Writing a Sales Letter to the Client - Case Study Example

CASE STUDY MEMORANDUM Jason Monroe Hot Blocks Letter of Sale Letter of Sale to Eastern Wisconsin Sir, I havebeen tasked with writing a sales letter to Eastern Wisconsin University, our biggest client of our new product, the “Hot Blocks.” After a morning meeting chaired by our lead development engineer Mr. Robert Cruzner, and after verifying the information and evidence presented to me, I find it prudent enough to alert you on certain concerns before drafting the letter. Before sending the letter to our client, Mr. Robert is of the opinion that the draft passes through him first, which is reasonable enough, him being the leader of the project, though in relation to our corporate ethics, I believe in following the chain of command and have to report to my immediate supervisor, which in this case is you. There is no need for urgency in rushing through this contract, and selling a sub-standard product to a client. I was of the opinion that if final touches was done on this wonderful product, it would give us better business, and more clients would be willing to get into contract with us. Another reason for my hesitation is the client we are getting into an agreement with. Eastern Wisconsin University is a regional university. Yet for such a product, that causes so much excitement to our engineers, and of course, the impact it would have on the market, a major institution would not shy from it in whatsoever manner. Evidence from Data Provided From the data, I gathered that testing was actually done in the lab under approximated temperatures. The tests talk about temperatures below 10 degrees Fahrenheit of freezing point or slightly below zero, but nothing under 10 degrees below zero is mentioned. In our country, temperatures fall up to 50 degrees below freezing point, although rare, such information would have been helpful in proving the credibility of our product. Being a writer, engineering features and workability of “Hot Spot” could have been explained to me to shed some more light into what it is all about, to have a vivid picture as I write. The only understanding I have on the product is that it consist of premade plate fitted underneath with low wattage circuitry that run and mate with existing sidewalk. It would be fair enough for us to disclose a few features of regarding our product and its workability to the client. Results from Tests of the Hot Spot After my lunch break, I received two memos that clarify the status of “Hot Blocks.” A memo from Mr. Robert to Bob states that after testing “Hot Blocks” under temperatures between 32 and 50 degrees Fahrenheit, it gave perfect results of the function of melting snow both in rapid runoff and of accelerated melting. However, at below 50 degree though rare, the integrity of the product is not guaranteed. The second memo ascertains that “Hot Spot” is durable at freezing point snow of about 6 degrees melting rate of ½ degrees per hour, and has no discernible paddling of runoff due to rapid melting. It is due to these concerns that I found it unwise to write the letter to our client before notifying you as my supervisor. PROFESSORS’ MEMORANDUM To: The Professor From: Date: Subject: Reasons for Not Writing a Sales Letter Reasons for Writing a Memo About the heated sidewalk case, writing either of the letters would put Michaels and Greenwell Associates to problems. A sales letter to the client would ultimately mean compromising the trust of the company. In case of temperatures falling below 50 degrees, there is a big chance that the Hot Spot would fail. In the event this was to fail, the company would face hard times while doing business with other clients. Substandard products by the company automatically mean loss of business to the company and the biggest blame would be on the writer as the original drafter of the said letter. Likewise, writing the letter stating the true state of the product would also put the company’s credibility to question. Before releasing of a product into the market, it should have passed all feasibility and conformity tests. The company should be sure that the public fits the product for use. Openly declaring the defects of this product to the client would automatically deny the company of its potential clients. Indeed, such a revelation would be like exposing the company’s weaknesses to the public. Ethical Issues Considered in Writing the Memo. By choosing the memo option, honesty of the company ascertained. Clients build trust in the company, and that in its course of doing business, the company is honest in their actions. Ethically, it would be wrong to misrepresent and withhold important information about the product. It is very essential to portray high integrity in the course of carrying out duties by any employee. As a writer, being open on this matter is very important. Accountability is yet another reason for taking to write a memo instead of a letter. A company is accountable for the products its presents to the public. In case of failure or side effects of this product, the company could face serious problems, to even shutting out of business. In case of anything going wrong after the drafting of the letter, the writer would be accountable, thus, to make sure things are in perfect control, failure to draft the letter would be the best decision. Concern for others, another ethical aspect in business is a reason for choosing the memo. Since that the “Hot Spot” efficient functionality below 50 degrees is not guaranteed, it could be dangerous to the users. It is important to put the safety of the people into consideration before releasing “hot spot” to the public. Fairness is key in doing business. For every contract a company gets into, into should do so in a fair and open manner. However, this contract is not a fair one since “Hot Spot” product has not been a hundred percent certified and proven to be safe and work efficiently. In undertaking this action, putting the legal factors into consideration is fundamental. There are standards set for any product meant for use by people, and it provides that companies should provide certified goods and products. Low wattage circuitry and heated sidewalks (Hot Blocks) has not been certified and proven fit for people to use. Due to these ethical issues, it is reasonable not to write any letter, but a memo to the supervisor makes is the best option. Read More