Business Communication: Emails for Different Scenarios

This article provides sample emails for different business scenarios, including informing a manager about a meeting, explaining a missed meeting, sending a claim message, and confirming an order. The emails are analyzed for tone, content, and structure, and provide useful tips for effective business communication. The article is relevant for students taking courses in business communication, management, and marketing.

Running head: BUSINESS COMMUNICATION
Business Communication
Name of the Student:
Name of the University:
Author’s Note:

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Email 1
You work in the main office in Portland and must let a manager in the Lewiston Office
know of an upcoming meeting with the CEO. Make sure you include the topic, date, time,
and objective of the meeting.
Mr. David Radcliff,
Manager,
Lewiston Office
This is to inform you that there will be a meeting conducted at the main office branch of Portland
in the coming week. The meeting will be conducted with the CEO regarding the new incentives
policies that are to be introduced in the next peak season of our company. The objective of this
meeting will be to take the opinion of all the members of the Board of Directors, which will be
beneficial for the employees. Keeping in mind the availability of the CEO, the date and time of
the meeting have been arranged on 10th of March 2018 at 9. 30 am, respectively. Your presence
is highly expected.
Yours sincerely,
Ron Richardson.
Main Office Branch,
Portland.
Email 2

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g) Topic-You have just missed work or a class meeting. E-mail your employer or your
instructor explaining the reason and indicate how you intend to make up the work.
To
Mr. Alex Graham,
This is to inform you that I am unable to be present at today’s meeting due to my health problem.
I had already made up the presentation for today's meeting but I suddenly feel ill since yesterday
night. I am unable to manage to turn up today. However, I have sent the soft copy of the
presentation to my team lead and he will be presenting the plan today at the meeting on my
behalf. I will be sending my medical leave mail along with the doctor's prescription by
tomorrow. I will also keep in touch with my team lead and my colleagues to keep a track of all
the important works going on in the office during my leave. I will be joining the office in the
coming week and will take charge. In the meantime, I will keep a regular follow up with my
team.
I am highly apologetic for not being able to be present at today's meeting. Kindly grant me leave
for today and for the upcoming few days.
Thanking you in anticipation
Email3
At the request of your boss, send an e-mail message of appreciation to the CEO of your
company (whom you have never seen or met), for deciding that the last Friday of each
month would be casual dress day. (1 or 2 strong paragraphs. The key to writing to higher-
ups is not to be obsequious. ((We generally use another word for that!)))

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To
Mr., Donald Décors
This is to request you thank you for granting the permission for wearing casual dresses on the
last Friday of every month. We are really very thankful to you and we convey our appreciation in
the behalf of the entire office. They are really enjoying wearing the casual dresses on the last
Friday of each month. It is like very big refreshment for them. They were really very happy and
have conveyed their appreciations to you.
Thanking you in anticipation
E-mail 4: Send a routine claim message to the owner of the chair company. Your division
just purchased 125 adjustable chairs for the staff, but there's a problem. The problem, the
company's promise, what you expect—that's all up to you. Remember, the tone is critical.
Your job is not to be critical, but to solve a problem. (Should be 3 or more paragraphs.
To
Mr. Ron Dickens,
Manager,
The Strong Furniture Co. Pvt. Ltd.
This is to inform you that we are not happy with the chairs that we purchased from your
company the last week. We had made a huge purchase of about 125 units to be used in our new
office branch. We had promised our employees that they will be getting the best facilities in the
new office branch.

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The new chairs that we had purchased from your company were given to the employees in the
new office and it was not liked by any of them. We had paid a huge amount of money from our
company fund in order to purchase the soft adjustable chairs so that the employees can sit very
comfortably and do not suffer from any back pain. However, we got many complaints from the
employees that the chairs not adjustable as they should have been and they were very hard. Many
of them suffered from a bad back pain.
So, we hope that you will cooperate with us in this matter. We are looking forward for a proper
replacement of the chairs as we are really finding difficulties in using them. Hope to hear from
you soon.
Thank You.
E-mail 5: An on-line order confirmation e-mail.
Creations Inc. has decided to do business with your company and has sent you an initial
order. Write your specific order confirmation and be sure to express your appreciation
that is more than a standard/form letter appreciation sentence. You can include a business
order form, but it’s not necessary. (Must have specifics so I know what your company does
and sells, what Creations ordered, etc. Could be close to a page.)
(The scenario is that Creations Inc., which is a jewelry designing company, has decided to enter
into a business with us. We are a newly lunched women garments fashion brand called Wear
Your Confidence. We want to sell complete outfit sets to our customers. We want to add
ornaments along with the dresses. So, we would take the jewelries designed by Creations Inc.
We are glad that Creations Inc. has decided to do business with our company.)

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To
Mr. Charles Davidson
The Creations Inc.
This is to inform you that we have received your order recently and we are really delighted with
the same. It is a great privilege for our company that you have decided to do business with us. As
our company has newly stepped into the fashion world, it will be a great advantage for us to get
in a partnership with your jewelry designing expertise. Our company that is Wear Your
Confidence is a newly formed fashion house that deals in women garments. We want to make all
women look good, be happy and confident. It is for this reason that we want to offer them a full
set of outfit that will contain the dresses and matching ornaments as well. Getting help from such
a well-known company as the Creations Inc will be a great help. We have received your order
for the summer collection of ornaments and we just love them. They will go perfectly with our
range of summer wears for women. We are delighted to get such beautiful and trendy designer
ornaments and we will soon pair them up with our garments and outsource them for sale. We are
sure that our customers will be very happy to get them.
We convey our appreciations from the entire Wear Your Confidence Company.
Thanking You
Wear Your Confidence Team.

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