Claim Letter

Write a one-two page arguable claim letter according to the business letter format in Chapter 15: Workplace Letters. However, you only need to read and study the writing of the Claim Letter on pages (356-358). The sample letter is on page 358. In addition, I have posted a “Sample Claim Letter” in the Handouts folder on Blackboard.

Caution: These samples are written in the proper style used for any arguable claim letter, but do not copy them. Just use them as general models—for instance, the “sample claim letter” is relatively short and reflects the simple claim made by the writer. However, the topic of your letter is more complicated and requires more context and paragraph development.

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Use the following information to write your letter:

Background:
The non-profit organization for which you work (The Academy of American Poets) has received an erroneous bill from a longstanding business client. You have been trying to solve the problem for the last month. You are writing one last letter in an attempt to solve this problem.

Basic Facts:
In January, the Academy of American Poets held a poetry reading in honor of National Poetry Month at the downtown YMCA in New York City. Since the inception of National Poetry Month in 2009, the YMCA has provided its space at a reduced rate of $1,000. After the event, the Y billed the Academy $2,000 for use of the facility without notifying the Academy ahead of time regarding the price increase. Since the Academy works on a limited budget, such a price increase could prevent the Academy from using the space in the future.

As an employee of the Academy of American Poets, you contacted Ryan Nicholas, (events coordinator at the downtown Y) and his superior Sue Harrington (office manager) to discuss the problem.
• You will be writing your letter to Jane Brickenbach who is the supervisor for Nicholas and Harrington. Ms. Brickenbach is the last person who could possibly help you with this issue.

Letter Instructions:

Use the Basic Facts for the basis of your claim, but you have creative flexibility with the interpretation of those facts. You should expand and elaborate in any area where it assists you in making your argument regarding these events.
 For example, you should expand upon the content of your interaction with Ryan Nicholas and Sue Harrington. You may add any supporting details that you think are important to help persuade the reader about the situation. Be creative and expand upon the facts provided to develop your persuasive argument.
• Include adequate reasoning, explanations, and details.

• Length: Write a claim letter that is between 1-2 pages in length and written in correct business letter format.
• Addresses: When completing this assignment, “make up” the address of the recipient—in this case, the NY City YMCA. However, your address at the Academy of American Poets is here:
The Academy of American Poets, 584 Broadway, Suite 600, New York, NY 10012-5243.
• Because your request is an arguable claim, organize the letter using an indirect pattern (as defined in Chapter 15). [indirect vs. direct]
• Write an appropriate action statement for use in the letter. Define the purpose of the letter by deciding what you want the reader to do when he or she has finished reading the letter.
• An additional strategy for a letter such as this would also include appeals to ETHOS (values and beliefs) of the intended audience (the YMCA), as you try to connect with and persuade them. What values or principles to you share with the YMCA?
• Include an enclosure at bottom of the page—just write, Enclosure: and then list beneath it the documents that you would—hypothetically—include with the letter to support your argument.

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