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Graded LP4.1 Assignment: Writing Requests and Claims

Instructions

 Part I: Writing a Request

Using the writing techniques practiced in chapters 2 and 3, you will write a request letter for ONE of the following situations:

1. Helping Raise Puppies to Become Dog Guides (full information on page 137, 5.3)
2. Culture Vultures Seeking Adventure (full information on page 137, 5.4)
3. Computer Code of Conduct (full information on page 138, 5.6)

 

5.3 Information Request:

Helping Raise Puppies to Become Dog Guides As an assistant in the corporate social responsibility office of your corporation, you have been given an unusual task. Your manager wants to expand the company's philanthropic and community relations mission and especially employee volunteerism. she heard about the Lions Foundation of canada dog Guides, a program in which trainers breed and raise puppies for dog guide training. she thinks this would be an excellent outreach program for the company's employees. they could give back to the community in their role as foster parents to a future dog guide, groomers/bathers of dog guides in training, kennel workers, or special events workers. to pursue the idea, she asks you to request information about the program and ask questions about whether a company could sponsor a program encouraging employees to act as volunteers. she hasn't thought it through very carefully and relies on you to raise logical questions, especially about costs for volunteers. Your Task. write an information request to sandy turney, executive director, Lions Foundation of canada dog Guides, P.o. Box 907, oakville, on L6J 5e8. include an end date and a reason. For more information on the dog guide program go to http://www.dogguides.com/ doghome.htm.

 

5.4 Information Request: Culture Vultures Seeking Adventure You just saw a great television program about cheap travel in europe, and you think you'd like to try it next summer. the program described how some people want to get away from it all; others want to see a little of the world. some want to learn a different language; some want to soak up a bit of culture. the "get-away" group, the program advised, should book a package trip to a contiki resort where they relax and soak up the sun. But "culture vultures" and Fits (free independent travellers) should select the countries they want to visit and plan their own trips. You decide to visit France, spain, and Portugal. Begin planning your trip by gathering information from the country's tourist office or web site. Many details need to be worked out. what about visas? how about inoculations? since your budget will be limited, you need to stay in hostels whenever possible. where are they? Are they private? some hostels accept only people who belong to their organization. You really need to get your hands on a list of hostels for every country before departure. You are also interested in any special transport passes for students, such as a eurail Pass. And while you are at it, find out if they have any special guides for student travellers. All this information can be secured from a tourist office. Your Task. using the internet, you found an address for information: tourist office of spain in canada, 3402-2 Bloor street west, toronto, on M4w 3e2 (http://www.spain.info/ca/ TourSpain). write a letter requesting information. if you prefer another country, find its tourist office address. Because this is a personal business letter, include your return address above the date. 5.5 Information Request: Meeting in Haines Junction at the Dalton Trail Lodge Your company, software solutions, has just had an enormously successful two-year sales period. the ceo has asked you, as marketing manager, to arrange a fabulous conference/ retreat as a thank-you gift for all 20 engineers, product managers, and salespeople. she wants the company to host a four-day combination sales conference/vacation/retreat at some spec- tacular location. she suggests that you start by inquiring at the dalton trail Lodge in haines Junction, Yukon. You check its web site and get some good information. however, you decide to write a letter so that you can have a permanent, formal record of all the resorts you inves- tigate. You estimate that your company will require about 20 rooms. You'll also need about three conference rooms for one and a half days. You want to know room rates, conference facilities, and outdoor activity possibilities for families. You have two time periods that would be possible: september 18-22 or october 4-8. You know that these are off-peak times, and you wonder if you can get a good room rate. what is the most economical way to get to haines Junction from software solutions' headquarters in Prince George, B.c.? one evening you will want to host a banquet for about 140 people. the ceo wants a report from you by April 1. Your Task. write a well-organized information request to dalton trail Lodge, c/o Grayling camp enterprises, Box 5331, haines Junction, Yt Y0B 1L0.

(Follow the tips for formatting letters, illustrated on page 120.)

 

5.6 Information Request: Computer Code of Conduct As an assistant in your college's or university's campus computer centre, you have been asked by your supervisor to help write an updated code of conduct for use of the centre facilities. this code will spell out which behaviour and activities are allowed in your centre and which are not. the first thing you are to do is conduct a search on the internet to see what other college or university computing centres have written as conduct codes. Your Task. search the internet employing variations of the keywords "computer code of conduct." Print two or three codes that seem appropriate. write an e-mail to the director of an educational computer centre asking for further information about its code and its effective- ness. include at least five significant questions. Attach your printouts to your letter.

 

Part II: Writing a Claim

Using the writing techniques practiced in chapters 2 and 3, you will write a claim letter for ONE of the following situations:

1. Undersized French Doors (full information on page 138, 5.9)

5.17 Claim Response: Undersized French Doors As Jay Brandt, manager of custom wood, inc., you have a problem. Your firm manufactures quality pre-cut and custom-built doors and frames. You have received a letter dated August 3 from Julie chen (Activity 5.9). Ms. chen is an interior designer, and she complains that the oak French doors she recently ordered for a client were made to the wrong dimensions. Although they were the wrong size, she kept the doors and had them installed because her clients were without outside doors. however, her carpenter charged an extra $455.50 to install them. she claims that you should reimburse her for this amount, since your company was responsible for the error. You check her July 2 order and find that the order was filled correctly. in a telephone order, Ms. chen requested doors that measured 3.13 square metres and that's what you sent. now she says that the doors should have been 3.23 square metres. Your policy forbids refunds or returns on custom orders. Yet, you remember that around July 2 you had two new people working the telephones taking orders. it's possible that they did not hear or record the measurements correctly. You don't know whether to grant this claim or refuse it. But you do know that you must look into the training of telephone order takers and be sure that they verify all custom-order measurements. it might also be a good idea to have your carpenters call a second time to confirm custom measurements. Ms. chen is a successful interior designer and has provided custom wood with a number of orders. You value her business but aren't sure how to respond. You'd like to remind her that custom wood has earned a reputation as a premier manufacturer of wood doors and frames. Your doors feature prime woods, meticulous craftsmanship, and award-winning designs. And the engineering is ingenious. Your Task. decide how to treat this claim and whether to respond by letter or e-mail. the addresses are Julie chen, smart interiors, 3282 richmond road, vancouver, Bc v5Y 2A8 and j..n@smartinteriors.ca. You might mention that you have a new line of greenhouse win- dows that are available in three sizes. include a brochure describing these windows.

 

1. Deep Desk Disappointment (full information on page 139, 5.11)

(Follow the tips for formatting letters, illustrated on page 120.)

Upload your assignment to the dropbox.

5.18 Claim Response: Deep Desk Disappointment As rodney harding, Marketing Manager of Big spruce wood Products, it is your job to reply to customer claims, and today you must respond to Monica keil, President of keil consulting services (Activity 5.11). You are disturbed that she is returning the executive desk (invoice no. 3499), but your policy is to comply with customer wishes. if she doesn't want to keep the desk, you will certainly return the purchase price plus shipping charges. desks are occasion- ally damaged in shipping, and this may explain the marred finish and the sticking drawers.

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