Question

TASK 1

Chantel Cohen works for ABC retailers and is seeking management’s approval to install an automatic mail-response system. Using the correct proposal format, write to Jamie Oliver, Chantel’s manager requesting a decision to be made with regard to the installation of an automatic mail-response system.

Pay careful attention to the following:

· Audience, register, tone and style

· Choice of words and language structure

· Format

Criteria used for Assessment                                       Marks

Correct format                                                        3

The problem                                                           5

The solution                                                             14

Cost analysis                                                           4

Conclusion                                                              4

Total                                                                          30

Answer 1

To                                                                                                                   6^th August 6, 2019

Jamie Oliver

Manager, ABC Retailers

From

Chantel Cohen

ABC Retailers

SUBJECT: Savings of $200,000/year with an automated email response system

THE PROBLEM

Expensive Redundant work to respond Customer Service Requests

Our services are ruling over the market for the quality we offer and have surpassed our projections. This success is attributed by rigorous marketing by our company. Currently our marketing strategy is mainly dependent on the printed brochures that are offered to the target customers. With the advent of Technology, the printed material becomes outdated in a faster pace. Customers also misplace the same. If we continue to rely o the printed material, we should either keep giving the outdated printed brochures or discard them and distribute the updated ones. Hence, the cost of printing the marketing material increases reducing the profitability.

            THE SOLUTION    

Automated Email Response System

Our current e-mail system could be modified but setting up an Automated System to respond to our customers who seeks information on our services. This system will help our company to reduce time, money and provide current information.

Many Global giants use this system in order to have a cost effective customer information service provider. This system has been tested and proven effective. This system will be user friendly that customers send a blank e-mail to a specific address, and the system automatically responds by sending an e-copy of the relevant Brochure.

The following are the benefits of using an automated email response system:

• Current Information – This system ensures to provide current information by keeping the electronic file up to date on the server
• Instantaneous Delivery – Since this system works on a real-time basis, the customers will have the required information as soon as they need them. This helps to reduce the time of a sales executive drastically. The additional resources could be channelized to some other process.
• Reduced Wastage – Since the printed materials will be eliminated, the scrapping of obsolete Brochures will be eliminated. This also helps in saving the expensive office space used for printing and storing them
• Eco-Friendly – This system would serve as an initiative towards Eco-friendly environment due to drastic reduction of paper usage
• Lower Over time costs – In addition to saving paper and space, we would also realize considerable savings in wage cost. Since the demand for our services has increased largely, we must hire more new people and continue to work over-time. This system helps us to eliminate this need, allowing us to deal with fluctuating interest without a fluctuating workforce.

COST ANALYSIS

The cost of setting up the new system costs $15,000. Maintenance of system are estimated at $5,000 per year. However such costs are offset by the predicted annual savings:

Printing $155,000

Storage 25,000

Postage 5,000

Wages 20,000

Total     205,000

Based on these figures, the system would save $185,000 in the first year and $200,000 in the consecutive years.

CONCLUSION

An automated e-mail response system helps to save the operating costs at the same time enhance customer service. If approved, we can have it installed and running within a month. Please give me a call if you have any questions.