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)

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

Email: Promotion Update

Subject: Promotion Update

Dear [Employee Name],

I’m writing to follow up on your recent promotion application. We appreciate your dedication and contributions to the team. You’ve consistently demonstrated [mention specific positive contributions/skills].

However, after careful consideration of all candidates and current organizational needs, we’ve decided to move forward with other candidates for the [position name] promotion at this time.

I understand this news may be disappointing, and I want to assure you that your performance and potential are highly valued. We encourage you to continue developing your skills and pursuing opportunities for growth within the company.

To that end, I’d like to schedule a meeting to discuss your career goals and potential development plans. Please let me know your availability next week.

Thank you for your understanding.

Sincerely,

[Your Name]

[Your Title]

Claim Letter

Subject: Claim for Defective Mobile Phone

Dear XYZ Ltd.,

This letter is to formally request a claim for compensation for a defective mobile phone I recently purchased from your company.

I purchased a [Phone Model] on [Date of Purchase] from your [Store Location]. However, the phone has been malfunctioning since [Date of Issue]. [Describe the specific issues with the phone e.g., the screen is flickering, the battery drains quickly, etc.].

I have attempted to troubleshoot the issue myself and followed the instructions in your user manual. Unfortunately, the problem persists. I believe the phone is defective and requires immediate replacement or a full refund.

Please provide me with instructions on how to proceed with the claim. I have attached a copy of my receipt for your reference.

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]

[Your Phone Number]

[Your Email Address]

Communication Channel for Claims Supervisor

As claims supervisor at XYZ Ltd, I would choose email as the primary communication channel for handling this claim. Here’s why:

  • Documentation: Email provides a written record of the communication, including the initial claim, any follow-up discussions, and any agreed-upon resolutions. This is essential for maintaining transparency and accountability.

  • Efficiency: Email allows for efficient communication, enabling me to address multiple claims simultaneously and manage the claim process effectively.

  • Professionalism: Email facilitates a formal and professional tone, which is appropriate for handling customer complaints and claims.

  • Scalability: Email can easily be used to communicate with large numbers of claimants, ensuring consistency in the claims process.

While a phone call might be used for initial contact or to clarify specific details, email remains the ideal communication channel for handling the claim process due to its ability to provide a clear record, facilitate efficient communication, maintain professionalism, and easily scale to manage multiple claims.

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