Sound+Systems+by+Lara,+Lynn,+Vicky

To: June Lau, Accounts Department From: Lara, Administrative Officer Date: Oct 20 2010 Subject: Ask for Advice

Dear June (too formal)

I have just received a letter from our customer, who comp lainted about our exhibition Sound Systems held at the Fortune Hotel recently. He pointed out some problems in the letter and I want to hear your advice about handling it.

The customer pointed out that the online registration system for the exhibition did not seem to work. He eventually registered by faxing and came to found that the venue was a liitle too small for such an exhibition, which led to overcrowding and safety concerns. He also com plainted that the leaflets were not enough.

I hope you can give me some suggestions on handling the case. Thank you very much.

Regards Lara

<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<< To: Ms Kong, Director of Exhibition Services From: Vicky, Administrative Officer Date: 23rd October 2010 Subject: Customer Suggestion

Dear Ms Kong I have just received a letter from our customer, Mr. Leung, to give his three comments on our Sound System 2010 exhibition at the Fortune Hotel (23-25 September). (use numbering and sub-headings to improve organisation) 

Firstly, there was considerable difficulty for our customer in the on-line registration. This problem is largely due to the limited capacity of our on-line server. Considering the convenience and prevalence of internet registration among our customers, it will be favorable for our company to upgrade our online registration facility.

The other ('other' means one more)  comment given by Mr. Leung is about the lack of space for Sound System 2010 exhibition. Late booking of the venue left us little option and was the major cause of this overcrowding problem. In order to secure a proper venue, we should adjust our planning schedule and bring forward the booking date for each exhibition.

The last point has been mentioned is about the leaflet distribution. Some customers did not get a  leaflet because of our insufficient supply of it. We could provide an on-line version of product information and send soft-copy leaflet to attendees.

Would you mind to reply ing  me about your opinions on the above three improvement actions? (permission for future discount?) 

Best regards.

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Yours faithfully <span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Vicky <<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<

XXXXXXXXXXXX XXXXXXXXXXXX

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">24 Octorber 2010

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Flat 303 Lucky Mansions <span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">856 Cheung Sha Wan Road <span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Cheung Sha Wan <span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Kowloon

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Dear Mr. Leung,

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">__Re: Feedback on Exhibition Sound Systems 2010__

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Thank you for your letter concerning the exhibition Sound System 2010 held by us during 23-25 September. We sincerely appreciate your comments and apologize for the inconvenience caused to you.

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">With regard to the delay in online registration, we have checked with our technical staff and confirmed that it was mainly due to the limited capacity of our online server in serving such an <span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;"> unexpected large numbers of visitors. We have decided to upgrade our system and will endeavor to prevent such (..) <span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;"> problem from happening again.

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">As to the overcrowding in the exhibition, we were sorry to say that our late booking left us with very limited choice of venues. This has drawn our attention to advancing the <span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;"> booking time and we assure you that proper arrangement will be made for future exhibitions.

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Finally, while we reduced the quantity of leaflets supplied due to environmental considerations, excellent customer experience is definitely our top priority. Therefore we would like to serve you with our electronic version of leaflet and hope you enjoy it.

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">As a token of our regret, we would like to offer you a 15% discount on your next registration. Once again please accept our apologies for the inconvenience caused and we look forward to meeting you in our future activities.

<span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Yours sincerely <span style="font-family: 'Times New Roman','serif'; font-size: 12pt; margin: 0cm 0cm 0pt;">Lynn