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E210/Business and Professional Writing, Dr. Michael
O'Conner
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[Assignments/Grading] [Policies
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Assignment Four, A Direct Request Claim Letter
A. Write a claim letter based upon the following information.
You will be writing as the manager of DePaul Memorial Hospital
(you may use your real name if you wish). Include all of
the listed problems in your letter. Follow the checklist for Making Claims
and Requesting Adjustments on Page 195.
You are the manager of DePaul Memorial Hospital. Write a letter
to Martha Millikin, Customer Relations Manager, General Television, Inc., 8874
Main Street, Decatur, IL 62522. Address the following problems:
- DePaul has received seven tuners, all labeled TR-555-2, for
the model TV-23 color receiver.
- DePaul has been billed three times for the tuners that it did
not receive.
- You ordered nine TV tuners from General Television with the
tuner part number of TR-222-5.
- When the wrong tuners arrived, you returned them immediately
to General Television.
- You would like General Television to send the correct tuners
as soon as possible.
- You tried calling General Television's Parts Manager twice;
both times you were put on hold and then the connection was cut off.
- If General Television cannot fill your order, you would like
to cancel that order.
- The original order was scheduled to arrive January 15, 2002.
- The nine TV tuners you ordered are for the model TV-20 color
receiver.
- You hope that the customer relations manager for General Television
will address this problem promptly.
Direct Requests should:
ask for something and maintain goodwill
use the proper tone
be free of grammatical errors
avoid obscure or unintelligible business jargon
have an opening that begins with a purpose statement
have a middle section that included all the information
the
reader will need to respond properly, place in a
clear,
logical order
have a closing that focuses again on the action
you want the
reader to take and reemphasizes your goodwill
HINTS:
state your purpose or purposes in full at the
beginning.
provide all necessary information in the proper
place.
seek action oriented response and focus on actions
you want
the reader to take.
seek a useful response. Try to maximize your odds
of getting
a useful response by anticipating details the reader
will need
do not be overbearing.
do reflect your authority and right to make the
request.
Your communication should reflect your position of
power in
relation to the recipient.
edit the document to delete minor points. Focus
and be specific.
design your request for clarity. Use an effective layout. Often,
bulleted lists help deliver important information visually.
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Dr.Michael O'Conner
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