The Business Letter Packet - Essay Example

BUSINESS LETTER PACKET RHETORICAL ANALYSIS This memo aims to inform on the various strategies that are used in writing business letters considering varying business scenarios. Letters that have been used to explain the underlying scenarios include sales, fundraising, bad news, and thank you letters. Each of the letters will address a specific intended audience depending on the business corporate world objective of the selected business enterprise. Rhetorical strategies will be adopted to accommodate the target audience concerns as well as demands. SALES LETTER The underlying sales business letter is intended to market the company computers following its demand at St. Lawrence University. The company offers both retail and wholesale of the computers specifically for e-learning at a considerate affordable and cheap price. Therefore, the intended audiences are higher in St. Lawrence University who have introduced e-learning in their curriculum. The contents of the letter begin with a cordial address to the intended audience, and it is the major focus of the company selling dell computers to St. Lawrence University. In order to get the attention of the University, promotional strategies are adopted such as 30% discount offers and other unique after sale services such as free Internet provision and maintenance for the first three months. All of them are attributed to the large number of the computers to be supplied at once. The importance of this letter is to assure St. Lawrence University that the computers are affordable, cheap, readily available, and of high quality. A number of computer models and specifications are precisely presented in order to ease the time taken and an easy perusal. To enhance client’s surety it is important to provide other companies and clients reviews (Sundararajan 26). It is important to provide the company official address and the customer care contacts such as emails and phone numbers (Sundararajan 80). St. Lawrence University P.O Box….. Our Company sales computers designed for e-learning on retail and wholesale at a discount of 30%. After your purchase we also offer after sale services for our customers which are free Internet provision, installation and maintenance services for a period of three months after the purchase. We have been in operation for the last 20 years, and we are the key computer suppliers to various banks and academic institutions all over the country. The following shows the range of products that our company sales on retail as well as wholesale. COMPUTER MODELS SPECICATIONS PRICE Speed (GHZ) RAM (MB) hard disk (GB) HP Computers 2.8 512 40 70 USD 3.0 512 80 65 USD 2.8 1GB 40 75 USD 3.0 1GB 80 80 USD Dell Computers Speed (GHZ) RAM (MB) hard disk (GB) 2.8 512 40 65 USD 3.0 512 80 68 USD 2.8 1GB 40 72 USD 3.0 1GB 80 75 USD IBM Computers Speed (GHZ) RAM (MB) hard disk (GB) 2.8 512 40 70 USD 3.0 512 80 68 USD 2.8 1GB 40 74 USD 3.0 1GB 80 76 USD Toshiba Computers Speed (GHZ) RAM (MB) hard disk (GB) 2.8 512 40 70 USD 3.0 512 80 75 USD 2.8 1GB 40 74 USD 3.0 1GB 80 75 USD TFT SCREENS 15 inch 55 USD 17 inch 60 USD 20 inch 65 USD MOUSE 3 USD Computer software and applications are sold and free installation and maintenance offered for a period of three months. We remind you that we will be selling at a super discount prices for those who have made purchases before the opening of summer holidays. For more information or inqueries you can contact us through Website www.terrix.com Phone number +2501545722 FUNDRAISING LETTER This letter will be written in the scenario context of the St. Lawrence University wishing to conduct fundraising to facilitate the purchase of the e-learning computers. The letter begins with the emerging concern on the need to accommodate and gather computers for students who wish to pursue distance learning within the University online. This program will enable many students far away from the University to pursue their studies conveniently. In the letter it is important to acknowledge the funding challenges of implementing this new program which requires a lot of funds. In the case of donors and well-wishers the letter will outline the benefits of computer online learning to the students and the improvement of the learning process. Finally fundraising letters provide the available resources and finances that the University has set aside for the implementation of the considered computer e-learning project (Warwick 80). This enables estimation of the remaining funds required to implement the proposed computer e-learning project. The bottom-line of these business letters is to convince and foster various stakeholders to enhance funding for the purchase of the required computers and the implementation of other requirements to achieve success on the initiated project by St. Lawrence University (Warwick 112). To…… P.o Box ….. St. Lawrence University wishes to inform you that they will be holding a fundraising event in the school grounds to facilitate the purchase of e-learning computers. The school has seen a rise of the number of students who have enrolled in online distance learning, and the school wishes to increase the number of computer facilities for learning. We consider partnering with you in facilitating this achievement since it will be beneficial not only for the students, but also for our institutions. As the University we have raised $100.000 to facilitate this project, but these funds are not enough for full implementation since the overall budget is $500.000. We will highly appreciate your contributions and pledges. You are welcomed very much to the fundraising. Thank you. BAD NEWS LETTER In this case of writing a bad news business letter, the scenario taken is that St. Lawrence University has made an order of uniform Dell computer models. Upon the delivery, the University notes that the order delivered is a mixture of Dell, HP, and Compaq computers. Since the institution directors and managers had agreed on uniform Dell computers and its accessories the delivery was not consistent with the indicated order. This scenario is a problem because the University had its schedule to start the program two weeks later. Terrix Computer Company acknowledges that errors and incorrect entries had been made while processing the client’s order. The bad news letter in this scenario is addressed to St. Lawrence University director. The core major focus of this letter is Terrix Computer Company acknowledging the problem and inconsistencies dealing with their client’s order; giving a clear and precise explanation for such circumstances; offering an apology and, finally, resolving the issue immediately (Sundararajan 107). Terrix Computer Company attributes the underlying company problems and inconsistencies to the wrong transaction entry and computer system breakdown. The explanations give precise details regarding the computer entry mistake and the overall mix up of the client’s order in an honest and convincing language. To mitigate the ordering issue and the inconveniences caused, the company generously offers to replace and transport the correct number and models of the ordered computers to the University without tampering the set timetable. In addition, the Terrix Computer Company pledges to offer 35% discount to mitigate the inconveniences caused as a result of the inconsistencies in order to regain customer’s trust, competitive advantage, and loyalty. In order for this letter to achieve its objective, Terrix Computer Company acknowledges and accepts responsibility and its commitment to fully make up and compensate the University. In addition, for the perfection of the letter, an explanation regarding the prevention of future order entry and delivery problems is outlined. This includes newly introduced guidance and measures to be implemented in technical departments and proper monitoring of transaction computer information systems. Terrix Computer Company extents further its mitigation to offering a continuous 35% discount and free Internet and maintenance for the University in the next two mass computer and accessories purchases. This letter acts as a connector for building good business relations as well as an incentive between the two contracting parties (Sundararajan 42). It also shows willingness of the computer company to deliver the correct order. The letter further creates confidence and trust in delivering a quality and correct order of the computers. In general, this letter strives to maintain the client’s positive attitude towards the company for smooth and effective future business (Sundararajan 46). St. Lawrence University P.O Box….. We regret to inform you that we have delivered a wrong order to the university. We acknowledge that there were errors in the entries made for your order, and a mixture of Dell, HP, and Toshiba computers were delivered instead of pure Dell computers. We wish to apologize for the inconveniences and the inconsistencies in regards to your order. We would like to inform you that the problem will be resolved immediately. We will cover all the transport costs for the wrongly delivered order and the correct order within a period of 5 working days. In addition, we will offer a discount of 35% for all your orders. We noted the problem and the correct measures are now put in place to avoid such consistencies in the future. Sorry for the inconveniences and I promise that this will not happen again and I hope you will understand. Thank you. THANK YOU LETTER In this scenario I used the case of David Brandon who had applied for an interview it the higher learning institution as IT specialist. This position required the candidate to have vast knowledge and experience in the field of computer sciences, programing, management information systems, and general computer skills. The interview was conducted by the institution’s ICT manager, Mr. Kenneth Wayne, and everything went as it had been planned. Brandon had worked as an intern in various institutions before completing his studies, and after graduating he had worked as a fully time IT manager in a well recognized institution. During the interview Brandon explained his experience in dealing with ICT issues in the institutions he had worked for, and this helped him greatly to being chosen as a preferred candidate for the post. Brandon sends this business letter for the presentation of personal goodwill and professionalism (Mishra 96). Brandon sends the letter when his recruiter still remembers the interview; it is addressed to him alone as he conducted the interview solely. The letter begins with a brief introduction of the position applied and the date that the interview took place. Brandon expresses the willingness and determination to perform best for the position in the organization, and this is clearly and convincibly expressed. In the body of the letter Brandon points and explains the various topics and issues raised and discussed during the interview with Mr. Wayne matching them with his experience and qualifications. He puts emphasis on the internship experience with a number of institutions and his first full time job after completing his studies (Mishra 48). This letter focuses on the credentials both academic and professional qualifications that make Brandon credible and suitable for the applied position. Finally, Brandon concludes the letter expressing a lot of appreciation to the institution and the recruiting ICT personnel manager Mr. Wayne for being offered an interview opportunity. Dear Mr. Wayne I am David Brandon, and I have applied for IT specialist position in your institution. I am determined and hope that I have performed best in the interview and will be selected for the position. I have more than three years experience in the field of ICT in various institutions and because of this I have a lot to offer for your institution and its ICT department. In addition, my academic qualifications are good, and I am knowledgeable to perform best in this position. Finally, I appreciate your organization for giving me an opportunity to be interviewed, and I am determined and willing to work in your institution to achieve the ICT department’s goals and objectives. Yours sincerely, David Brandon CONCLUSION This memo basically explains various scenarios in a business environment where using various letters a specific underlying audience is addressed to. In each of the identified letters, scenario explanations and strategies employed in crafting a specific business letter are discussed. From the discussions and analysis, it is clear sales letters basically employ persuasion and convincing strategies to the clients’ audience; a fundraising letter also uses needy expressions, convincing and persuading strategies; a bad news letter is sent by the business owners to clients following any misunderstandings and inconsistency of the orders and the strategies include apology expressions and mitigations; finally, it is the thank you letter which employs appreciations and business professionalism strategies. References Mishra, Bibhu Prasad. Preparing for a Winning Interview. Mumbai: Pustak Mahal, 2010. Print. Sundararajan, N. Art of Writing Business Letters. Chennai: Sura Books, 2004. Print. Warwick, Mal. How to Write Successful Fundraising Letters. New York: John Wiley & Sons, 2010. Print. Read More