MGMT1201: Business Communication Assignment - Customer Email Response

This assignment presents two business communication scenarios: a customer complaint response and a bad-news letter regarding a company relocation. The first example showcases a customer service representative, Kathryn Smith, addressing a complaint from Mrs. Henrietta Daniels regarding faulty shades purchased from Branford's Department Store. The response acknowledges the customer's dissatisfaction, explains the product's limitations, and offers a refund to maintain goodwill. The second example is a bad-news letter informing employees about the company's relocation to Okotoks due to expropriation and cost concerns. It highlights the challenges of the move, such as distance, while also mentioning benefits like improved facilities and no layoffs. The assignment emphasizes creating professional communications for readability, coherence, clarity, conciseness, and tone, demonstrating practical application of business communication principles.

Running head: BUSINESS COMMUNICATION
BUSINESS COMMUNICATION
Name of the Student
Name of the University
Author Note

1BUSINESS COMMUNICATION
Email
From: <sender’s mail id>
To: <recepient’s mail id>
Subject: Response on reversal of paid amount
Dear Henrietta,
We at Branford’s Department Store are extremely sorry to hear of the inconvenience that
was caused to you. We are extremely sorry to hear that the product that you had procured from
us did not serve the purpose. However, in this case we would like to mention that the product
was not meant for use under humid conditions. The products are reported to have been
functioning well and in the promised manner away from humid conditions. It is understandable
that you might have found this product suitable for your own purpose but missed out on the
disclaimer that stated the areas of its use.
The complaint that was raised on your part has been looked into with utmost priority. We
have made a note of the issues that you have highlighted regarding the utility of the shades that
you had ordered from us. You might rest assured that we would try our level best to avoid such
situations in the future days.
In this case, on behalf of Branford’s Departmental Store, I would like to assure you that
the company is dedicated to keeping up to the goodwill and reputation in the market. In order to
maintain the goodwill of the company, I would like to go ahead and refund the requested amount
of $74.32 to you. This would reflect on your payment source within the next 4 – 5 business days.
Hope to find you shopping with us in future as well.

2BUSINESS COMMUNICATION
Regards,
Kathryn Smith.

3BUSINESS COMMUNICATION
Bad – News Letter
Recipient’s Address
Sender’s Address
Date
Subject: ISSUES IN RELOCATION TO OKOTOKS
Dear employees,
This letter is to inform you regarding the upcoming changes that have been taking place
within the company. The company would be facing an expropriation of the workplace location in
the near future. The company has been aiming at the construction and the development of the
new condominium. The company apologizes for the extremely short deadline that it has been
offering to the employees of the organization for the process of the workplace shifting.
The news was extremely sudden to the organization itself and thus the job of locating an
alternative place was difficult as well. The organizational management had to face tremendous
issues in locating a suitable area wherein the given organization could be set up. However, the
rental rates for the corporates and the high rates for the property taxes in the area of Calgary had
led to the selection of the site at Okotoks for the relocation of the given company. The site at
Okotoks is however a bit distant from the core downtown.
The management is well aware of the fact that the distance might pose to be a huge issue
for the current employees of the organization. The issue might face an aggravation due to the
non-ownership of vehicle on the part of the employees. However, the employees would face
certain benefits as well. the benefits of the relocation lie in the easy public transit access, the

4BUSINESS COMMUNICATION
proper parking space, the state-of-the-art facilities and the absolutely no layoffs due to the
relocation activities.
The employees are requested to extend their support to the company during the relocation
period. The company regrets any inconveniences that are caused to the employees.
Thanking you for your co-operation
Regards
[The President]