"Good News"
Response to Request/Complaint
Letters:
A letter represents your company’s public image and your competence.
Therefore, there are some more
technique to write a letter such as:
¡ Analyze Your Audience:
o Who is my audience?
o Will my audience be favorably or unfavorably disposed to what I am going to say?
o What kinds of information will my audience expect me to supply?
o How will my audience use the information I am sending?
o What impression do I want my letter to make on readers?
¡ Have a clear sense of your purpose and theirs
¡ Select the best communication strategy
¡ Draft, revise, and edit your letter
Example:
A letter represents your company’s public image and your competence.
General guidelines for answering request letters include:
- Be prompt and courteous
- Be sure that your responses are complete--that they include all needed information
- If you are giving some positive and some negative responses, give the positive responses first. Try to emphasis what you can do--not what you can't do.
¡ Analyze Your Audience:
o Who is my audience?
o Will my audience be favorably or unfavorably disposed to what I am going to say?
o What kinds of information will my audience expect me to supply?
o How will my audience use the information I am sending?
o What impression do I want my letter to make on readers?
¡ Have a clear sense of your purpose and theirs
¡ Select the best communication strategy
¡ Draft, revise, and edit your letter
To write a replay of complaint letter, the tone of sender should be gentle
and do not have to be harsh. Here is a replay of a complaint letter which is
written on a full block patron. This type of a letter is written on direct
style. Here a sample letter is written which carry fictional information but
you can get an idea about replay of complain letter.
Sender has to follow this method to write a letter in direct plan. In first
paragraph mentioned only date of event and purpose to write a letter. In second
paragraph need to write whole scenario, and give full detail that why your
customer become pray to be annoyed. In this paragraph there should be mention
that what is resone and what is solution. Finally inform your reader that your
request has been fulfill and whatever u have been done for retain your
customers.
Example:
As receiving your
letter on dated:19 February 2013, in which you complain about fastrack skates
model # 123 of Rs/150000. We are pleased
to provide you replacement of defected pieces as per your requirement.
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