Guidelines : Replying Positively

Replying Positively to Suggestions

Guidelines and Alternate Phrases

• Express appreciation for the suggestion, initiative, and interest shown.
• We appreciate your interest in writing to us.
• Thank you for taking the time to put your ideas on paper for us.
• We appreciate your initiative in suggesting a change in upholstery fabrics for our interiors.
• We always enjoy hearing from our customers, and your letter was no exception. Your suggestion for the new plants around the building has merit in a climate such as ours.
• State what action you plan to take on a good suggestion.
• Let me forward your idea to the responsible manager and she will be in touch shortly.
• Summarize the benefits gained and your appreciation for a suggestion you can use.
• We think this idea should save us almost $10,000 next year alone. We commend you for this farsightedness.
• You are so right in your analysis of the situation. We can certainly count on at least an extra hour’s productive time each day. We appreciate your calling the matter to our attention.
• We will not lose sight of what you have contributed to the company in a way that you have probably considered “a small matter.” We don’t. It’s an excellent idea, and you deserve much credit for this.

Example 1: Reply positively to a suggestion

Company Name or Letterhead

Address

City, State Zip

Date

Addressee

Address

City, State Zip

Dear Walter:

Marge Caldwell and I were pleased to talk with you last week about the problems you see in the marketing campaign we have planned to launch this spring. We appreciate your usual candid appraisal of the reactions you anticipate from field employees.

We have given careful consideration to the concerns you raised and have passed on our notes of the discussion to the responsible vice president. After he has time to review them, I will get back to you about how we can put these changes into effect with your people.

Please keep me informed about any other developments in your research–both formal and informal.

Regards,

Example 2: Samples of replying positively to suggestion letters

Company Name or Letterhead

Address

City, State Zip

Date

Addressee

Address

City, State Zip

Dear Mel,

Thanks for your August 6 letter with copies to Roger Tamson and Phil Lewis. We appreciate the time you took to write us about this lead with Aramco. Dedicated employees like you keep us on our toes.

Our team will certainly follow up on the possibility of working with Aramco in connection with the canal construction. A contract with them could mean a substantial part of our 19– revenue.

Thanks,

Example 3: Positive response to suggestion letter

Company Name or Letterhead

Address

City, State Zip

Date

Addressee

Address

City, State Zip

Dear Mr. Benton:

Thank you for writing us about changing our operations to remain open 24 hours a day. The idea has come up for discussion from time to time, but we have never been quite able to measure the customer’s need for such coverage. You raise some provocative points in your letter, and we plan to give round-the-clock scheduling more careful attention. In fact, we are now toying with the idea of sending out a questionnaire in our monthly statements to find more ways to improve services to our customers.

We take your letter as a welcome show of loyalty and interest. Thank you for letting us know how to better meet your needs.

Cordially,

Example 4 : Reply letter

Company Name or Letterhead

Address

City, State, Zip

Date

Addressee

Address

City, State, Zip

Dear Mr. Gelvin:

Tom Carter and I were impressed with your suggestions for an Employee Incentive Plan. Your commitment to company excellence was evident when we read the thoughtfully written memo you sent us. I agree with your assessment that our sales and thus our profits could improve with an incentive plan in place.

Tom and I have studied your specific recommendations for implementing a plan based on an individual meeting or exceeding goals set by management for them rather than setting competitive group goals. We like this idea; it stresses improvement without creating an unhealthy level of competition between co-workers, and prevents suspicious of favoritism.

We have passed your ideas along to the vice president. She is enthusiastic, but has asked for you to prepare an example of possible employee goals and rewards. Would they include extra days off, certificates or prizes.

Please prepare a report for the vice-president. If possible, can you have it to her by the end of the week at the latest? She would like to meet with you at 10:00 a.m. on Monday to discuss the matter further. Thank you for the commitment you have shown to the company.

Yours truly,

Example 5: Example of reply letters

Company Name or Letterhead

Address

City, State, Zip

Date

Addressee

Address

City, State, Zip

Dear Ms. Alcott,

We have reviewed your report offering discounts on shipping for those customers who spend $120,000 or more a year with our company. We are pleased to inform you the board is seriously considering your suggestion.

Your projected figures of the cost versus the capital gains were impressive, and made a strong case for the implementation of such a project.

We commended you for your initiative.

Yours truly,

Example 6: Suggestion reply letters

Company Name or Letterhead

Address

City, State, Zip

Date

Addressee

Address

City, State, Zip

Mrs. Parks:

We appreciate the suggestion we received from you concerning the redistribution of payments of long time customers who have traditionally had good payment histories.

Mr. Moss is agreeable to the suggestion, particularly your recommendation of a requirement that companies must have been working with us for at least five years, and that the redistribution of payments be made on a case-by-case basis after consultation with Mr. Phillips in customer accounts.

Mr. Moss will be meeting with myself, Mr. Farmington, and Mr. Parks on Tuesday at 9:00 a.m. As you are the originator of this plan, we feel that it is important for you to be there also. Please arrange your schedule accordingly.

We look forward to developing this idea with you.

Regards,

Example 7: Replying Positively

Company Name or Letterhead

Address

City, State, Zip

Date

Addressee

Address

City, State, Zip

Dear Gary:

I received your memo and am enthusiastic about the idea of a weekly brainstorming meeting for staff. Given the creative nature of our work, I am surprised that no one has thought of doing this before!

I will be sending out a memo today to all employees letting them know that brainstorming meetings will begin at 8 a.m. Monday. Since these meetings are your idea, I would like you to organize and led them.

Keep the ideas coming!

Regards,

Example 8: Replying positively to suggestion

Company Name or Letterhead

Address

City, State, Zip

Date

Addressee

Address

City, State, Zip

Dear Tammy,

Thank you for the thought and work you have put into your report on rectifying mistakes in customer order entry. From now on, all our customer service representatives will offer the following as appropriate compensation for customers:

• Immediate call-in of orders rather than computer entry

• Free 2nd day or overnight air freight

• Delivery of merchandise by an available customer representatives for local companies

• 10 percent discount on next order for severe mistakes

Naturally, we hope as few mistakes as possible occur, but we agree with your position that our representatives must be able to handle the situation appropriately. You have given them the means to do so, and are to be commended for it.

Yours truly,

Example 9: Suggestion letters

Company Name or Letterhead

Address

City, State, Zip

Date

Addressee

Address

City, State, Zip

Dear Mr. Kellogg:

The committee has reviewed your telemarketing sales plan for a new line of software. Obviously, your previous experience as a telemarketer has allowed you to prepare an effective approach. Because of this we are pleased to inform you that we intend to have our telemarketers follow all six of the steps you have outlined.

We would like to discuss the possibility of you hosting a presentation for each telemarketing shift. The presentation should coach telemarketers on how to use the steps effectively, and how to deal with resistant potential customers.

We feel that the telemarketers, and indeed, the whole company, will benefit from your proposal. Congratulations are in order.

Sincerely,

Example 10: Letter for accept suggestion

Company Name or Letterhead

Address

City, State, Zip

Date

Addressee

Address

City, State, Zip

Dear Mr. McPhee:

We are pleased to inform you that we have accepted your proposal for a company newsletter, with you in charge of the project. After we examined the choices you presented for formatting, we feel that the third example would best suit our needs.

We appreciate the foresight you have shown in gathering enough topics of interest to cover the first three newsletters. We also value the time you took in locating persons who would be interested in being contributors . We will be approaching each of the individuals you mentioned, as well as distributing a memo asking for volunteers to proofread.

Would a staff meeting on Friday afternoon be acceptable to you? That will allow you to enlist enough people to begin having newsletter planning sessions, and for you to distribute various assignments.

We look forward to your first publication.

Regards,

Guidelines : Replying Negatively

Replying Negatively to Suggestions

Guidelines and Alternate Phrases

• Repeat enough details of the suggestion so the reader knows you have given it proper attention.
• If you cannot use the suggestion, explain under what conditions you might reconsider.
• Should we have need of an outside legal firm, I’ll keep the name of your acquaintance on file in my office.
• If the situation seems to be changing in the next few months, I’ll get in touch with you for more details about your idea.
• If our budget does call for an increase a couple of years down the line, I’d like you to bring this to my attention again then.
• If we do decide to eliminate the Ohio division, this idea would make perfect sense at that point. Keep it in the back of your mind for that occasion.
• If sales should pick up in the next year, however, we would want to reconsider these value-added suggestions. They do have merit.

Example 1: Replying negatively to suggestion

[Subordinate has suggested that closing meetings be eliminated.]

Memorandum

TO:

FROM:

DATE:

SUBJECT: Monthly Closing Meetings

Bill, I received your note about the last closing meeting. Although the meeting you attended may not have been as productive as we all would have liked, we are all attempting to identify and resolve problems associated with this area of responsibility. To do this, we need the insight and cooperation of MIS and of all the accounting units; therefore, I feel to eliminate completely the closing meetings would be premature at this time.

Let me assure you we are trying to make the format as productive as possible. And as encouragement for the future, let me emphasize that when all the closing structure falls into place, we likely will have no further need for these meetings.

I appreciate your interest in the closing project, and please continue to advise me of any other concerns about our progress.

Example 2: Reply negatively to a suggestion

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Fitzroberts:

Thank you for your nice letter of March 2, suggesting how to avert the coming economic depression in the oil and gas industry.

We sincerely hope, as I’m sure you do, such a downturn will not materialize. I’ve given your conclusions serious thought; however, I believe we have spent as much time and money as we can justify in following these public-work projects.

Thank you for thinking about our welfare.

Yours truly,

Example 3: Samples of replying positively to suggestion letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jordan:

Thank you for your letter concerning the use of actual customers in our advertising commercials.

Dreyton has not recently used non-actors in our television ads. We attempted this several years ago when actual Dreyton service station dealers were used to play the role of dealers.

I will forward your letter to our advertising department to make our representatives aware of your availability should they use “real customers” in future commercials.

Thank you for your interest in our company and your kind remarks.

Very truly yours,

Example 4: Negative response to suggestion letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Expansion Of Employee Library

Nick, I received your suggestions concerning the expansion of our employee library. Your point concerning the increase in idea generation we could experience was a valid one, and I agree with it.

Unfortunately, the funds for such an expansion are not available at the present time. I will, however, take your request to the budget planning committee. It is possible that they may be able to allocate funds from next year’s budget for library expansion.

Example 5: Reply letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. DeBeers:

I have received your suggestions for a new voice mail system, and value the initiative you took in researching alternative systems and reviewing them for us.

Our current voice mail system, though, is part of our overall phone services package, which includes our fax machine and networked phone system. In order to change our voice mail, our company would have to go with a completely different service for all of our needs.

I’m sure you can understand our reluctance to change such a large system because of one component. I have instead registered our complaints concerning the voice mail system to the phone company, and they have scheduled a service technician to repair it tomorrow morning. Please let me know if you continue to experience problems.

Regards,

Example 6: Suggestion reply letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Increase In Vacation Leave Length

Kara, I appreciate the points you made concerning most firms’ current policies of granting a full two weeks vacation to all employees. I must tell you there are no plans to change the policy at this time.

Let me explain the rationale behind the policy. As you know, we are required to grant full pay to all employees while they are on vacation. Because of this, we have instituted an increase in the number of days an employee is granted for vacation time based on the amount of time the employee has worked for our firm. While this may seem unfair or constraining at first, let me point out that after a certain point in your career with us, you can receive up to four weeks paid vacation, whereas other firms will still allow you only two.

We feel those employees who remain with us through the years are deserving of such increases; they should not be limited to only two weeks vacation time when you consider the amount of time they have devoted to us. I’m sure you will agree that long-time employees’ loyalty is worthy of such recognition.

Example 7: Decline suggestion letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Todd:

I have reviewed your suggestions concerning our payment plan and value the time you took preparing your suggestion for my review. While I agree that our payment system may seem inflexible, there are certain problems with the floater payment plan you outlined in your memo. These problems are not due to flaws in the system itself, but rather to the design of several of our other departments.

For example, instituting a floating payment plan would be almost impossible for our accounting staff with our current method of bookkeeping. They are required to have all accounts fully up-to-date at the end of each month for review; with floating payments they would no longer be able to do so.

Floating payments would also cause problems for our collections department. With the floater payments, they would not have a firm due date for past due account evaluation.

I realize that as a salesperson, you will sometimes be in a situation where the only way you can get the sale is through an alternate payment plan. Please call me if you are in such a situation. I can from time to time authorize alternate payment plans, particularly for long-time clients.

Regards,

Example 8: Replying Negatively

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Case:

Thank you for your candid letter stating your apprehension about the quality of water since the Bio-Gen Plant opened last year.

Please be assured that Bio-Gen is as concerned about the environment we live in as you are. After all, our families and children live here also.

In order to ensure that we are not polluting the town’s water source, we are participating in a government funded program, whereby we are subjected two one to three random tests of the water by our plant. Enclosed is a record of all the tests that have been conducted since our opening, as well as monthly tests done by the county at our request the year before we began our operations. Bio-Gen is proud to say that we have in no way contaminated the water. In fact, you will discover that we even helped rid the lake of an organic toxin through the use of natural methods prior to the opening of our plant. This toxin was discovered during the county’s testing.

If you have further questions or concerns, please do not hesitate to contact us.

Cordially,

Example 9: Decline suggestion samples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Change In Employee Uniform

April:

We received your letter proposing a new employee dress code. Your point that the uniforms are difficult to maintain, out-dated in appearance, and downright uncomfortable met with much sympathy from the management, almost all of whom have had to wear the same uniform at one time or another.

Unfortunately, we cannot change the dress code. Only the Corporate Headquarters has that authority.

Since you felt so strongly about the issue, we faxed your letter to Corporate Headquarters, along with letters from the entire management team supporting your position. We would like you to encourage your fellow employees to write also; Ms. DeVeirs would be happy to fax any letters that are brought to her desk. Perhaps we can get the Head office to change their dress code to something that is more practical.

Guidelines : Offering them for Supervisor

Offering Suggestions to Your Superiors

Guidelines and Alternate Phrases

• Summarize the problem or situation up front.
• Make your suggestion to correct the problem or improve the situation.
• Be as specific as possible, with details to persuade the reader that the matter needs attention and to convey the appropriateness of your suggestion.
• Keep your tone helpful rather than adversarial or judgmental.
• Do you agree this might solve the problem?
• What do you think of the idea?
• Does this suggestion merit further consideration?
• Are you interested enough in the idea that I should gather additional information?
• May I meet with you to discuss this further?
• Shall I do some further research on this?
• I bring this situation to light only to offer my help in finding the best solution to the problem.
• I’m sure you are aware of the problem, but I wanted to let you know of my concern and interest in improving the situation.

Example 1: Offering Suggestions to Your Superiors

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Dowsaki:

I’m writing to express concern over the rapidly changing marketplace. In my opinion, we are becoming noncompetitive because of inflexible policies regarding our credit terms. Recently we lost a $210,000 sale to BloGar, Inc. because our credit terms (30 percent down payment) were not competitive with those of Whitley Associates.

I strongly believe in Universal’s products, prices, policies, and people, but I think we must be more flexible in dealing with the customer.

May I make some specific suggestions to this end? I suggest that Universal:

• Review its credit policies in light of the terms now offered by our competition
• Communicate to its salespeople the reasons behind our credit policies so they may present them to the customer more effectively
• Assign a person at the local level who can authorize changes to policies in “exceptional” situations

I’ve attached a memo to my immediate supervisor detailing the circumstances of the BloGar situation mentioned above. This memo will illustrate the difficulties and delays in getting authorized approval for special customer situations.

I think I speak for all salespeople when I say our first concern is making the sale. I hope you’ll agree the above suggestions make sense in this changing market.

Sincerely,

Example 2: Employee suggestion letter to supervisor

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Kolwalski:

I am writing to you concerning the recent decline in sales we have experienced. As I have not observed a decline in the volume of customers, I began to wonder what was causing this trend. I believe I have located one of the reasons.

When I was hired, I was thoroughly trained in all aspects of salesmanship by Mr. Kincaid, who was at that time my immediate supervisor. When Mr. Kincaid was transferred, he was not replaced. Rather, we were appointed various supervisors to monitor each shift. While all of the supervisors perform their jobs well, none of them has the authority to institute a training program like the one Mr. Kincaid had in place. That lack of training, coupled with many new employees inexperienced in sales, I believe, may account for the difficulties we have had in meeting our monthly sales goals.

Would you feel it was appropriate to reinstate Mr. Kincaid’s training policies? I still have much of the information he gave me, as do several of the supervisors. We feel we learned a great deal from Mr. Kincaid’s training; it has allowed us to consistently meet our personal sales goals, despite the overall trend of department sales in general.

I can make copies of all my training information available to you, if you are interested. I, and several of the supervisors, feel that the reinstitution of a formal training period for all new employees will benefit the company.

Sincerely,

Example 3: Suggestion letter to supervisor

Memorandum

TO:

FROM:

DATE:

SUBJECT: Possible Institution of Employee Reviews

Mr. Rainey:

As you know, we are experiencing growth in our company, both in sales and in the number of employees we have hired to meet those sales needs. While I am as pleased about this growth as you, I am finding it increasingly difficult to be able to speak with all employees concerning their job performance. This has disturbed me, for I feel our employees have the right to receive timely evaluations so that they may tailor their performances accordingly. I believe, however, that I can offer a solution for this problem.

Starting next month, I would like to begin scheduled monthly meetings with all employees concerning their job performance. Attached to this memo is a sheet which each employee will receive at such meetings, with various tasks listed and their performance of those tasks rated, using a scale of excellent, good, fair, needs improvement, and N/A. I have also included an area at the bottom of the sheet where we can record noted achievements, and discuss possible employee goals for the month.

If you feel the need for formal meetings is warranted and the evaluation sheet is appropriate, I will begin scheduling for next month. I feel that this will not only inform our employees of our appraisal of their performance, but may also prove to be helpful when we are considering individuals for raises or promotions.

Example 4: Examples of suggestion letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Grauer,

Recently, we hired a brilliant marketing analyst, John Martinez. As you well know, John’s accurate assessments of certain market trends allowed our company to experience a massive increase in sales. I was pleased to have John working with my marketing team.

Today, however, I received John’s resignation. He stated that although he felt this was the best “team player” company he had ever worked for, our salary base was not competitive with the companies.

After checking around, I discovered that John’s appraisal of the salary situation is correct. We are currently paying him about $4,000 less per year than what the competition has offered him.

I hope that you agree John is too valuable of an employee to lose. I would therefore like to request authorization to increase his salary by $ 5,000 a year. Please understand I do not wish to get into a “bidding war” over John. I feel such an offer would keep him at the current level of pay offered in the metro area and do not intend to go higher than that. However, John believes in loyalty; were it not for family considerations I believe he would remain with us, despite the lower salary.

I appreciate your consideration of this request.

Sincerely,

Example 5: Suggestion memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Ad Campaign For RRD-42

Ms. Marchand:

Recently I received a copy of the ad campaign for RRD-42. The ad is certainly eye catching and beautifully designed. However, I feel we may be missing the needs of our target audience, the pharmaceutical dealers.

It has been my experience that dealers want to know as much about a new product as they can. While our ad is long on style, it is somewhat short on information. I hope you would agree that the following points should be addressed in our campaign:

• Multiple uses of RRD-42

• Length of testing time for RRD-42

• Possible side effects

Most of the ads featured in our target magazines contain information of this nature. As a member of the committee responsible for the approval of advertising, I appreciate the time you have taken to review my suggestions. Thank you.

Example 6: Internal correspondence letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. La Porte:

As you know, I am what my co-workers jokingly call “a nettie” and I suppose there is some truth to that; I do spend part of each evening after work surfing various sites on the Internet.

My knowledge of the current trends on the Internet, has prompted me to inquire as to whether or not there are any plans to build a company web page. The numbers of people who access such sites is staggering. I honestly believe that the cost of building the page would quickly be offset by the increase we would see in inquires and sales.

I have compiled a listing of local Internet providers, as well as various small companies and individuals who build web pages, along with their fees. After visiting several sites, I feel I could recommend Jane Barry, Diana Blythe, and Mac McGinnis as the three top Web site builders, should you be interested in further inquiries.

I would be happy to discuss any of the technical aspects of maintaining a web site for the company if you are intrigued by the possibilities.

Thank you for your consideration of this suggestion.

Yours truly,

Example 7: Offering them for Supervisor

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Ridout:

Recently, we have experienced problems in keeping up with the increase in volume of orders we are receiving. As supervisor, I know my order entry team is performing as quickly as they can. I do not believe the problem lies in employee unproductivity.

Rather, I believe the answer to our dilemma lies in the order entry software we are using. We are experiencing these difficulties:

• Slow system response–it sometimes takes more than a minute for a screen to appear.

• Frequent error messages and computer crashes as the system cannot keep up with the increase in work stations being added to the network.

• Inefficiency of the system in general; rather than using the keyboard and mouse, we have a system with over a hundred obscure commands which must be memorized in order to move from one field to another.

I suggest meeting with several software representatives to discuss their order entry programs and the expense involved.

I hope you will agree that updating the system is necessary for our company to adequately meet the needs of the consumer. I sincerely feel the gains in productivity and client satisfaction would offset the possible costs of such venture.

Sincerely,

Example 8: Suggestion letter to supervisor

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Fargo:

I’m sure you will agree that the position of receptionist is far more important than many realize. Potential customers often have their first contact with the receptionist when calling to inquire about our services, and can sometimes receive impressions that do not accurately reflect our company’s attitude.

We are fortunate in this matter to have Beth. I have received many favorable comments on her helpfulness and pleasant demeanor. Lately, though, Beth has expressed the desire to learn more about dealing with dissatisfied customers. She realizes that she has the potential to diffuse the situation before transferring the call, but feels she has not yet discovered a satisfactory technique for doing so.

Rather than leaving her to “figure it out on her own,” I would like to suggest that Beth attend the upcoming seminar on effectively handling client complaints. I realize that this is a session meant for management trainees, but I feel that it would be helpful for Beth as well, and worth the registration fee. The more professionally she can handle various situations, especially ones involving unhappy clients, the more that will reflect well upon our company.

I appreciate your time and consideration of my request.

Yours truly,

Example 9: Offering them for Supervisor

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mrs. Burrow:

Recently we bid on the Phillips Technical job, which, I’m sure you remember, was valued at approximately $20,000. Unfortunately, the account went to a competitor. When I spoke with my contacts at Phillips, he told me although they respected our company and the quality of work we do, our prices are simply too high.

I know I don’t have to tell you what such an attitude toward our company could do to our sales. I would like to request a meeting to review this situation. Some suggested points for discussion are:

• Possible decrease in our profit margin to increase sales

• Offering discounts in labor, material or shipping charges for companies who do a substantial amount of business for us.

• Increasing our promotional campaigns, especially for service rates reductions

While it may seem at first that these ideas may decrease our profits, I believe they will actually bolster profits through an increase in sales and the securing of bids. I feel that our company needs a new plan of action to compete in the current market.

Sincerely,

Example 10: Offering them for Supervisor

Memorandum

TO:

FROM:

DATE:

SUBJECT: Consistency in Client Mailings

Mr. Canton:

Recently, I have been informed by several of my clients that our mailings have been going out irregularly. Such a lapse is damaging to me as a sales representative.

I understand how busy our secretaries are. Often their job assignments for the day are a mile long, and I realize that mailings are not always a top priority. Because of this, I would like to make the following suggestion.

Our company has for several years been a supporter of the United Way program, and it has come to my attention that they offer employment possibilities, both full or part time, for those with physical or mental disabilities. When I spoke with Mark Meins at UW, he said he had a number of people who would be perfect for keeping our mailing lists current.

I feel that exploring this option would have several benefits.

• Support of the local UW foundation.

• Offer a job with flexible hours to someone interested in part time employment only.
• Keep our clients abreast of all new information.

If you are interested in checking into this possibility, Mark has asked that you call him. He’ll be happy to discuss the program with you.

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.