An electronic effective bad news message(email)for one of your employees

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Compose an electronic effective bad news message(email)for one of your employees, mentioning that he /she will not get promotion this year. Please consider all the bad news guidelines as well as the principles for writing effective emails , while composing the message.(5 Marks)

Part II:

1. Suppose you bought a new mobile phone from XYZ Ltd Company. The phone is not functioning properly. Write a claim letter to a company asking them to compensate you for the defective mobile phone. (2.5 Marks)

2. Now, assuming you are the claims supervisor in XYZ Ltd company, what communication channel would you choose and why? (2.5 Marks).

Sample Solution

Part I: Electronic Bad News Message

Subject: Feedback on Performance and Career Development

Dear [Employee’s Name],

I hope this email finds you well.

I am writing to provide you with feedback on your performance and discuss your career development at [Company Name]. While I appreciate your contributions to the team, I want to address some areas where I believe there is room for improvement.

[Provide specific feedback on the employee’s performance, focusing on areas where they can improve. Be constructive and avoid blaming or shaming.]

I understand that this news may be disappointing, and I want to assure you that your development is important to us. We believe that with additional effort and focus, you can achieve your career goals.

I encourage you to schedule a meeting with me to discuss your career aspirations and explore opportunities for growth and development. We can discuss potential training programs, mentorship opportunities, or other initiatives that may be beneficial to your career.

Thank you for your hard work and dedication.

Sincerely, [Your Name] [Your Title]

Key points to consider:

  • Be clear and direct: Clearly communicate the bad news without mincing words.
  • Maintain a positive tone: Avoid using harsh or blaming language. Focus on providing constructive feedback and offering support.
  • Offer alternatives: Suggest ways the employee can improve and develop their skills.
  • End positively: Express your belief in the employee’s potential and your commitment to their career development.

Part II: Claim Letter

Subject: Defective Mobile Phone – Claim for Compensation

Dear XYZ Ltd Customer Service,

I am writing to express my disappointment with the recent purchase of a [Mobile Phone Model] from your company. Unfortunately, the phone I received is defective and not functioning properly.

[Describe the specific defects or issues you are experiencing with the phone.]

I have attached a copy of my purchase receipt for your reference. I would like to request a full refund or a replacement phone as soon as possible.

Please contact me at your earliest convenience to resolve this matter.

Thank you for your prompt attention to this issue.

Sincerely, [Your Name] [Your Contact Information]

Communication Channel Choice:

As the claims supervisor at XYZ Ltd, I would choose email as the primary communication channel for handling customer claims. Email allows for a written record of the communication, which can be helpful for tracking and resolving issues. Additionally, email can be used to provide detailed information and attachments, such as copies of receipts or repair estimates.

While phone calls can also be used for customer service, email can be more efficient for handling complex claims or disputes that require detailed documentation.

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