Scenario: You have been selling your product to First-Class Restaurant for years

Question

Scenario: You have been selling your product to First-Class Restaurant for years. They are going to have an event to feed homeless in town. They have asked you to provide your product for free for the event. You are unable to do that at this time.

FORMAT FOR TYPING BAD-NEWS LETTERS USING THE INDIRECT STRATEGY:
All letters should be a minimum of three paragraphs. However, most letters will be longer. If two pages, include a header in the upper right corner on the second showing the page number.

Date (Place in the upper left on the margin. Spell out the date, such as January 15, 2014.)

Next is the inside address, which begins about four lines below the current date. The inside address contains the name, title, and address of the person who will receive your letter.

Receiver’s name, job title Company name (if there is one) Receiver’s address City, State, Zip

Dear Mr., Dr., Ms. or Mrs. (give only their last name):
(The salutation ends with a colon.) Example of a salutation: Dear Ms. Simmons:

For the bad-news letter, begin with a buffer opening in the first paragraph. The buffer shields the reader from the bad news and should address these three items: your words are on the subject of the reader’s request, your words are neutral, and your words should set up your explanation for refusing.

When you don’t begin with the objective, which in this case is to say no or refuse, you call this the indirect strategy, which requires a buffer opening paragraph. The objective (to say no or to refuse) comes much later in the letter, remember.

The second paragraph should continue giving reasons or explanation as to why you are turning the reader down. Please keep in mind that you can’t use any negative words and you must really stress the you-viewpoint as learned earlier. Give the refusal, using clear, positive wording, late in the letter after you’ve given sufficient explanation. If possible, include a counterproposal or compromise. This will depend on the topic of the letter, as you saw in the slides for Chapter 8.   Never apologize because that only reminds the reader of the problem or reason why you’re refusing.

The closing paragraph should be friendly, positive, and off the subject of the reader’s request. Include appropriate courtesy techniques mentioned in Chapter 5. Include your contact information if appropriate. When finished, read back over the letter to make sure you don’t have any negative words or apologies and to ensure it is grammatically correct.

Sincerely,

(Leave at least three to four blank lines for signature space. Since you will be submitting your letter online, just type your complete name in this space.)

Sender’s Name, Job Title

Enclosure (If something is enclosed with the letter, use this notation below your typed name and title.)

Explanation / Answer

September 20, 2018.

Mr. James Jameston

Manager of Jameston Restaurant

454,harrison street,Princeton-08544

Dear Mr. Jameston,

For the last 10 years, it has been our privilege to supply our food and beverages products to your Restaurant. We thank you for your letter demanding free food and beverage product for the event to feed homeless in town. we want to encourage you and we really appreciate and value your this act of kindness and social responsibility. We also felt privileged because It is your right to expect this support from us to provide our products for free for this event.

At the end this year we are planning to open new subsidiary business and we are very much involved in the different formalities of opening up a new business.As you know developing a new subsidiary needs extra funds ,time and efforts. As much as we would be happy to provide free beverages and food products for this social cause on your request , we are afraid that we wouldn’t be able to fulfil our objective to open up the new subsidiary at the end of this year.As we are already struggling to generate the funds to fulfil our requirements for this new project.At this point of time we can not afford to incur losses in our current business.but I can consider your request and ready to provide you all the products at 20% discount rate.Hope you will find it reasonable.Though, with this deal we will not make any profit but it will definitely lead to recover the cost of our products.  

Please do let me know if you are agreed to this deal and we will be very happy to provide our products on discounted price.Hope we will have the pleasure working with you.

Sincerely

David Bloom,

Manager of Blooms foods private Ltd.

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