Letters

WRITING BAD NEWS EXAMPLES

  • Rejection letter

A rejection letter need not be long. Remember, sending a well-written form letter that follows these three guidelines is better than not sending one at all. After all, the applicant wants to know only one thing: Did I land the job? Your brief message conveys the information clearly and with tactful consideration for the applicant’s feelings. After Carol DeCicco interviewed with Bradley Jackson, she was hopeful about receiving job offer. Everything went well, and her resume was in good shape. The e-mail below was drafted by Marvin Fichter to communicate the bad news to DeCiccco. The e-mail helps DeCicco understand that (1) she would have been hired if she’d had more tax experience and (2) she shouldn’t be discouraged.

Example:

Dear Ms. DeCicco:

Thanks for considering Bradley Jackson as the place to launch your career in accounting. In light of the reporting complexities now imposed on the accounting profession by Sarbanes-Oxley and other recent legislation, the executive team has decided it would be wise to bolster our skill base with someone who has extensive industry experience. We have therefore filled the position with a more experienced candidate.

Your resume and credentials show you to be a deserving candidate for entry level positions. Your academic record and previous work experience certainly indicate your willingness to work hard. Those of us who had the opportunity to talk with you believe that your ability to communicate will certainly help you achieve an excellent position in a recognized accounting firm.

In the meantime, we would like to keep your information on file for six months, in case a position requiring less experience opens up in the future. I wish you the best of luck as you begin your new career.

Sincerely,

Marvin R. Fichter, Human Resources Director

  • Refusing Claims and Requests for Adjustment

Almost every customer who makes a claim or requests an adjustment is emotionally involved; therefore, the indirect method is usually the best approach for a refusal. Your job as a writer is to avoid accepting responsibility for the unfortunate situation and yet avoid blaming or accusing the customer. To steer clear of these pitfalls, pay special attention to the tone of your letter. A tactful and courteous letter can build goodwill even while denying the claim. For example, Village Electronics recently received a letter from Daniel Lindmeier, who purchased a digital video camera a year ago. He wrote to say that the unit doesn’t work correctly and to inquire about the warranty. Lindmeier believes that the warranty covers one year, when it actually covers only three months:

Example:

Dear Mr. Lindmeir,

Thank you for your letter about the battery release switch on your JVC digital camera. Village Electronics believes, as you do, that electronic equipment should be built to last. That’s why we stand behind our products with a 90-day warranty.

Even though your JVC camera is a year old and therefore out of warranty, we can still help. Please package your camera carefully and ship it to our store in Hannover. Include your name, address, phone number, and a brief description of the malfunction, along with a check for $35 for an initial examination. After assessing the unit, we will give you a written estimate of the needed parts and labor. Then just let us know whether you want us to make the repairs – either by phone or by filling out the prepaid card we’ll send you with the estimate.

If you choose to repair the unit, the $35 will be applied toward your bill, the balance of which is payable by check or credit card. JVC also has service centers available in your area. If you prefer to take the unit to one of them, please see the enclosed list. Thanks again for inquiring about our service. I’ve also enclosed a catalog of our latest cameras and accessories, in which you’ll find information about JVC/s “Trade-Up Special.” If you’re ready to move up to one of the newest cameras, JVC will offer a generous trade-in allowance on your current model.

Sincerely,

Walter Brodie,Customer Service Manager

Advertisements

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google+ photo

You are commenting using your Google+ account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

%d bloggers like this: