: $4,600 × 12 = $55,200

New Hire (Grade 3, Min Point)

Monthly Salary = $2,600

Annual Salary = $2,600 × 12 = $31,200

Total Annual Salary Budget:

$26,400 (Keagan)

$47,190 (Austin)

$55,200 (Meagan)

$31,200 (New hire)
 = $159,990

1(b) Calculate the total additional salary required and annual incremental percentage for the Team.

Current Budget (Before Adjustments)
= $24,000 (Keagan) + $39,000 (Austin) + $55,200 (Meagan)
= $118,200

New Budget = $159,990
Additional Required = $159,990 – $118,200 = $41,790
Incremental % Increase = ($41,790 / $118,200) × 100 ≈ 35.34%

2(a) Write out your prompt for Generative AI to assist you in this task.  You may refer to the following video for a framework on writing effective AI prompts: 

“Write a professional and persuasive email from a team leader (Sandra) to her Division Vice President (Alex), requesting an exception to the hiring and salary freeze due to economic shifts. She wants approval to hire a new team member at Job Grade 3 and apply the proposed salary adjustments, arguing that it will support business growth, retain high performers, and maintain morale.” 
 

2(b) Review and critique the response from Generative AI and highlight the changes your team made to improve the email. 

 
Subject: Request for Exception to Hiring & Salary Freeze for Business Continuity 

Dear Alex, 

I hope this email finds you well. I am writing to formally request an exception to the current freeze on hiring and salary adjustments. As the team leader responsible for driving new leads and expanding our market presence, I have conducted a detailed review of our team’s current capacity and compensation needs. 

Given the untapped potential in our target market, I propose hiring an additional team member at Job Grade 3. This will not only help us meet increasing demand but also sustain our competitive edge. 

In addition, I seek approval for merit and promotion adjustments for my current team. Our top performer, Austin, has exceeded expectations and is due for both a merit increment and promotion. Keagan's salary adjustment is necessary to align with the pay range, and no changes are proposed for Meagan. 

The total revised annual budget is $162,216 — a 37.24% increase from the current expenditure. I believe this investment will significantly boost morale, prevent attrition, and position us strongly for the next fiscal cycle. 

I am happy to provide more details and hope we can discuss this further. Thank you for considering this request. 

Warm regards, 
Sandra 

Increase: $200 

New Monthly Salary: $2,200 

Annual Salary: $2,200 × 12 = $26,400 Keagan (Grade 2) 

Salary: $2,000 which is below min ($2,200) (Green circle) so, adjust to $2,200 

Increase: $200 

New Monthly Salary: $2,200 

Annual Salary: $2,200 × 12 = $26,400 

Austin (Grade 3 → Promotion to Grade 4) 

Current Salary: $3,250 

Pay Range for Grade 4: $3,500 / $4,000 / $4,500 

Austin is in 2nd quartile of current grade 

Merit increase for A in 2nd quartile: 10% 

Merit increment: $3,250 × 10% = $325 

Promo increment (on new base): ($3,250 + $325) × 10% = $357.50 

New Monthly Salary: $3,250 + $325 + $357.50 = $3,932.50 

Annual Salary: $3,932.50 × 12 = $47,190 

Meagan (Grade 4) 

Salary: $4,600 which is above max ($4,500) (Red circle) so, no increase 

Annual Salary: $4,600 × 12 = $55,200 
 

New Hire (Grade 3, Min Point) 

Monthly Salary = $2,600 

Annual Salary = $2,600 × 12 = $31,200 

Total Annual Salary Budget: 

$26,400 (Keagan) 

$47,190 (Austin) 

$55,200 (Meagan) 

$31,200 (New hire) 
= $159,990 

Previous Total Salary:

Keagan: $2,000 × 12 = $24,000

Austin: $3,250 × 12 = $39,000

Meagan: $4,600 × 12 = $55,200

Total before = $118,200

Additional salary = $159,990  – $118,200 = $41,790

($41,790/$118,200) x 100% = 35.4%

"Write a professional email to a Division Vice President requesting an exception for additional headcount and salary increment approval. Mention that the team is showing strong performance, especially Austin who is due for a promotion, and hiring a new team member is crucial to seize market opportunities. Also, highlight the risk of resignations if the budget is not approved."

·       Strengths: Polite tone, clear structure, justification for budget.

·       Improvements:

·       Add specific data (e.g., 38.3% incremental increase, Austin’s new salary).

·       Stress retention risk with current freeze.

·       Mention long-term ROI for hiring and motivation.

(a)   Review and critique the response from Generative AI and highlight the changes your team made to improve the email.

Subject: Urgent Request for Compensation Budget Exception Approval

Dear Alex,

I hope you’re well. I’m writing to request an exception to the current hiring and compensation freeze. Our division is poised to capture new market opportunities, and adding a new team member at Job Grade 3 is essential to scaling our efforts.

In addition, Austin has consistently exceeded expectations, recently achieving a record number of leads. He is ready for promotion, and I recommend a merit and promotional increase to acknowledge his efforts and retain his talent.

The total projected annual budget, including the new hire and adjustments, amounts to $163,500, an increase of $45,300 (38.3%) over the current salary base. While I understand the need for cost control, not proceeding may lead to disengagement and potential resignations.

I sincerely hope you will consider this exception, as I believe this investment will yield significant returns for our business.

Thank you for your kind consideration.

Best regards,
 Sandra

In the email, I want to: 

• Briefly explain the situation and the impact on my team 

• Request an exception to the hiring freeze so I can recruit critical talent 

• Request approval for the incremental budget I have already prepared (referenced as Part 1) 

• Emphasize the importance of retaining talent to meet business goals 

• Maintain a respectful, professional tone that acknowledges the company's constraints but highlights the urgency of the situation 

Subject: Request for Exception on Hiring Freeze and Approval of Incremental Budget 

Dear Alex, 

I hope this message finds you well. 

I understand the challenges our company is facing due to recent shifts in the global economy, and I fully appreciate the need for prudent financial management during this period. However, I am concerned that the decision to implement a hiring freeze, along with no promotions or salary increments, may lead to the resignation of key members within my team.  

Maintaining a strong and motivated team is critical for us to continue meeting our business objectives and deliver on ongoing projects. Losing talent at this stage could result in significant disruptions and delay our progress. (Good explaining)  

In light of this, I would like to respectfully request an exception to the current hiring freeze to allow for selective recruitment where necessary. Additionally, I seek your approval for the incremental budget I have prepared, which balances cost considerations with the need to retain and attract the right talent. (Tone is good, requesting is good also, example, taking figure from incremental budget is not included) 

I believe this approach will safeguard our team’s stability and position us well for sustainable growth once the economic situation improves. I would be happy to discuss this in more detail at your convenience. (Links to concern addressed in first paragraph) 

Thank you very much for your consideration. 

Best regards, 
Sandra  

a) Salary: $2,000 which is below min ($2,200) so, adjust to $2,200  

Increase: $200  

New Monthly Salary: $2,200  

Annual Salary: $2,200 × 12 = $26,400 Keagan (Grade 2)  

Salary: $2,000 which is below min ($2,200) (Green circle) so, adjust to $2,200  

Increase: $200  

New Monthly Salary: $2,200  

Annual Salary: $2,200 × 12 = $26,400  

Austin (Grade 3 → Promotion to Grade 4)  

Current Salary: $3,250  

Pay Range for Grade 4: $3,500 / $4,000 / $4,500  

Austin is in 2nd quartile of current grade  

Merit increase for A in 2nd quartile: 10%  

Merit increment: $3,250 × 10% = $325  

Promo increment (on new base): ($3,250 + $325) × 10% = $357.50  

New Monthly Salary: $3,250 + $325 + $357.50 = $3,932.50  

Annual Salary: $3,932.50 × 12 = $47,190  

Meagan (Grade 4)  

Salary: $4,600 which is above max ($4,500) (Red circle) so, no increase  

Annual Salary: $4,600 × 12 = $55,200  
  

New Hire (Grade 3, Min Point)  

Monthly Salary = $2,600  

Annual Salary = $2,600 × 12 = $31,200  

Total Annual Salary Budget:  

$26,400 (Keagan)  

$47,190 (Austin)  

$55,200 (Meagan)  

$31,200 (New hire)  
= $159,990  

b)Previous Total Salary: 

Keagan: $2,000 × 12 = $24,000 

Austin: $3,250 × 12 = $39,000 

Meagan: $4,600 × 12 = $55,200 

Total before = $118,200 

Additional salary = $159,990  – $118,200 = $41,790 

($41,790/$118,200) x 100% = 35.4% 

part 2:

a) "Write a professional email to a Division Vice President requesting an exception for additional headcount and salary increment approval. Mention that the team is showing strong performance, especially Austin who is due for a promotion, and hiring a new team member is crucial to seize market opportunities. Also, highlight the risk of resignations if the budget is not approved." 

• Strengths: Polite tone, clear structure, justification for budget. 

• Improvements: 

• Add specific data (e.g., 38.3% incremental increase, Austin’s new salary). 

• Stress retention risk with current freeze. 

• Mention long-term ROI for hiring and motivation. 

b)Review and critique the response from Generative AI and highlight the changes your team made to improve the email. 

Subject: Urgent Request for Compensation Budget Exception Approval 

Dear Alex, 

I hope you’re well. I’m writing to request an exception to the current hiring and compensation freeze. Our division is poised to capture new market opportunities, and adding a new team member at Job Grade 3 is essential to scaling our efforts. 

In addition, Austin has consistently exceeded expectations, recently achieving a record number of leads. He is ready for promotion, and I recommend a merit and promotional increase to acknowledge his efforts and retain his talent. 

The total projected annual budget, including the new hire and adjustments, amounts to $163,500, an increase of $45,300 (38.3%) over the current salary base. While I understand the need for cost control, not proceeding may lead to disengagement and potential resignations. 

I sincerely hope you will consider this exception, as I believe this investment will yield significant returns for our business. 

Thank you for your kind consideration. 

Best regards, 
Sandra 

• Keegan: Green circle, adjust to min: $2,200 
   

• Austin: $3,250 + 10% merit,  

• $3,400 - $2,600 = $800 

• RP= 3250 – 2600 / 3400 – 2600 x 100% = 81.25% 

• Performance A, RP 81.25%: 4^th quartile :4% 

• $3250 x 14 % = $455 

• $3250 + $455 = $3705 
   

• Megan: $4,600 red circle above pay range. 

New member: Based on Job grade 3, 2600 x 12 = $31,200 

Total annual salary: ($2200 x 12) + ($3705 x 12) + ($4600 x 12) + ($2600 x 12) = 26400 + 44,460 + 55,200 + 31,200 = $157,260 

Part 1b)

Current Total Annual Salary: 

Keagan = $24,000 

Austin = $39,000 

Meagan = $55,200 
Total = $118,200 

New Total Annual Salary (after changes): 

Keagan = $26,400 

Austin = $45,903 

Meagan = $55,200 

New Hire = $36,000 
Total = $163,503 

Total Additional Salary Required = $163,503 - $118,200 = $45,303 

Annual Increment % = 45,303/118,200 x 100% = 38.34% (2 d.p) 

part 2:

prompt: In view of the recent shifts in the global economy, Sandra received news that there will be no additional hiring, promotion nor salary increment.  She is very troubled by this as this move will likely lead to resignation in her team.  She plans to write an email to the Division Vice President, Alex, to seek for an approval for an exception to allow her to hire and for the incremental budget worked out in Part 1 to be approved. 

Help Sandra craft a suitable email to the Division Vice President. 

AI answer:

Subject: Request for Exception to Hiring and Budget Freeze

Dear Alex,

I hope this message finds you well.

I understand the current constraints and the difficult decisions being made in light of recent global economic shifts. However, I would like to formally request your consideration for an exception to the current freeze on hiring, promotions, and salary increments for my team.

Over the past [insert time period, e.g., 6 months], the team has taken on an increasing volume of work, driven by [briefly mention reason – e.g., expanded project scope, client demands, or critical deliverables]. Despite these pressures, the team has continued to perform at a high level. However, with the current resourcing limitations and lack of progression opportunities, morale has noticeably declined. Several team members have expressed concerns, and I am genuinely concerned that we may soon face attrition if these issues are not addressed.

To sustain operational effectiveness and avoid disruptions, I am requesting approval for:

1. A headcount exception to hire [insert role/title] to support ongoing deliverables and reduce the burden on the current team.

2. Approval of the incremental budget as detailed in Part 1 of our earlier discussion, to provide essential adjustments that acknowledge performance and help retain critical talent.

I believe these measures are vital not just for the stability of our team but for the continued delivery of strategic objectives for the division. I assure you that I will manage the resources prudently and continue exploring efficiency opportunities wherever possible.

Thank you for considering this request. I’m happy to provide further context or meet to discuss this in more detail.

Warm regards,
Sandra [Last Name]
[Title/Position]
[Department]
[Contact Information]

our refined answer:

Subject: Request for Exception to Hiring and Budget Freeze 

Dear Alex, 

I hope this message finds you well. I would like to start by thanking you for your hard work and effort over this challenging financial year. 

I would like to formally request your consideration for an exception to the current freeze on hiring, promotions, and salary increments for my team. I understand the current constraints and the difficult decisions being made in light of recent global economic shifts. However, over the past 6 months, my team has taken on an increasing volume of work, driven by the increased demand in the market. Despite these sudden surpluses in workload, the team has continued to perform at a high level. However, with the current resourcing limitations and lack of progression opportunities, morale has noticeably declined. Several team members have expressed concerns, and I am genuinely concerned that we may soon face attrition if these issues are not addressed. 

To sustain operational effectiveness and avoid disruptions, I am requesting approval for: 

1. A headcount exception to hire HR consultants to support ongoing deliverables and reduce the burden on the current team. 

2. Approval of the incremental budget as detailed in Part 1 of our earlier discussion, to provide essential adjustments that acknowledge performance and help retain critical talent. 

I believe these measures are vital not just for the stability of our team but for the continued delivery of strategic objectives for the division. I assure you that I will manage the resources prudently and continue exploring efficiency opportunities wherever possible. 

Thank you for considering this request. I’m happy to provide further context or meet to discuss this in more detail. 

Warm regards, 

Sandra Ng 

Director 

Human Resources  

+65 9998 9998 

Keagan:  

Current salary = $2000, Min = $2,200 (green circle, need to raise to min first) 

RP = [(2200 –2200) / (2800 – 2200)} = 0% (falls in the 1st quartile) 

Performance rating = B = 10% (1^st quartile)  

Merit increase: 10% of $2,200 = $220 

New monthly salary = $2,200 + $220 = $2,420 

Annual Salary: $2,420 x 12 = $29,040 

Austin:  

Current Salary = $3,250 

Range Min: $2,600  

Rane Max: $3,400  

RP = (3250-2600) / (3400 – 2600) = 0.8125 (81.25%) → falls in 4^th quartile 

Merit increase: 4% of $3,250 = $130 

Promotion increases: 10% of $3,250 = $325 

Total increase = $130 + $325 = $455 

New monthly salary = $3,250 + $455 = $3,705 

Annual Salary Budget = $3,705 x 12 = $44,460 

Meagan: 

Current Salary = $4,600 is above max $4,500 -> Red Circle -> No merit increase of promotion 

New monthly salary = $4,600  

Annual = $4,600 x 12 = $55,200 

Total Annual Salary = $29,040 + $44,460 + $55,200 = $128,700 

(b)

Previous Annual Salaries: 

• Keagan: $2,000 × 12 = $24,000 

• Austin: $3,250 × 12 = $39,000 

• Meagan: $4,600 × 12 = $55,200 

New Total = $130,140 

Previous Total = $24,000 + $39,000 + $55,200 = $118,200 

Total Increase = $128,700 - $118,200 = $10,500 

Annual Incremental Percentage 

= ($10,500 / $118,200) × 100 ≈ 8.88% 

Persona, Task, Context, Format. 

Persona, OK. Task: First paragraph should already include purpose (i.e. I am writing to you about xxx, according to Peel Structure). Context: In 3^rd paragraph, figures from incremental budget is not included as an example of how the incremental budget plan works (peEl).  

Format: 1^st change, removing placeholder for signature (Last Name, Job Title and contact information). 2^nd change, changing best regards to Yours Sincerely (Formal).  

Annual salary: $2200x12= $26400

Austin is eligible for a promotion and merit increase

Merit increase: $3250x1.07=$3477.5

Promotion increase: $3477.5x10%=$347.75

$3,477.50 + $347.75 = $3,825.25/month
 Annual salary: $3,825.25 × 12 = $45,903

Meagan annual salary: $4600x12=$55200

New hire: $3000x12=$36000

Total New Annual Budget = $26,400 + $45,903 + $55,200 + $36,000 = $163,503

1b)   Calculate the total additional salary required and annual incremental percentage for the Team.

Current total annual salary: (2000x12)+(3250x12)+(4600x12)=$118,000

Increment = $163,503 − $118,200 = $45,303

Incremental percentage = ($45,303 ÷ $118,200) × 100 ≈ 38.3%

2A) "You are a professional HR business partner with excellent persuasive writing skills. Help me write a formal and respectful email to the Division Vice President, Alex, requesting an exception to the hiring freeze and approval for the incremental salary budget previously submitted. The tone should be professional, empathetic, and persuasive. The context is that due to recent global economic conditions, there is a freeze on hiring, promotion, and salary increases. However, this is causing low morale in my team and may lead to resignations. I want to highlight the risks, present a justification for the exception, and express my understanding of the broader challenges while still advocating for the needs of the team." "Structure the email with a clear subject line, polite opening, explanation of the issue, supporting data or justification, a proposed solution, and a respectful closing. Keep the length concise

2B)  Subject: Request for Exception to Hiring Freeze and Budget Approval.

Dear Alex

I hope this message finds you well.

In light of the recent announcement regarding the suspension of hiring, promotions, and salary increments, I fully understand the need for caution during these uncertain economic times. However, I am writing to request an exception for my department due to specific critical needs.

Our team has been managing a significantly increased workload due to recent business demands. The current freeze has caused rising concern among team members and could potentially lead to key talent resignations. We have already seen signs of declining morale, which may soon impact our productivity and service delivery.

To maintain team stability and performance, I am requesting approval for the incremental salary budget proposed in Part 1 and an exception to the hiring freeze for one headcount. This role is crucial to maintaining operational continuity.

 I am committed to ensuring any investments made are aligned with strategic business priorities and am happy to provide further details or alternatives if needed.

Thank you for your time and consideration. I look forward to your guidance.

Warm regards,

Sandra

 Critique & Improvements

Aspect Critique Improved Version

 Subject Line Too general Changed to: “Urgent Request:

Exception to Hiring Freeze & Budget Approval for Team Retention” – clearer and more urgent

Opening Generic and lacks emotional connection Added a brief acknowledgment of Alex’s leadership and the organization’s challenges

Body Lacks specific data, generic wording Added key risks (e.g., retention %, workload %, or past resignation data if available), mentioned business impact

Tone Neutral but lacks a strong persuasive pull Made it more empathetic and forward-looking while keeping professionalism Closing Doesn’t emphasize openness or collaboration Ended with a stronger call to action and willingness to collaborate

Final Edited Email

Subject: Urgent Request: Exception to Hiring Freeze & Budget Approval for Team Retention

Dear Alex,

I hope you're doing well amidst the challenges we are navigating. I deeply appreciate the leadership shown by you and the Division during these uncertain economic times.

In light of the announced freeze on hiring, promotions, and salary increments, I fully understand the need for financial prudence. However, I am reaching out to request a carefully considered exception for my team, due to critical retention risks that could affect our ongoing operations.

Over the past quarter, my team has taken on a 25% increase in workload due to project expansions and departures. While they have responded with dedication, the lack of advancement opportunities and compensation adjustments has started to impact morale. We are already seeing early signs of disengagement, and I fear potential resignations that may destabilize key functions.

I would like to seek approval for the incremental salary budget submitted earlier (detailed in Part 1), and to proceed with hiring one urgently needed position. This role is pivotal to sustaining our service commitments and preventing burnout among current team members.

I remain committed to aligning with corporate cost-control priorities and am open to discussing phased approaches or alternative arrangements to mitigate risks.

Thank you very much for your time and consideration. I truly hope we can work together to find a viable path forward.

Warm regards,

Sandra