A simple reply seems daunting

[boozl]

My original email;

Steve,
I should like to make you aware of some potential issues that may need to be dealt with due to the start date on site being moved back by yet another week. The plant room fire dampers are being dispatched and will in all probability be delivered next week. This should not prove to be much of a problem if a protected area can be provided by the main contractor for temporary storage. The main issue I have is that, with the procurement of drawing SW032/01 well underway, ductwork may have to be delivered and stored in similar fashion. Would an area, dry and dust free, large enough to accommodate an articulated lorry load of ductwork be provided for us? Could you please forward your thoughts or maybe arrange a meeting with the main contractor so we can come up with a plan of action to deal with any of these problems should one arise?


THIS IS WHEN I STRUGGLE THE MOST

The next day I get a phone call from the main contractor who tells me verbally not to worry and that something will be sorted out. How would my follow up letter/email read?


My reply sounds awful. How can something so simple be so daunting


Fred,
I can confirm that, after our telephone conversation yesterday 02/02/02, you will be able to provide me with the adequate storage space for the fire dampers next week and if I am unable to defer the delivery, the ductwork whenever that may be?

 

[kfredson]

My original email;

Steve,
I should like to make you aware of some potential issues that may need to be dealt with due to the start date on site being moved back by yet another week. The plant room fire dampers are being dispatched and will in all probability be delivered next week. This should not prove to be much of a problem if a protected area can be provided by the main contractor for temporary storage. The main issue I have is that, with the procurement of drawing SW032/01 well underway, ductwork may have to be delivered and stored in similar fashion. Would an area, dry and dust free, large enough to accommodate an articulated lorry load of ductwork be provided for us? Could you please forward your thoughts or maybe arrange a meeting with the main contractor so we can come up with a plan of action to deal with any of these problems should one arise?


THIS IS WHEN I STRUGGLE THE MOST

The next day I get a phone call from the main contractor who tells me verbally not to worry and that something will be sorted out. How would my follow up letter/email read?


My reply sounds awful. How can something so simple be so daunting


Fred,
I can confirm that, after our telephone conversation yesterday of 02/02/02, you will be able to provide me with the adequate storage space for the fire dampers next week, along with ductwork, should I be [STRIKE]and if I am [/STRIKE]unable to defer the delivery.[STRIKE], the ductwork whenever that may be?[/STRIKE]

I hope you don't mind that I have removed the question mark at the end. It doesn't seem to fit the rest of the sentence. A simple declarative sentence is the most clear, to my mind.

 

[boozl]

I hope you don't mind that I have removed the question mark at the end. It doesn't seem to fit the rest of the sentence. A simple declarative sentence is the most clear, to my mind.

Thank you again. A habit of mine seems to be sending a reply in the form of a question rather than using a simple declarative as suggested.

 

[tedtmc]

not a teacher

I can confirm that, after our telephone conversation yesterday of 02/02/02, you will be able to provide me with the adequate storage space for the fire dampers next week, along with ductwork, should I be and if I am unable to defer the delivery.

I'd like to suggest :

This is to confirm our telephone conversation........for the fire dampers next week, and the ductwork if required (since the delivery of either item is not certain at the time of writing), ....

 

[boozl]

Steve,
I should like to make you aware of some potential issues that may need to be dealt with due to the start date on site being moved back by yet another week. The plant room fire dampers are being dispatched and will in all probability be delivered next week. This should not prove to be much of a problem if a protected area can be provided by the main contractor for temporary storage. The main issue I have is that, with the procurement of drawing SW032/01 well underway, ductwork may have to be delivered and stored in similar fashion. Would an area, dry and dust free, large enough to accommodate an articulated lorry load of ductwork be provided for us? Could you please forward your thoughts or maybe arrange a meeting with the main contractor so we can come up with a plan of action to deal with any of these problems should one arise?


THIS IS WHEN I STRUGGLE THE MOST



[STRIKE]The next day I get a phone call from the main contractor who tells me verbally not to worry and that something will be sorted out. How would my follow up letter/email read?
[/STRIKE]


The next day I get a phone call from the main contractor who tells me verbally that he is not going to do anything. How should my follow up letter/ email read?


I was dissapointed to hear your response on 02/02/02, a response that limits the options availablle to overcome any problems that may arise. If defferal of the delivery is not possible, we will see a fully laden articlated lorry arriving to site with no place for its cargo to be unloaded.


Could this reply have been worded any better?

 

[tedtmc]

Boozl

Language aside, I do not see the point in writing a letter just to express your disappointment with the main contractor. It is probably not going to achieve anything. What is your relationship with the main contractor? I understand that usually, it is the responsibility of the main contractor to provide temporary site storage facilities to the sub-contractors under the contract. It depends on the conditions of the contract you have entered into. If there is no such provision, it is a matter of goodwill. You may like to consider offering to pay rental for temporary storage of material on site.

 

[boozl]

Boozl

Language aside, I do not see the point in writing a letter just to express your disappointment with the main contractor. It is probably not going to achieve anything. What is your relationship with the main contractor? I understand that usually, it is the responsibility of the main contractor to provide temporary site storage facilities to the sub-contractors under the contract. It depends on the conditions of the contract you have entered into. If there is no such provision, it is a matter of goodwill. You may like to consider offering to pay rental for temporary storage of material on site.

It is a hypothetical situation and basically I just want to learn the best way to react to a situation with words. I am trying to grasp the best way of replying to anything . This thread has gone down a contractual route but It could be me replying to anything. I want to improve my skills by picking up tips from people like yourself. The lesson here being to avoid letters expressing my dissapointment and concentrate on more meaningful words to cover myself. What is the best way to acknowledge a negative response without seeming dissapointed?

 

[tedtmc]

This is what I have learned about writing business letters:

1. Refrain from being emotional.

2. The letter is only good if it serves its purpose.(Otherwise, why bother writing?)