University:
Santa Ana College
Course:
CMST 150 | Organizational Communication
Academic year:

2019
Views:

285

Pages:

2
Author:

DSchneider

Writing Plan for Refusing Typical Requests and Claims Buffer  Start with a neutral statement, such as a compliment, appreciation, quick review of the facts, or an apology.  Include a key idea that acts as a transition to the reasons. Reasons  Present valid reasons for the refusal.  Avoid words that create a negative tone. Bad News  De-emphasize the bad news by using the passive voice, accentuating the positive, or implying a refusal.  Suggest a compromise, alternative, or substitute, when appropriate. Closing  Renew good feelings with a positive statement.  Avoid referring to the bad news.  Including resale or sales promotion, if appropriate.  Look forward to continued business. “Before” – Ineffective Refusal Message Dear Mr. Diaz: We regret to inform you that we cannot allow you to convert the lease payments you have been making on your Canon X1000 color copier toward its purchase, much as we would love to do. We understand that you have been making regular payments for the past 16 months. Our established company policy prohibits such conversion of leasing monies. Perhaps you have noticed that we offer extremely low leasing and purchase prices. Obviously, these low prices would never be possible if we agreed to many proposals such as yours. Because we’re striving to stay in business, we cannot agree to your request asking us to convert all 16 months of rental payments toward the purchase of our popular new equipment. It is our understanding, Mr. Diaz, that you have had the Canon X1000 color copier for 16 months, and you claim that it has been reliable and versatile. We would like to tell you about another Canon model– one that is perhaps closer to your limited budget. Sincerely, “After” – Improved Refusal Message Dear Mr. Diaz: We’re happy to learn that you have enjoying the use of the Canon X1000 color copier you’ve been leasing for the past 16 months. Like our many other customers, Mr. Diaz, you have discovered that Canon copiers supply remarkable versatility and reliability. One of the reasons we’re able to offer these outstanding copiers at such low leasing rates and equally low purchase prices is that we maintain a slim profit margin. If our program included a provision for applying lease payments toward purchase prices, our overall prices would have to be higher. Although lease payments cannot be credited toward purchase price, we can offer you other Canon models that are within your price range. The Canon 600 delivers the same reliability with nearly as many features as the top-of-the-line Canon X1000. Please let us demonstrate the Canon 600 to your staff in your office, Mr. Diaz. Our representative, Marcia Murphy, will call you during the week of April 15 to arrange an appointment. Sincerely, Dealing With Disappointed Customers in Print  Call or e-mail the individual immediately  Describe the problem and apologize.  Explain the following:  o Why the problem occurred o What you are doing to resolve it o How you will prevent it from happening again Promote goodwill by following up with a message that documents the phone call or e-mail message.

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