Business Letters

Business Letters

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Suggestions — Comments Off on Inviting them for Employees
24
Nov 10

Inviting them for Employees












Guidelines : Inviting them for Employees

Inviting Suggestions from Your Employees and Customers

Guidelines and Alternate Phrases

  • Briefly pave the way for your request for suggestions.
  • We’ve said it before, and we’ll say it again: Our employees make the company what it is. And we are again asking for your help.
  • In an effort to update our library and its usefulness to you as employees, we need your input on the kinds of periodicals most beneficial to you in performing your jobs.
  • We need your help once again.
  • May we count on you? Do you have five minutes to spare?
  • As you are well aware, we have undertaken to reach some goals that most of our competitors would think are impossible. We need your suggestions for reaching them.
  • Be as specific as possible in what kinds of suggestions you want.
  • We’d like you to respond to the enclosed questionnaire about your perceptions of waste in your own department.
  • We ask that you simply telephone Marg Atwell (453-6687) with your comments about cost-cutting measures you’ve taken in your own department.
  • We’d like you to attend the upcoming cocktail hour in the lower lobby and visit with our senior managers about what you perceive to be our biggest challenge in 19–.
  • Would you drop a brief memo to Marcell Whitley, our training coordinator, telling how many seats your department should be allocated if budget were no problem?
  • Make it easy to respond; remember that their cooperation is voluntary.
  • The questionnaires do not need to be signed.
  • You can drop your suggestions into designated boxes at each elevator bank.
  • We will keep all comments confidential; please feel free to be as frank as possible.
  • These letters will be opened only by the administrative assistant in that department and forwarded to us in a batch with all names removed.
  • We’ve set up a special number and operator just for your calls on Friday.
  • Point out how individual employees and the organization as a whole can profit from the suggestions.

Example 1: Sample letter for request suggestion from employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To the Southern Region Sales Staff:

Help–or at least help us help you!

From what several of you tell us, you are beginning to feel very comfortable using the new closing techniques we introduced. Your attitude and efforts have been super!

But here’s where we need help: The greatest stumbling block in closing more sales is effectively handling a customer’s objections. I’m working currently on a program to handle these new objections and want to make sure my ideas are right in line with the “real world” of your marketplace.

Would you take a few minutes to jot down the most difficult objections you are hearing. Specifically consider M-Text, Nu-Deltron, and DexNdiasti. Please have your ideas to me by March 14.

For everybody who sends me a list of at least 20 objections, dinner at the next staff meeting is on me.

But most important, we think our united efforts to come up with the best script for handling key objections will make you even more successful. Keep closing.

Regards,

Example 2: Internal correspondence letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee Benefits Package

We are seriously contemplating a major revision of our employee benefits package. We realize that changes could have a major impact on you. Because of this, we are asking for your help.

Please circle or place a check next to the options you would like to see offered. If there are benefits not listed that you would like us to consider, please enter them in the “other” category. We would also appreciate a current list of benefits that you are not satisfied with and why. You can return these sheets to your supervisors.

We appreciate your time. We want to provide you with the best benefits package we can, and only your input will make that possible.

__ 401 K Plan

__ Accidental Death Insurance

__ Dental Plan

__ Eye Care Plan

__ Hearing Checks

__ Standard Life Insurance

__ Employee Stock Program

__ Substance Abuse Counseling

__ Other

Please list below any current services you are dissatisfied with and why.

Example 3:Suggestion for employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Office Efficiency

We are conducting a survey on office efficiency, and we need your help. We are studying the division of duties within each department to determine how effectively assignments are being given.

Please help us by taking the time to fax the answers to the following questions to Michelle Geer in Resource Planning (the speed dial for her fax is already programmed into your corporate address book on your work station computer). Michelle has disabled the function which allows her to know where the internal faxes are routed from, so you may be sure that your answers to the questions will remain confidential.

We believe the results of this survey will help ensure fairness in assignment distribution in the future. If you feel there is a problem in your division, use this as an opportunity to inform us of it without fear of repercussions for you or for formal reprimands to your supervisor. Rather, we will use this information to suggest to each supervisor alternate assignment distribution.

We want this to be a positive experience that will improve the productivity of your division, and thus the productivity of the company as a whole. Thank you for your time.

Sincerely,

Example 4: Inviting suggestion from customer

Memorandum

TO:

FROM:

DATE:

SUBJECT: Choices For Employee Dress Code

Here at Con-Tech Corp. we try to involve our employees in as many decisions that directly effect them as possible. That’s why we need your help today.

In the following booklet are illustrations and descriptions of three dress code options for employees. Please take a moment to evaluate them. After each dress code, simply use the sheet provided to tell us what you thought of the choice. Please consider appearance of each choice to our customers, comfort level for employees, and if you think that particular choice would positively or negatively influence employee productivity. After you have evaluated all three dress codes, please list them on the last sheet provided in order of preference, with the most acceptable being your first choice.

Return the booklets to Jenny Kulbeth in Employee Affairs. The first fifty employees to do so will receive a certificate good for dinner for two at Linguini’s Italian restaurant.

We appreciate your help in this matter. You have the opportunity to give “dressing for success” a whole new meaning–one that we know will benefit our company.

Example 5: Inviting them for Employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Promotion For Upcoming Niktron Line

By now you have all had a chance to see the new Niktron Line. We are excited about the launching of this line, which is projected for the beginning of next year. We need your help to make sure that it gets the recognition it deserves.

As our front line sales staff, you know more than anyone what sells well, and after dealing with our customers day in and day out, you probably have a good idea as to why. That’s why we value your opinion.

Please take a moment to review the advance advertising campaign that the Marketing Department has put together. We know you are busy and don’t have the time for a lengthy written response, so all we are asking you to do is put in a brief call to Doug Kincaid in Marketing (ext. 259) and give him your feedback on the campaign. Tell him what you believe will appeal to our customers, as well as any flaws you may see.

The work you have done in sales this past year has been phenomenal. We appreciate you sharing your front lines expertise with the Marketing staff, and hope you realize how much your input will benefit the entire company. Thanks, folks.

Example 6: Department issue letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Departmental Budget Issues

Yes, folks, it’s that time of year again. The department is putting together its new budget.

This year we would appreciate it if all faculty members would look at the following categories and rank them in order of importance in regards to funds allocation. Please be realistic in rankings. While we would love the vast majority of moneys to be allocated for salaries and travel expenses, we must remember the mundane things, like making sure we have enough copier paper to get us through the semester.

By ranking these items, you will give the budget committee a clearer picture of just which areas are most important to you as a faculty member, and thus will allow us to serve your needs more effectively.

Thank you for your input; the better informed we are of faculty viewpoints, the better we can make our case to the “higher powers.”

Example 7: Memos example

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

To All Area 4 Employees:

We have recently been reviewing the budgets of all area offices, and it is our belief that the people who are working day to day in each area are the ones who are best equipped to inform us of how we can improve our budgeting allocations. You know what your office needs, and where it could improve if a greater amount of money were directed to the right projects.

Therefore, we are requesting your help. In the remaining space on this memo, please list at least three areas you feel would not suffer from budgets cuts, along with a brief sentence or two of explanation. Then list at least three areas you feel deserve a budget increase, and why. Please place all suggestions in Hank Teach’s mail box.

We will be looking closely at these suggestions, and allocating funds accordingly. Your input will have a direct impact upon your area office, and the company as a whole. Thank you for taking the time to help make such critical funding decisions.

Example 8: Inviting suggestion from customer

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

To All Customer Service Reps:

We need your help to make your jobs less hectic!

The company has recently experienced a real growth spurt, due in no small part to the outstanding efforts you have put forth as a customer service team. We have been receiving numerous letters and calls commending your department’s efforts. We realize, though, that the increase in clients we are experiencing has created added difficulties for all of you in promptly meeting the needs of customers.

We are asking, then, that you choose a delegation of six members from your customer service team to attend an electronics fair Quick Systems is hosting. Since you are the ones using the equipment on a daily basis, we feel you would be best equipped to attend the various demonstrations, and then choose a data link that you feel would help speed up your response time (don’t worry, we will also be hiring some new reps!).

Please hold a staff meeting and choose six delegates by ballot. Report the result to Natalie Burke (ext. 999) and she will make the arrangements for the electronics fair.

We are excited about the possibilities of implementing a new system, and we appreciate the knowledge and experience you will be providing.

Regards,

Example 9: Letter for suggestion

Memorandum

TO:

FROM:

DATE:

SUBJECT: Addressing Employee Concerns

Although we hold staff meetings regularly, we are aware that many of you are sometimes hesitant to bring up issue that you feel may be of a sensitive nature. We feel, however, that it is just such issues that need to be addressed by our managers.

Catch 22, isn’t it?

Hopefully we have found a solution to this problem. By each bank of elevators you will now find a locked drop box, in which suggestions or concerns regarding your job or department may be placed. Only managers on the Employee Concerns Committee have access to the boxes contents. Signatures are optional, and be assured that requests for confidentiality will be respected.

We want you to be able to honestly address your concerns without fear of repercussions. If matters are not addressed, they will adversely affect morale, something we do not wish to happen.

Example 10: Inviting them for Employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Access To Necessary Information Sources

I realize that in order for you to be able to provide us with the best documents possible, we need to be able to provide you with adequate support materials. We now have a library containing approximately 500 volumes. We also have current subscriptions to six trade magazines. However, we would like to offer you more.

I know that many of you surf the Internet after business hours, and would appreciate it if you could track down web sites that would be of practical use to you in the work place. If you could get the group of die hard surfers together and come up with a list of 75 solid web sites, management has informed me that they will provide us with Internet access.

I don’t have to tell you how much this could assist us in our document creation. The ideas we could generate from the Web are endless.

So please, give me a list of two to four volunteers who are willing to do some research on their own time. Do you think you could have a working list by next week? If so, it means we may have Net access as early as the beginning of next month.

This chance is just to good to pass up…the potential increase in our department will mean increases for the company as a whole, something that will not go unnoticed by the management team here.

Specifications — Comments Off on Specifications
24
Nov 10

Specifications












Guidelines : Specifications

Specifications

Guidelines

  • (Note: Because specifications vary so widely from subject to subject, all of the following guidelines won’t apply in every case.)
  • Take care with assumptions about your readers’ knowledge. Almost always with specifications, you will be writing for more than one reader. Know their background, knowledge, and recent familiarity with your subject. When in doubt, explain.
  • Overview the objectives of a process, project, or equipment before beginning specific details.
  • Try to pinpoint and briefly state the number of stages, steps, or components in the process, instruction, or description. Such breakdowns make the entire subject more understandable.
  • In describing equipment, begin with the internal parts and move to the outer or vice versa, whichever arrangement seems more logical. However, don’t move back and forth between the two detail arrangements.
  • Define unfamiliar terms the first time you use them. How do you know in a technical field which terms are unfamiliar? Again, knowing your audience is essential. In general, it’s always better to give an “unnecessary” definition than to omit a necessary one.
  • Use abbreviations to cut word length, but make sure they are standard and well known.
  • Mention prominently any safety precautions and repeat again before the step or section in which the precaution should be taken.
  • Give steps in chronological order. Indicate each step in a separate sentence. Otherwise, the steps may be understood as simultaneous rather than separate, sequential actions.
  • Write instructions in the imperative mood: “Monitor these compasses for …” rather than “These compasses should be monitored for …”; “Cover the abutting end surfaces with an approved sealing material” rather than “The abutting end surfaces shall be covered with an approved sealing material.”
  • Make text and drawings complement, rather than duplicate, each other. For instance, you may tell in text how a tube clamps onto a reduction fitting and give the tube dimensions in a drawing. The problem in repeating information in two places is twofold: 1) Either the drawing or the text may be changed at some later date without accompanying changes in the other document, thus resulting in contradictory details; 2) The same information may be re-worded for “clarification,” thus resulting in two separate interpretations. If you need to repeat information in two places, make sure your wording is an exact repetition.
  • Place supporting tables, sketches, charts, photographs, or lists as close to their mention in the text as possible.
  • Use numerals instead of written numbers.
  • Give kinds, classes, or grades of materials in a manner that permits you to be specific for all situations. To do this, begin with the exceptions and then lump into “all the rest” categories. For example: Pipe: 3/8 inch for lavatories and water fountains; 1/2 inch for all sprinkler systems; 3/4 inch for all other water lines.
  • Break up long blocks of text. Use frequent section or paragraph titles; use lists; or put key words or phrases in capital letters, italicize them, or underline them. These aids allow your reader to skim as with a reference manual or legal document without reading large blocks of text. Highlight significant details by placing them alone in a separate, short paragraph.
  • Don’t include a “Scope of Work” section. Its usual vagueness makes it meaningless and dangerous. Like other introductions, “Scope of Work” sections tend to be padding that says simply, “Later I’m going to tell you something important and specific.” These sections can be dangerous: Readers may glance at the section thinking they have the whole picture and later find “minor” surprises surfacing in the detailed sections. When “Scope of Work” sections are at their best–specific–they become redundant.
  • Don’t use all-encompassing catch clauses such as the following: “The company shall complete and include everything for full operation of the system with all work subject to approval by our engineers.” Open to many interpretations, such comments usually mean, “Guess what may turn up later that I want you to do.”
  • Don’t add “etc.” at the end of a list. This suggests the writer doesn’t know what the list consists of or is too lazy to finish the writing. The “etc.” only raises questions.

Example 1: Sample of specification letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Description of the Spectrograph (Monochromator) Body

The spectrograph is an optical instrument used to perform qualitative or semiquantitative chemical analyses based on intensities of spectral lines emitted by excited atoms.

The body of the spectrograph consists of a large brass cylinder, 48 inches long, 16-1/2 inches outside diameter, and 1/4 inch wall thickness. This cylinder is closed at each end and has provision for attaching a diffusion pump and a vacuum gauge (an ionization gauge).

The two END PLATES on the cylinder and the two 1-5/8-inch-wide FLANGES, 19 inches in diameter, are made of 1/4-inch-thick Muntz metal. Muntz metal is an alloy consisting of 60 percent copper and 40 percent zinc.

Each FLANGE contains a 1/4-inch-deep groove so it can be fit snugly over the ends of the cylindrical body. On the opposite side of each flange is a groove, 0.206 x 0.003 inch wide. A Parker O-ring seal, size 2-461, 16 inch inside diameter, 1/4 inch thickness, made of butyl rubber base (material number E 515-8), can be placed into the groove for proper vacuum sealing with the end plate.

Each flange and end plate has 12 equally spaced 1/4 inch holes drilled through it. These holes are centered on an 18-1/2-inch-diameter bolt circle. Each flange is secured to the cylindrical body with tin-lead solder.

The end plates are held in alignment with the flanges by means of two large steel HINGES. These hinges enable one person to open the spectrograph and swing the end plates out of the work area without strain. Each hinge is fastened to the back side of an end flange with four 1/4-inch-diameter, 1-1/4-inch-long bolts.

When an O-ring has been seated in the groove of a flange, the end plate swings into position so its machined surface is flat against the O-ring. The 12 bolts can then be tightened to a torque of 8-1/2 foot-pounds so the O-ring is compressed into the groove by the end plate, thus making a vacuum-tight seal.

Two pieces of 1/4-inch-thick aluminum, alloy 2024-T351, are used to provide a SHELF. The aluminum pieces are held together, side by side, by three cleats on the underside. The shelf is 15 inches wide and therefore rests below the center of the cylindrical cross section of the body. The shelf’s length is 42-1/2 inches. This length allows 1 inch of space between the end of the shelf and the front-end plate and 4 inches’ space at the rear end. Thus, pumping speed is not retarded by the presence of the shelf.

Example 2: Product specification letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Specifications for Pile Hammer

1. Pile hammers used to install cylinder piles shall be capable of developing a rated energy per blow of no less than 122,000 joules (90,000 foot-pounds). The hammer shall have a minimum ram weight of 27,215 kilograms (65,000 pounds) and an adjustable stroke.

2. The hammer shall be equipped with a capblock composed of alternating layers of aluminum and Micarta plates. The layers will cushion the blow of the ram on the follower.

3. Followers shall cover the entire head of the cylinder pile, maintaining concentricity between the hammer and pile, efficiently transmitting blow energy from hammer to pile, and enclosing an acceptable wood cushion to protect the head of the pile during driving.

4. A wood cushion block at least 152mm (6 inches) thick shall be used on the head of the pile to distribute the hammer-to-blow energy uniformly. The cushion block shall be composed of layers of 19mm-thick plywood or an acceptable alternate as approved by the designer. The dimension shall be such as to cover completely the concrete cross section of the pile.

Example 3: Specification product letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Specifications for Computer Housings

The computer housings shall be made of 5 mm. thick metal able to withstand 40 lbs. of pressure at any point. The measurements on the outside shall be 6” high, 18” wide, and 20” deep.

A 1.5” x 5” hole in the housing to accommodate a disk drive shall be on the upper right corner of the front face, .5” from the top edge and 2” from the right side edge.

A 1.5” x 6” hole in the housing to accommodate a CD-ROM drive shall be on the lower right corner of the front face, .5” from the bottom edge and 2” from the right side.

Four circular holes 1” in diameter shall be located on the front face. The first hole shall be placed 1” from the left edge and 1” from the bottom edge. Each of the other three holes shall be 1” to the right of the previous one.

Example 4: Example letter of specifications

Memorandum

TO:

FROM:

DATE:

SUBJECT: Green Fuel Pump Nozzle–Specifications

The green fuel pump nozzle is designed to meet E.P.A. specifications under the 1998 Fresh Air Act. The nozzle is defined as the handle and metal piping which attach to the hose running from an unleaded fuel pump.

The green nozzle is the same shape and material as standard fuel nozzles:

1. A 16 inch long aluminum pipe measures 1.25 inches in diameter on the outside and 1.05 inches in diameter on the inside. The 6.5 inches of pipe which run across the top of the handle are straight. The 9.5 inches which are inserted into the fuel tank are curved 15 degrees.

2. Two inches of the pipe are fitted into a rectangular aluminum handle measuring 6.5 inches long by 4 inches tall on the outside. The handle is also .5 inches thick and 1 inch wide. Grooves .2 inches high border the inside edge of the 4 inch tall sides

3. Fitted into the grooves, running lengthwise inside the handle is a trigger. The trigger is a 6 inch long by 1 inch wide by .2 inches thick aluminum bar. The valve on the hose which regulates fuel flow has a clamp which attaches to the trigger, allowing trigger movement to operate the valve.

The green fuel nozzle differs from the standard nozzle in the following ways:

4. A circular rubber splash and fume guard sits at the point were the pipe meets the handle. The guard is 5 inches in diameter and .25 inches thick. A circular hole 1.25 inches in diameter located in the center of the guard allows the guard to be fitted onto the pipe.

5. Rubber .2 inches thick coats the entire handle and trigger.

6. A 5 inch long tube of .2 inch thick rubber with 5 accordion folds is fitted onto the pipe beginning at the splash and fume guard and ending 4.5 inches before the curved opening of the pipe.

Example 5: Product detail letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Specifications for a Bindery Cutting Machine

The cutting machine is capable of cutting 2000 sheets of paper per minute. Blades adjust to cut any size from 4” by 4” to 2’ by 2’. The automatic paper loader has a 1,000,000 sheet capacity.

Four 2’ long steel blades are mounted over the 4’ by 4’ cutting bed. .25 inch thick clear plastic guards, 2’ long by 1.5’ tall encase the blades.

A hydraulic pump is capable of lowering the blades with 110,000 foot-pounds of force.

The control console, located 2’ from the cutting bed, contains blade and paper loader speed controls and hydraulic pump force controls.

The console-area also contains three safety features. A 3’ high and .5” thick shatterproof glass shield separates the control console from the cutting bed. A two-button engage mechanism on the console ensures technician’s hands are away from moving parts while the cutter is in operation. An emergency shut-off switch automatically raises blades and turns off the machine.

Example 6: Specifications of product

Memorandum

TO:

FROM:

DATE:

SUBJECT: Specifications–Plastic Injection Mold

The plastic injection mold is a two-half, solid stainless steel mold used in plastic injection machines. The machines force molten plastic into the mold’s center reservoir, where it cools and hardens into the mold shape to make a plastic part.

The 2 halves of the mold must be 2 feet high by 2.5 feet wide by 1.5 feet deep. The center reservoir sides of each half must be flush around the reservoir when they come together.

The back side of each half, the side opposite the reservoir, is installed into the injection machine. 6 pins, each 6 inches long and 1 inch in diameter, protrude perpendicular to the back side. Four pins are located 1 inch from each corner. The other 2 pins are located in the center of the back side: one being 1 inch from the top edge and the other being 1 inch from the bottom edge.

A 1.5 inch tall by .5 inch wide hole runs from the center reservoir to the back side in the center of the mold. This hole accommodates the injection tube and a water hose to regulate mold temperature.

Example 7: Specifications for service

Memorandum

TO:

FROM:

DATE:

SUBJECT: Specifications for a Clipboard Style Mini-Computer

The clipboard style mini-computer is a record keeping device for National Parcel Delivery drivers.

The mini-computer is 11” x 8.5” x .5” and weighs under 4 lbs. It is able to withstand an impact of 100 foot-pounds.

A 1” x 6” 5000 pixel LCD screen displays entries from an alphabetic and numeric touch pad. A pen bar code reader fits into a plastic holder on the top of the mini-computer.

One record consists of a package’s bar code and recipient’s first and last names. The mini-computer has at least a 2,000 record storage capacity. It can access records either by name or bar code.

The mini-computer has download and upload ports on the top edge. Each port is covered by a removable rubber plug which protects the port from dust.

Example 8: Specifications of machine

Memorandum

TO:

FROM:

DATE:

SUBJECT: Ceramic Kiln–Specifications

1. The kiln used to fire clay shall be no more than 5 feet tall, 5 feet wide, and 3 feet deep on the outside. The outside of the kiln shall not exceed 80 degrees Fahrenheit regardless of the temperature inside the kiln.

2. The door of the kiln shall have a window of 1 inch thick insulated glass. The door handle cannot exceed 80 degrees Fahrenheit regardless of the temperature inside the kiln.

3. Two removable shelves shall be inside the kiln, each accommodating clay structures of up to 2 feet high and 350 pounds. Each shelf withstands at least 1000 degrees Fahrenheit.

4. The kiln shall be able to heat to 900 degrees Fahrenheit within 1 hour. A thermostat shall control temperature. There shall be no more than 10 degrees Fahrenheit difference between the heat in any two areas of the kiln at any time.

5. The control panel shall include temperature set dials, an automatic shut-off timer dial, and an emergency shut-off switch.

Example 9: Specifications memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Truck Scale Specifications

The truck scale is an instrument which weighs semi and other large trucks to determine if they comply with state weight requirements.

Trucks drive onto the scale platform, a 15’ x 50’ cement platform that sits flush with the ground. A truck’s front axle should be directly over the white line in order to obtain a proper measurement.

The scale is able to weigh up to 500 tons. It is adjusted monthly to within 10 lbs. accuracy.

Every 10 feet a weight register makes a separate measurement of the weight at that location on the truck. This feature indicates whether a truck’s load is even. The measurements taken every 10 feet and the total weight of a truck register on the electronic monitor in the inspection building.

Example 10: Specifications

Memorandum

TO:

FROM:

DATE:

SUBJECT: Specifications for a Self-Service Credit Card Reader

The self-service credit card reader is a customer-friendly magnetic strip reader compatible with the four major credit card companies’ electronic authorization systems.

The 4 inch by 5 inch by one inch card reader is mounted in the grocer store check-out aisle with the keypad and magnetic strip reader facing the customer.

Adjacent to the magnetic strip reader is a picture depicting the correct way to position the card in the reader.

The keypad includes numbers 0 through 9, a green key reading “Yes/Enter,” and a red key reading with “Erase/Cancel.”

Safety Precautions — Comments Off on Safety Precautions
24
Nov 10

Safety Precautions







Guidelines : Safety Precautions

Safety Precautions

Guidelines and Alternate Phrases

  • Highlight the unsafe practice immediately.
  • Include the reason, unless the reason is flagrantly obvious, for your precaution. Remember the standard attitude about safety precautions seems to be, “Accidents happen to other people, not me.” Citing past incidents or injury statistics adds authority and credibility to your concern.
  • When readers do not accept reasons behind the precautions as legitimate, remind them of safety precautions as company policy.
  • As you know, not only is this a matter of safety; these regulations are part of our corporate policy.
  • Suggest safe alternatives to correct any problem or situation that has or may lead to safety violations.
  • Sound positive and confident of cooperation.
  • We know you will make these safety issues a top priority.
  • Thank you for helping us keep each other safe.
  • Please keep these safety precautions in mind as you go about your daily activities.
  • Thank you for your cooperation and patience while we pursue every effort to make your workplace safe.

Example 1: Example of safety precautions letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Tumbler Safety Violation

On October 6, in passing through the BD area, I found rubber bands again wrapped around the limit-switch button on the #233 tumbler to keep the switch activated while the dust cover was removed.

Please stop this practice immediately. Having the dust cover and guard in place prevents operators from getting seriously injured by this heavy rotating equipment.

In addition to your own safety, keep in mind this is also a violation of company policy.

Please sign and return this memo to me.

Example 2: Safety precautions policy letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Safety Precaution–Proper Storage

I’d like to emphasize the fact that plant aisles should not be used for storage of any kind. Equipment, goods, and supplies stored in the aisles not only block passage but also increase the likelihood of accidents.

A case in point: While waiting to punch the time clock, an employee standing on a skid with a loose board slipped and struck his back on the skid. Apparently the skid, loaded with boxes of samples from the lab, had been placed in the aisle for temporary storage.

To prevent recurrence of a similar accident and to make your operation smoother, please observe the following safety precautions:

• Do not store anything in the aisles.
• Call Maintenance to arrange transport of bulky items you cannot move yourself.
• Ask me to assign extra storage space when a large shipment of supplies or equipment cannot be contained in your area.

Thank you for cooperating with us in maintaining a safe workplace.

Example 3: Internal office safety precautions letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Safety Reminder–Eye Protection

I want to remind everyone that you must wear proper eye protection while on the main floor.

Someone who wasn’t wearing side guards recently got hit by a metal shaving just below the eye. He was fortunate to escape serious injury. Wearing the proper eye protection will prevents such accidents.

People who wear prescription glasses must clip side guards onto their ear pieces. Others must wear regulation safety glasses. Side guards and safety glasses are issued by your foremen.

Remember, wearing eye protection is not only smart, it’s a state law.

Example 4: Safety precautions for employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Daily Vehicle Inspections

On Wednesday I counted only three drivers who conducted vehicle inspections before beginning their routes. I want to reiterate the importance of daily inspections.

Last week we had an unfortunate reminder of how valuable inspections are when one of our drivers rear-ended a car while adjusting his mirrors. Drivers need to be certain vehicles are safe and properly adjusted before leaving the lot.

It is our company policy to carry out the eight-point vehicle inspection. Let’s prevent accidents and rededicate ourselves to doing the inspection every morning.

Example 5: Safety Precautions

Memorandum

TO:

FROM:

DATE:

SUBJECT: Safety Warning–Dealing with Stuck Parts

We have had problems lately with machine operators removing parts stuck in the molds. Let me emphasize: under no circumstances is any machine operator allowed to reach into their machine.

If parts are not properly dropping from the mold, flip the temporary shutdown switch and turn on your red light to alert a technician.

Operators who reach into their machines not only violate company policy, they risk severe injury to hands and arms.

With your cooperation we can have a safe work environment.

Rumors — Comments Off on Rumors
24
Nov 10

Rumors







Guidelines : Rumors

Correcting Rumors

Guidelines

State the rumor and the correction up front.

Acknowledge tidbits of truth from which almost all rumors have their origin. Such acknowledgment adds credibility to your explanations, corrections, or denials.

If the rumor is damaging, emphasize the importance of “keeping the record straight.” Don’t use an accusatory, watchdog tone when you intend to mend rumor damage; such a tone tends to cast a shadow on the truth or at least fuel further speculation.

Don’t feel you must trace the origin of a rumor or place blame for its spreading.

Be tactful about wording (for example, discuss “concerns” instead of “rumors”); no one likes to be considered a gossiper or rumormonger.

End with a positive, business-as-usual closing.

Example 1: Example letter of rumors

Memorandum

TO:

FROM:

DATE:

SUBJECT: Percaarisus Permentol–Marketing Efforts

At the convention last week I heard some of you express concern over the marketability of our Percaarisus Permentol line. Let me clear up some misunderstandings: Our continued, concentrated research over the past 18 months shows this line, without a doubt, to be effective in treating the symptoms for which it was developed.

But I will acknowledge the difficulty you may have in selling such an innovative approach to treatment. To this end, let me remind you we have test kits for you to offer the customer so he can gather and examine results for himself. Please order and deliver these test kits; without them, you will have trouble in selling this product until it has gained more publicity.

Concentrated effort will mean additional time zeroing in on primary markets; once you qualify your leads, you will begin to pick up additional customers and enjoy substantial commissions. If you need help in qualifying specific leads, contact Frank Bohon.

Because a negative attitude always diminishes your selling success, I hope this will clear up any concerns you may have had about test results. I look forward to seeing sales of this new line on your next reports.

Example 2: Business rumors letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: State Chemical Transport Exam

Several drivers have voiced concerns about the Missouri State Chemical Transport Exam. True, the exam is designed to be a serious test of your knowledge, but Carol Browning at the State Chemical Regulation Board assures me that it is fair and straightforward. In other words, if you have a solid grasp on the state’s regulations, you should pass the test.

I know some are concerned that those who fail the test will be immediately dismissed. This is not the case. According to the State Board, drivers who fail the test are placed on probation. They have four opportunities to pass before the state can revoke their licenses.

You will not be left to prepare for the exam alone. I want to review our plan to prepare drivers for the exam, so we won’t have any needless anxiety:

1. We will purchase a copy of the State Chemical Transport Handbook for each driver.

2. We will provide a two-week course on state regulations for all drivers. You will be paid for time spent on the course.

3. We will conduct optional practice tests in the weeks leading up to the exam.

We are doing everything we can to help drivers pass the exam with flying colors. Let’s look at it as an opportunity to brush-up on our safe handling procedures.

Example 3: Rumors letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employment Security Concerns With New Ownership

I want to clear up some of the speculation I heard about lay-offs at our Monday meeting. Most importantly, nobody will lose their jobs because of the change in ownership. The agreement Mr. Crotty made with Mr. Nelson includes a stipulation that the staff be left intact.

To allay any fears of lay-offs, I have scheduled a meeting with Mr. Nelson, the majority owner. He has agreed to answer your questions on November 21 at 10:00 in the conference room.

Example 4: Response to rumors letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Safety Study Results for Next Year’s Lightning GT

I understand several sales people are concerned about the results of the safety study being conducted on next year’s Lightning GT model. Despite suggestions to the contrary, the Lightning has surpassed federal safety standards in every category.

The center seat air bag Jim Davis is developing does not perform as well as we hoped, but I want to emphasize that it is not an option on next year’s models. Jim was simply taking advantage of the study to test an early prototype of a design we want to use in cars three years from now.

If your dealerships have pre-sold the Lightning and are worried about safety problems, help us assure them it will be one of the safest cars on the market.

Example 5: Company rumors

Memorandum

TO:

FROM:

DATE:

SUBJECT: Renewal of Creewell Industries Contract

I want to answer the lingering questions about the renewal of Creewell Industries’ contract.

I spoke with Gerald Creewell today, and he assures me that we are on track for renewal. The presentation we put together for Gerald and his staff is part of a review Creewell is conducting with all their suppliers to ensure they are making the most economical decisions.

We should feel confident we have provided Creewell with superb service for 12 years. Their review should also act as a healthy reminder that we need to work just as hard to maintain 12 year old contracts as new contracts.

Responses — Comments Off on Request for Inventory Information
24
Nov 10

Request for Inventory Information




Example 1: Letter for response to request for inventory information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Cheryl:

In response to your question about our stock of personal organizers, we have 15,655 units at our Fairfield warehouse.

If you anticipate needing more than these units in the coming months, please let me know by Friday. I can have more brought in from Sarasota.

Regards,

Example 2: Customer inquiry response letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Salizar:

Thank you for your inquiry about our glazed red brick inventory. Presently we have 10 palettes of 400 bricks each in stock.

We do not have many on hand because they occupy a great deal of space in our warehouse. However, if a specific order calls for more, we can usually obtain them within three weeks.

Sincerely,

Example 3: Letter in response of inquiry

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Treetorn:

I received your message about the stock of V-chips. Our inventory shows 259 V-chips in stock as of the fourth of May.

We are scheduled to deliver 100 chips to you on May 21. If you would like to bump up the date of the delivery, please let me know.

Sincerely,

Responses — Comments Off on Request for the Current Pricing/Rates
24
Nov 10

Request for the Current Pricing/Rates




Example 1: Example of response letter for customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Allyson:

Thank you for your interest in our gravel prices.

As of January 16 our prices for gravel are the following:

Grade Price Per Ton

Fine $210.99

Medium $185.99

Coarse $170.99

Orders over 7 tons receive a 5 percent bulk-rate discount.

Please be aware that our prices often fluctuate as mining, processing, and transportation costs change. You should request a price update before making purchases, either by calling Bruce Coglin at 555-3711 or e-mailing us at sandandgravel@unionsuppliers.com.

Sincerely,

Example 2: Letter for response to request for quotation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Sen:

In response to your letter, Universal Cleaning Service’s rates are $.04 per square foot of office space, plus $.05 for every square foot of glass.

Universal Cleaning Service is the only office cleaning business in the tri-county area that does not charge by the hour. We make it easier for you to figure a fixed cost for cleaning into your budget.

If you would like to arrange an appointment where we can take measurements of your office and give an exact price, please call me. Thank you for your interest.

Sincerely,

Example 3: Response to inquires letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Mueller:

Thank you for inquiring about our advertising rates. You will find that the Lakewood Herald’s advertising rates are the most reasonable in Nashua:

Size and Color Daily Rate

1.5’’ x 3’’ b & w $16.00
(business card size)

1.5’’ x 3’’ color $19.00

4’’ x 4’’ b & w $25.00

4’’ x 4’’ color $30.00

12’’ x 13.5’’ b & w $150.00
(full page)

12’’ x 13.5 ‘‘ color $175.00

Every seventh day we run your ad is free. Our in-house graphic designers would be happy to create your eye-catching advertisement for a reasonable fee.

Please call us if you have any other questions or would like to place an ad.

Sincerely,

Responses — Comments Off on Credit Policy
24
Nov 10

Credit Policy




Example 1: Credit policy letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Spader:

Thank you for your interest in our services.

In order to be considered for credit, please complete the enclosed credit application. The following information is required:

1. Type of business
2. Address and phone number of business
3. Owner’s name
4. Three names and addresses of trade references
5. Names, addresses, and account numbers of bank reference
6. A financial statement

We also require applicants to sign a statement authorizing a credit inquiry. Again, thank you for your interest.

Sincerely,

Example 2: Letter of response examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Rebhorn:

In response to your question about our credit policy, we require interested persons to fill out a credit application. The application asks for the following information:

1. Address, telephone number, and whether you rent or own

2. Length of time at that address

3. Previous address

4. Social Security number

5. Employer, employer’s address, job title, and name of supervisor

6. Number of dependents and marital status

7. Make and year of car

8. Outstanding obligations

9. Other income

10. Names and addresses of two personal references

11. Names, addresses, and account numbers of two credit references

Applications are available in our Customer Service Department. We usually make credit decisions within one week.

Sincerely,

Example 3: Response letter to customer inquiry

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ames:

I received your inquiry about references required on our credit application. We appreciate your interest in our services.

Our application requests two types of references: bank and trade. Bank references must include the names, account numbers, and addresses of the banks where you hold accounts. Trade references must include the names and addresses of three companies with which you do business. We encourage applicants to include trade references with which they have at least a three-year business relationship.

If you would like to apply for credit, please complete and return the enclosed application. We hope we can serve you in the future.

Sincerely,

Responses — Comments Off on Available Locations
24
Nov 10

Available Locations




Example 1: Sample letters for responding location available

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Cenin:

In response to your inquiry, the Leander Treatment Plant is our only site in Texas with grade 7 plastic recycling capabilities.

The Leander Plant is located on 2200 F.M. 610, six miles east of interstate 35 in Leander.

They accept drop-offs at the north loading dock between 9:00 a.m. and 2:00 p.m. Mondays and Wednesdays.

Sincerely,

Example 2: Responding letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Luna:

Thank you for your interest in Sheffield Hotels. We have three hotels in the Cleveland-area:

11100 Shaker Square
Shaker Heights, OH 44932 (216)555-8260

415 Center St.
Euclid, OH 44714 (216)555-9755

64662 Hopkins Ave.
Berea, OH 44411 (216)555-1229

The Berea location is a short shuttle-ride from the airport. We also run free shuttles to our Shaker Heights and Euclid hotels, picking-up every half-hour outside of baggage claim F.

Enjoy your stay in Cleveland. We look forward to serving you.

Sincerely,

Example 3: Offer letter response

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Cherchi:

To answer your request for our local computer repair stores, the closest computer repair service to your business is at 6615 King Memorial Rd. in Kirtland. David Nelson handles new accounts there, and he can be reached at 555-1100, ext. 5292.

If you need more involved maintenance, the technicians at our 7312 Hartford Rd. store in Mentor specialize in mainframe repairs. Sarah Jackson, at 555-4753, ext. 7853, is our customer service director there.

Call either Sarah or David. They would be happy to discuss your business’ computer maintenance needs.

Sincerely,

Reminders & Follow-ups — Comments Off on Reminders
24
Nov 10

Reminders







Guidelines : Reminders

Reminders

Guidelines and Alternate Phrases

  • State up front the item you wish to remind the reader about and his/her expected action.
  • Just a reminder to you that….
  • Just a note to confirm you will be….
  • Make the reminder as complete as the first announcement. Repeat all necessary information–time, date, place, purpose, topics of concern, deadlines, and so forth. If the reminder changes a reader’s mind about the event or the action, he or she shouldn’t have to go elsewhere in the files to get information to reverse the decision or carry out the action.
  • In memos, mention in both the subject line and body of the memo the word “reminder.” Otherwise, the reader may think you are sending him new information containing some detail about which he or she was unaware beforehand.
  • If the reminder is sent due to some change in the former plan or announcement, call special attention to that change. To add emphasis, place that detail alone in a separate paragraph or underline it.
  • Please note we had originally….
  • This location is different from the one we had previously discussed on the phone.
  • There’s been a CHANGE! Please re-mark your calendars….
  • Request confirmation, if necessary.
  • Would you please phone me before May 6 if we can count on you to participate?
  • Would you please have your assistant drop me a note or phone if you plan to attend?
  • The enclosed form is for your convenience in replying.
  • If we don’t hear from you by May 6, we will assume you will be unable to join us in this effort.

Example 1: Example of reminder letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Holland:

Recognizing your very busy schedule, I’m sending you this note as a reminder that you were going to select a list of the executives who will participate in our upcoming management seminar on August 4-5. Enclosed is another consensus form for your convenience in checking off the names.

Holland, if it’s possible for this list to get to us prior to July 1, we could distribute the pre-reading assignments in plenty of time for those traveling managers to complete the work without undue hardship.

I’m sincerely looking forward to working with you on this project.

Regards,

Example 2: Confirmation letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Career Open-House Reminder

This memo is to remind you of the Career Open House scheduled for April 2 in the main lobby reception area of the first-floor plaza. Company representatives will be on hand to talk with visiting college seniors and answer their questions about career possibilities with Gilbert Gas. If you know of college seniors interested in our company, please feel free to invite them.

Although this event is not open to present employees, a similar presentation to meet your career development needs will be scheduled later in the summer.

Example 3: Appointment reminder

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Exhibitors:

Only a few days are left in the 19– Expo seniority selection period–the special time we set aside for you as senior exhibitors to select your booths for the March 2-5 Delstar show.

I just wanted to remind you that on October 1 we will begin assigning booth spaces on a first-come, first-served basis to all those companies on our waiting list. Seniority will hold no special privileges at that time.

So if you’re looking for excellent booth space at a great show that can pay big dividends, send me your signed contract and deposit today.

Thanks. We’re all looking forward to a great show!

Sincerely,

Example 4: Business reminders document

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reminder for Toastmaster’s Meeting

Remember the Toastmaster’s Club will meet Tuesday, October 14, at 11:45 a.m. in the Oak Room rather than the usual Teak Room at the Marietta Club.

Please call Karen Harris (ext. 225) by Monday, October 13, to make lunch reservations.

As we decided last week, we will be discussing a new meeting day and publicity ideas for extended company involvement.

Example 5: Letter reminder

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Colleagues:

The Renal Journal Club will meet on Tuesday, October 12 — not Monday as previously announced in the newsletter–at 7:30 p.m. in the Cedar Room at Capper Hospital. The topic this month will be “Vitamin and Mineral Supplements for Renal Patients.”

Let me remind you we need confirmation of attendance (call Sharon Wilemon, ext. 2456) from anyone who will need us to make reservations for overnight lodging.

See you on Tuesdady, October 12, for an informative meeting.

Cordially,

Reminders & Follow-ups — Comments Off on Follow-ups
24
Nov 10

Follow-ups




Guidelines : Follow-ups

Follow-ups

Guidelines and Alternate Phrases

  • State immediately that the letter is a follow-up to earlier correspondence or an earlier commitment. Restate your original message and request for action.
  • I wanted to follow up on our earlier decision to….
  • As a follow-up to our phone conversation, I wanted to get back to you about our agreement to….
  • Identify the first communication by subject rather than by date alone. If an original letter or phone message was lost, misplaced, or misrouted, the reader may not know what you’re talking about.
  • Don’t imply the reader is negligent or incompetent.
  • Offer an excuse for your reader’s failure to reply–one that will allow him or her to save face for having failed to respond by the specified date or to acknowledge receipt of your request or message. Even a phrase such as, “Could you let me know the status of …” implies some progress.
  • Repeat all details–about who, what, when, where, why, how, how much–that were included the first time around. Don’t rely on past correspondence that may not have been received.
  • Avoid a nagging, whining, or threatening tone.
  • Emphasize the critical need for a response. If you can, find reader incentive for the action. If appropriate, use the if-I-don’t-hear-from-you-by approach; state your next action if no response is forthcoming.
  • Enclose a copy of the original letter only when the subject is too long or complicated to be repeated easily in the present reminder. Otherwise, doing so seems to be “proofing yourself” or documenting the reader’s failure to reply or comply.

Example 1: Follow-ups letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Production Staffing in New York

As we discussed in the staff meeting on October 2, we have three unfilled positions in our Production Department in New York, all three of which are critical to proceeding with the Sinclair project. The personnel budget will need to be increased by $88,000, as I have outlined it.

Could you please give me a call to let me know the status of the manpower request submitted September 26?

Example 2: Follow up letter examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Flyers for the Sales Convention

All information for the flyers to be distributed at the Arapahoe Convention next month is complete and ready for typesetting except the figures for special discounts for bulk film orders.

Have you had time to set up the special discount rates I mentioned in my June 5 memo?

The layout will have to go to the typesetter by Friday, June 18, at the latest. I do hope we can include your information before that date, because the flyer will be much more effective in drawing calls with that special discount rate in black and white before prospective clients.

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