Written Communication: Writing an Email
To: XYZ, Printable
From: John Doe, XYZ Inc.
Date: February 7, 2023
Subject: Delayed dispatchment and delivery of the shipment
Hi, XYZ
I hope this email finds you well. I am contacting you regarding the delayed delivery of the shipment, and I want to update you regarding the status of your shipment. Unfortunately, it has come to our attention that the shipment has not yet arrived and is over a week late.
COM FPX 1250 Assessment 2 Written Communication: Writing an Email
I deeply apologize for any inconvenience this may have caused and want to assure you that we are taking immediate action to rectify the situation. The issue was that the label was damaged during shipping. The shipment was returned to the warehouse because the address was incomplete. We will provide a full refund for the shipping charge and ensure that the shipment will be delivered to you by Thursday of this week.
If there is anything else of concern, please reach out and we will have the matter resolved in no time. I am committed to ensuring a satisfactory resolution of the inconvenience this has caused you.
Thank you for your understanding, and please let me know if there is anything else I can do to help.
Best Regards
John Doe
Manager
XYZ Company
john.doe@xyz.com
COM FPX 1250 Assessment 2 Written Communication: Writing an Email
Writing an Email: The Six Ws
Who are you writing to? | Sara Robins |
What is the problem? | Shipment was not delivered to the client because the label got detached during the shipping; hence, the address was incomplete. Consequently, the shipment was sent back to the warehouse. |
What are your responsibilities in solving the problem? What responsibilities do others in your organization have? | The manager tasked me to contact the shipping manager and locate the shipment. I located that at the warehouse. I have made arrangements to make sure the shipment is dispatched and received. |
When will the problem be corrected? | Our warehouse received the shipment. We have ratified the label issue and sent it for dispatch. It will be received at your end by Thursday. |
How will the problem be addressed? What are the steps involved? | The shipment will be rechecked at the warehouse for quality, and we will ensure that the shipment is repackaged appropriately. It will be dispatched earliest and received at your end by Thursday. |
Why are you sending the customer a message? | I understand you are frustrated and paranoid due delayed receivability of your shipment. We will ensure that this never happens again and that you receive the shipment by Thursday. |
How do you think your customer is feeling? | The customer is paranoid and frustrated by the delayed receiving of the shipment. |
Why do you think your customer is feeling that way? | The customer has not received the shipment, and the delay is almost a week. Moreover, the shipment is at our warehouse and has to be dispatched. |
What are you trying to accomplish in the email you are sending? In other words, what is your purpose for writing? | The purpose of this conversation is to calm the customer. We accept our mistake and want to update you on the steps we are taking to resolve this problem. |
