Business Communication: Crafting Apology Letters and Relocation Memos

This assignment provides two examples of essential business communication: a letter of apology to a customer and an announcement regarding a company relocation. The first letter, from Branford's Department Store, addresses a customer's complaint about unsuitable fabric shades, offering a full r...Read More

Sender’s Name: Kathryn Smith
Sender’s Company Name: Branford’s Department Store
Sender’s Address: 205 Foxbridge Village Road,
Sender’s City: Branford
Province: New Haven
Postal Code: 06405
Date: 14th May 2019
Receiver’s Name: Mrs. Henrietta Daniels
Receiver’s Address: 1025 Main Street
Receiver’s City: Branford
Province: New Haven
Postal Code: 06405
Dear Mrs Daniels,
Sub: Apologies for the inconvenience and Refund of the full amount
This letter is in reference to the concern raised by you on the purchase of the pleated fabric
shades in Wedgwood Blue. First and foremost, I would like to apologize on behalf of the
company for the inconvenience caused to you.
I have personally looked into your purchase details of the said product. I understand that your
bathroom windows are quite large and thus you decided upon the purchase of this particular
shade since only this shade has a dimension of 62 inches by 32 inches. However, the product
had a warning attached to the tag. It distinctly mentions that the fabric is imported and it is
not suitable in areas of high humidity. Since, the bathrooms become highly humid after
usage, the fabrics were not suitable for usage in the bathrooms.
We understand that you have been one of the most loyal customers for our store for the last
11 years and thus we have considered your demand for refund. Even though the product was
used against the warning instructions, the management of the store has decided to refund the
entire amount to you. We have enclosed the cheque along with this letter. This is a goodwill
gesture from our end for being a returning customer for all these years. We hope to have an
enduring relationship in the future and shall endeavour to provide the best of our services.
Sincerely,
Kathryn Smith

To: [e-mail]
From: [e-mail]
Date: 14-05-2019
Subject: New Premises and Location for the Company
Dear All,
The changes that we face in our daily life are sometimes pleasurable and sometimes not.
Today, I shall be announcing the shifting of our office premises from the present location of
downtown Calgary to a location in Okotoks.
A lot of grapevines has been circulating inside the office premises speculating this move.
However, since the decision has been finalized yesterday evening, I find it my duty to inform
you all at the earliest. Our company has received an expropriation order from the landowner,
who is making way for the development for a new condominium. The news was sudden and
we had to decide at a very short notice. A property in Okotoks has been shortlisted. I
understand that many of us shall be inconvenienced by the distance, but, unfortunately due to
the high taxation and rentals of downtown Calgary, we had to come to this decision.
However, the silver lining is that the new property is a low-rise building with state-of-the-art
facility. It has ample space for parking as well as easy access to all the public transits. We
shall be saving a good amount in terms of the monthly rentals and this means that there shall
be no lay-offs due to the relocation.
We shall be starting the movement of moveable properties by the 20th of this month and the
first batch of employees shall start operating from the new location from 1st of June, 2019.
The entire movement is scheduled to be completed by 15th of June, 2019. The details of the
batches and the schedule shall be shared by the end of this week for the convenience of all.
We are looking forward to all your cooperation and on behalf of the management; I thank you
all in advance for understanding the situation. I expect a wonderful tenure with all of you in
the new premises and lot of new things to look forward to.
Sincerely,
...................
Bibliography
Communication, T. B. (2018). Steps in Writing an Effective Business Letter. The Business
Communication .
Wright, P. (2015, December 6). The Art of Writing Letters to the School . Wrightslaw .