Good Example of a Routine Claim
March 3, 2008
• Provides specific
information about the
subject in a subject line.
• Emphasizes the main idea
(request for adjustment)
by placing it in the first
sentence.
• Provides the explanation.
• Ends on a positive note
by providing a genuine
compliment.
Mr. Peter Allen, Owner
Allen Plumbing & Heating Co.
78 Canterbury Street
San Antonio, TX 78205-1337
Dear Mr. Allen:
WATER HEATER SPECS FOR LARKIN STREET APARTMENTS
Please replace the two 30-gallon heaters (installed last week) with
50-gallon units.
Large units are essential for families with children. For that reason, the contract
specifies a 50-gallon heater for each of the 12 apartments.
The project appears to be well ahead of schedule. Thanks for your
efforts.
Sincerely,
Jack Bolton
Contractor
Format Pointers
• Illustrates modified block format—the date and closing lines (complimentary close and
signature block) begin at the horizontal center). This message could be sent by email or
telephone depending on previous communication channels used.
• Uses mixed punctuation—a colon follows the salutation, and a comma follows the complimentary close.
• Keeps line endings jagged for easy reading and a personal appearance.
• Signs first name only because the writer knows the receiver well.
B u s i n e s s Co m m u n i c a t i o n , 1 5 t h E d i t i o n by Le h m a n a n d D u Fre n e
Co py r i g h t 2 0 0 8 S o u t h -We s te r n