UKCustomPapers | Compose an electronic effective bad news message(email)for one of your employees

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

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)

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

Sample Answer

1. Bad News Email to Employee

Subject: Performance Review and Career Development

Dear [Employee’s Name],

I hope this email finds you well.

I wanted to discuss the results of your recent performance review. While I appreciate your hard work and dedication, after careful consideration, we’ve determined that a promotion at this time is not feasible.

[Provide specific, constructive feedback on the employee’s performance, focusing on areas where improvement is needed.]

I understand that this news may be disappointing, and I want to assure you that we value your contributions to the team. We believe that with focused effort and development in [specific areas], you will be well-positioned for future opportunities.

I encourage you to schedule a meeting with me to discuss your career goals and explore potential development plans. We are committed to your professional growth and success.

Thank you for your understanding.

Full Answer Section

Sincerely, [Your Name] [Your Title] [Company Name]

2. Claim Letter to XYZ Ltd Company

Subject: Defective Mobile Phone – Claim for Compensation

Dear [Customer Service Department],

I am writing to express my extreme disappointment with the recent purchase of a [Phone Model] from your company. Despite the high expectations associated with your brand, the device has unfortunately proven to be defective.

[Clearly describe the specific defects or malfunctions experienced with the phone.]

Due to these issues, the phone has been rendered unusable, causing significant inconvenience. I kindly request that you take immediate action to rectify this situation. I believe that a fair resolution would be to either replace the defective phone with a fully functional one or provide a full refund.

I have attached a copy of my purchase receipt for your reference. I look forward to a prompt and satisfactory resolution to this matter.

Thank you for your immediate attention to this issue.

Sincerely, [Your Name] [Your Contact Information]

3. Communication Channel for Claim Resolution

As the Claims Supervisor at XYZ Ltd., I would opt for a combination of email and phone communication to address the customer’s claim.

Email:

Initial Contact: An initial email can be sent to acknowledge the claim, provide a reference number, and outline the next steps.
Document Sharing: Any necessary documents, such as proof of purchase or repair records, can be easily shared via email.
Written Record: Email provides a written record of the communication, which can be helpful for future reference and dispute resolution.

Phone Call:

Personalized Interaction: A phone call allows for more personalized and empathetic communication with the customer.
Quick Resolution: Urgent issues or complex situations can be addressed more efficiently through a phone call.
Active Listening: Phone calls enable active listening, allowing the customer to express their concerns and frustrations.

By combining these channels, we can ensure efficient communication, timely resolution, and a positive customer experience.

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