Write an email in response to the case below. You will be marked on the following:

• correct email format (assume this would be written and read on-screen)
• 3-part organization (direct style 1-3 sentence introduction, 2-3 short middle paragraphs with headings, lead-ins, and bulleted lists, where applicable, and a short conclusion)
• reader-focused language you view
• appropriate word choice
• concise and clear writing style
• correct grammar and sentence structure

Guidelines

1. Read through the case carefully before beginning.
2. Although the case provides the main information needed, it may contain unnecessary information, and the information is not well-organized. Be sure to organize the information effectively andmake up additional information if appropriate to help you achieve your purpose.
3. Avoid copying phrasing from the case below or from other samples. Those who do will receive a grade of zero on their midterm.
4. Revise your work

Case

Do not copy long phrases or sentences from the case or samples. The case deliberately contains tone and wording that would not be effective in claim or adjustment business messages. Assignments with substantial copied wording will not pass.

Youre [use your own name] starting your own small accounting business [make up a name for your company] with a partner. Youve done a lot of research and preparation, and now its time to start looking for a location. You made sure to hire a rental agency, Executive Office Rentals, to help you find the perfect office for your new business. Youd exchanged a few emails with the rental agency about what you were looking for, especially what options were possible within your price range. For instance, on Nov. 25 youd emailed them which neighbourhoods you were interested in for your businessyoud included downtown Vancouver as an option. The rental agency set up a meeting for Nov. 26 at the rental agency office, to have a discussion and make some final decisions about office size, location options, furnishings, and so on.

In this Nov. 26 meeting with the Executive Office Rentals agent (Mr. Olderman Winter), he seemed quite nice and helpful, but obviously very stressed and busy. He clearly wanted the meeting to go quickly and seemed rushed. In the meeting, he really tried to convince you to choose downtown Vancouver for your office location. He also talked about the benefits of renting a furnished office. However, youd done your own research and talked to other business owners, and you were tactful but firm about wanting an unfurnished office. You also told him that, from your own research, youd decided against downtown Vancouver as an optionyour top choice would be the Olympic Village area. You hadnt included Olympic Village in your Nov. 25 email, but now youve heard some great things about it. He appeared to make notes on all this on his computer. He agreed that his company, Executive Office Rentals, would email you a tailored package within a week of potential Olympic Village, unfurnished offices to rent.

You knew to confirm details in writing, especially since the meeting seemed so rushed. Thus, you made sure to send an email that very same day to Mr. Winter specifically to confirm everything from the meeting, like your preference for an Olympic Village location and an unfurnished office. You were kind of hoping hed reply to your email, but he didntmaybe hes really busy. However, you dont have any doubts that he got the message. Your email program has a great feature called read receipt, so you get a message right away when somebody opens an email you send. Thats how you know for sure that your email confirming everything was definitely opened up on Nov. 27.

Today, you receive an email from Executive Office Rentals with the attached package of potential office rentals, and you are NOT happy! The rentals are all in downtown Vancouver! And theyre all furnished offices! This is the exact opposite of what you discussed in your meeting with Olderman Winter! At least the package got the office size details right, and it has lots of really great details on each rental property with lots of photos of each office.

You know better than to write a claim message while youre angry, so you take some time to calm down before you write your email to owinter@executiverentals.com. Youll ask Mr. Winter to replace the package with one that matches what youd actually asked for in terms of office location and not furnished. You really hope he can email you the right package within a day or two. You planned to have a meeting with your business partner on the weekend and you were really hoping to look over the rentals together.

Of course, youll need to tactfully cover the events that led up to the rental package errors, to justify your claim. You wont forget to attach that email you sent confirming everything, and the read receipt email, since theyre your evidence to support your claim. You know its important to preserve good relationships in business if possible, so youll end positively. After all, you dont know exactly what happened to make the package have errors. You might still have a good future relationship with the company. Use your claim message notes to guide you about what to do (and what not to do) in claims