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A
claim letter is written to lodge a complaint against a business
or organization. For this assignment, you must write a professional
claim letter to an actual person at an actual business or
organization about an experience you actually had. The
complaint may be about a product or service you received from
the company or organization. In order to complete the assignment
you must:
- write
to the correct address and person or department for lodging
your specific complaint
- provide
a detailed account of your dissatisfaction
- provide
the appropriate evidence to support your claim
- turn
in a rough draft, final draft to be graded, and final
draft to be mailed, two copies of all attachments, and
an addressed, stamped envelope
We will
mail one of copy of your final draft and attachments to
the appropriate reader, and you will turn the others in
to me for evaluation.
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There are
usually no real advantages to deviating from the traditional
business letter format. For the purposes of this assignment,
you should stick to this format. The only exception would
come if you are printing the letter on stationary which includes
your return address (in which case, you would obviously omit
the return address from the opening lines of the letter.
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Here
are some sample letters written to lodge complaints about
specific policies or products offered by companies:
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I
will evaluate your claim letter based on criteria which I've
broken down into the following categories.
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Category
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Criteria
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Purpose
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Does the letter inform readers of a problem?
Does the request seem reasonable in light of the
complaint?
Does the letter direct and convince readers to take
action?
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Reader
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Is the letter addressed to a specific reader or
department?
Is there some mention of your history with the company?
Is there a quick, clear statement of purpose early
in the letter?
Are the claim and evidence convincing and reasonable?
Is there a clear request for what you want done?
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Information
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Is there a clear description of the problem?
Are all essential pieces of evidence (copies of
receipt, proof of purchase, bills, previous correspondence,
etc.) included?
Is the request detailed enough to act on?
Is contact information provided for a response?
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Organization
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Does the letter follow a traditional business letter
format?
Does the argument follow a logical pattern (chronological,
point-to-point, etc.)
Are lists used for point-by-point descriptions of
problems, chronological arrangements of events,
or in other appropriate situations?
Is there a clear statement of purpose early in the
letter?
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Style
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Is the letter free of mechanical errors?
Is the tone professional — firm yet polite
and reasonable?
Is the writing style enjoyable, clear, and concise?
Is the letter signed?
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Some
sites that might interest you as you work on this assignment:
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