technical comunication

 

Project 09 Claim Letter (25 points)

Write a one-two page arguable claim letter according to the specifications in Chapter 16: Workplace Letters. Specifically refer to the Guidelines for Arguable Claim Letters on pages (368-370). Below is the background information for your claim letter.
In addition, I have posted a “Sample Claim Letter” in the Handouts folder on Blackboard.

The Problem:
The non-profit organization for which you work (The Academy of American Poets) has received an erroneous bill from a longstanding business client, and you have been trying to solve the problem for the last month. You are writing one last letter in an attempt to solve this problem.

Necessary Facts:
In January, the Academy of American Poets held a poetry reading in honor of National Poetry Month at the downtown YMCA in New York City. Since the inception of National Poetry Month in 2002, the YMCA has provided its space at a reduced rate of $1,000. After the event, the Y billed the Academy $5,000 for use of the facility without notifying the Academy ahead of time regarding the price increase. Since the Academy works on a limited budget, such a price increase could prevent the Academy from using the space in the future. As an employee of the Academy of American Poets, you communicated with Ryan Nichols, events coordinator at the downtown Y, and his superior Sue Harrington.

*You will writing to Jane Breitenbach, Sue Harrington’s superior—the last person who could possibly help you with this issue.

Do not copy the exact language of these facts in your letter.

Instructions: Points for my grading are based on the bold-faced terms below. Read closely!

• Write a 1-2 page claim letter in correct business letter format. Review Chapter 16 for this purpose.
• When completing this assignment, make up your own address as an employee of the NY City YMCA. However, the address for the Academy of American Poets’ address is: The Academy of American Poets, 584 Broadway, Suite 604, New York, NY 10012-5243.
• Because your request is an arguable claim, organize the letter using an indirect pattern (as defined in Chapter 16).
• Define the purpose of the letter by deciding what you want the reader to do when he or she has finished reading the letter. Write an appropriate action statement for use in the letter.
• Provide logical reasoning, explanations, and details when needed. Use the Necessary Facts for the basis of your claim, but you have creative flexibility with the interpretation of those facts; for example, the content of your interaction with Ryan Nichols and Sue Harrington. You may add any supporting details that you think are important to help persuade the reader about the situation. Be specific and detailed in your persuasive argument.
• An additional strategy for a letter such as this would also include appeals to ETHOS (values and beliefs) of the intended audience (the YMCA), as you try to connect with them.
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Sample
*This letter is only a sample of the structure of a claim letter. Do not copy the language, and keep in mind that this is a relatively short version of an arguable claim letter.

1201 Winterwood Boulevard
Oakland, CA 94612

June 25, 2004

Ms. Phyllis A. Dow
Bay Professional Consultants
932 N. Orange Ave.
San Francisco, CA 94253

Dear Ms. Dow:

Over the past few years, you have provided valuable advice to my wife and me concerning our son, Jeff. We appreciate the attention and time you have devoted to our situation. It isn’t often that we encounter such professionalism. However, I am writing concerning a billing issue that I hope can be resolved soon.

Recently, we experienced a misunderstanding with your billing office. After our last appointment with you, we stopped by the front desk, where we learned we had a balance due in the amount of $55.00. The staff members did not know what the charge was for and said she would find out on the next day. Because we were in a hurry to pick up our son, I asked my wife to pay the amount, feeling we could sort out the details later.

The next day we found out that the $55.00 is a charge for our supposedly missing an appointment on May 29 at 2:00 p.m. This news was a big surprised to my wife and me. I checked my detailed phone log and verified that I had called your office on the morning of May 27 to cancel the appointment and reschedule it for a later date. In addition to the entry in my log, I specifically recall the telephone conversation.

In sum, my wife and I ask that you and your office staff void the $55.00 charge. It would be unfair to charge us $55.00 when we canceled our May 29 appointment more than 48 hours in advance. I am particularly conscientious about keeping all appointments I make, and if I cannot keep an appointment, I always cancel well before the appointment.

Considering the amount of time my wife and I have spent with you, this particular incident is relatively minor. We hope it will be resolved amicably, and we look forward to future meetings with you.

If you would like to discuss the matter with me, please call me at 555-2564.

Thank you.

Sincerely,

Bob Smith

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