Business Communication - Positive Messages
Routine Adjustment Letter - Something is Fishy
Instructions: You work for Everett Cook, operator of Cook's Catering Service. You recently catered a holiday luncheon for Crain, Dawson, and
Associates, a law firm located in Albuquerque.
Taylor Mace, one of the administrative assistants of Crain, Dawson, and Associates, worked with you on the details of the meal. Taylor had ordered salmon for the entree. However, your supplier was unable to provide enough fresh salmon to serve the 265-plus guests who were invited to the luncheon. You became aware of the shortage of salmon at the last minute, so you made a decision to substitute halibut for the salmon. You tried to contact Taylor several times, but were unable to get in touch with her prior to the luncheon to clear the substitution.
The luncheon was well received by the 265 people who attended. You received many compliments on the quality of the food. You billed Taylor $18.95 per person for the meal -- the same price you would have charged for the salmon. Now, three days later you receive a letter from Taylor asking that $2 per plate be deducted because you substituted halibut for the salmon.
You value the company's business, and the substitution was made without her approval, so you decide to make the adjustment.
Write a block-style letter (formal business letter) to Taylor explaining the reason for the substitution. Enclose a check for the difference.
Add other details to complete the letter. Send the letter to Ms. Taylor Mace, Administrative Assistant, Crain, Dawson, and Associates, 350
West Dogwood Tree Lane, Albuquerque, NM 87201.
Hints:
- Halibut is a "junk" fish, and is less expensive.
- Since this is a routine adjustment, think carefully about an apology. This was a business decision, no one was negligent.
- Enclosure is stated in the body of the letter as well as noted after the signature line, for example, Encl: Check #XXX, $XXX
- Watch the tone of your letter.
- You want their future business, so express your confidence of future business.
No comma errors, misplaced modifiers, typo and/or run-on sentence. Tone is especially important.