In Class Activity - Memo

Memo
Date: 30 September 2009
To: Dr. Liu
From: Alicia Jones and Stefani Goode
Subject: Discussing the strengths of Sea-Tasty Tuna adjustment letter.

The purpose of this memo is to discuss the strengths of the Sea-Tasty Tuna adjustment letter that was read in class on 30 September 2009. The goal of the class exercise was to help us identify strengths and weaknesses in business documents.

Summary
In the class discussion we noted four major strengths for a good adjustment letter. The letter contained proper letter format, an opening apology, offered a solution to the problem, and closed with a good faith offering.

Discussion
In reading over the adjustment letter we found these following strengths:
· Proper letter format
o The writer used proper block letter format.
· Opening apology
o The writer opened with an apology noting the customer’s complaint/concern.
· Solution to the problem
o The writer offered coupons as compensation for the customer’s inconvenience.
§ However, the writer does not take complete blame for the incident, his tone suggests that the customer is also to blame; making this a weakness that needs to be noted.
· Good faith offering
o The writer attempts to restore the customer’s confidence in Sea-Tasty Tuna.

Recommendation
We would like to discuss with you some possible corrections for the adjustment letter. We think the class could also participate in this discussion and possibly add their input to the rewrite of the adjustment letter. We would like to meet at your earliest convenience.