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Assignment 3 (Spring 2011)

Business Communication-ENG301

Student ID: MC100401579

Name: Misbah ud Din

Q1.Business will lose its charm if there will be no Claims and their Compensations.

State your point of view

Solution:-

A business running smoothly is the blessing of Allah. Ideally we want to run our business

run smoothly but it is not possible. We faced a lot of problems and complain doing

running a business. Organization is group of people so there is no possibility that all ofthem satisfy with each other internally or externally. It means we cant avoid complaints

so what we can do is that we can avoid them by handling complaints efficiently and

logically. Complains arises when the things cannot be taken place, the way you want

them to take place. There might be thousand of reasons that complains arises. When wereceived any thing that cannot satisfy us, these make us emotional and complain full. This

should be the belief that mistakes are not intentional. This is the key to resolve

complains. In business complains letter are called claim letter. This in only to avoid theword complain from letter as this is annoying for business organization or human being

to receive complains that was not intentionally made.

Claim is very powerful tool that help to resolve issues between complainant and business

organization. Claim is the procedure to recover some loss. For example damage occursduring transportation of some goods or wrong invoice received, incorrect items received

etc.

As complainant time is very important to write claim letter. Claim letter should be timely,

logic and politeness. You attitude will be required while writing claim. As receiver of

claim, be cool while replying claim letter while you are not in mistake, reply veryhonestly and correctly.

Claim letter can be used as quality measuring tools for company and organizations. Claimletter should begin with the fact. Explain the problem in start and with fact. Without fact

claim letter is useless. Dont be threatening while writing claim letter it will bring

negative impact to your claim. Specify the problem very politely and logically. Dont

blame anyone in the organization or company. Use gently and argumentative tone. Attachdocuments supporting the claim while writing letter. Claim should not be ambiguous.

Close the letter with courtesy and request desired action briefly.

Organizations take action according to their internal policy at different nature of claims.Claims most of the time help complainant to recover their major loss. Claims helpcompanies to make their product or services better. So claims and compensation play an

important role in any business.

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Q2. Select the appropriate option from given choices.

1. When a product or service does not meet customers expectations, the customers are

disappointed and usually complain. Their complaints should not be called complaint

letters to avoid the negative impression of this word, rather should be knownas_____________.

a. Credit Letters

b. Claim Letters (Correct Choice)c. Request Letters

d. Collection Letters

2. No matter how much ones firms adjustment policy may be generous, the ultimate

success of ones good-news adjustment letters depends not only on what you say but

also on how you say it. Always choose ____________ language in referring to acomplaint.

a. Neutral or positive (Correct Choice)

b. Formal and complexc. Informal and plain

d. Straight forward and blunt.

3. A Promise of future payment in cash or kind given in exchange for goods or serviceis called _____________. It is the instrument which enables manufactures,

producers, retailers and consumers to obtain goods at a time when they can be used

or sold even if ready cash is not available.

a. Loan

b. Debtc. Credit (Correct Choice)

d. Ready money

4. In the art of letter writing, the letter written to credit costumer, keeping in mind thefacts of getting payment and at the same time keeping customer and maintaining

goodwill with him, will be categorized as ______________ Letter.

a. Collection (Correct Choice)

b. Credit

c. Adjustment

d. Claim

5. In response to an inquiry usually we write a ______________ kind of Sales Letter.

Writing of these letters by an organization involves one central goal: to get responses

quickly to someones request for information.a. Solicited (Correct Choice)

b. Persuasive

c. Unsolicitedd. Requesting