Proposals & Reports

Transmittals — Comments Off on Transmittals
27
Nov 10

Transmittals













Guidelines : Transmittals

Transmittals

Guidelines and Alternate Phrases

  • Mention the information you are transmitting first; this document, illustration, printout, check, invoice, or report is the major message of interest. List each item specifically either in the body of the letter or after the signature line beside the “Enc” notation.
  • Tell why the document is being sent. Is it at the reader’s request? For information only? To verify your own records? For processing? For approval? For distribution?
  • Point out the action you want the reader to take or give your reason for sending the documents.
  • We need your immediate approval before we can go further.
  • The enclosed Hite contract is simply for your review; it has already gone to the customer.
  • We are sending a list of these entries simply to verify our records. Would you initial those that also appear in your files?
  • Please distribute copies of this safety poster to your staff at the local branch.
  • If the attached listing is correct, you do not need to take any action. If there is an error in your address or any corresponding notations, please make the appropriate corrections and return the form to us.
  • Give a brief summary of the significant information contained in the attached document. Depending on the document, this summary may mean only the amount of a check or invoice and its purpose, or a lengthy paragraph about major findings contained in a complex report.
  • Anticipate and answer possible questions about the attachments. Explain anything unusual that you think the reader will question–omissions, exceptions, changes, surprises.
  • We have not included the ratings here because….
  • Note on page 2, we have omitted four entries. These omissions are to indicate….
  • Please note the figures for May are exceptionally high.
  • Within two weeks we will forward….
  • Give your opinion, when appropriate, about the enclosed information. Do the enclosed meeting minutes show progress in the negotiations? Do you think the entire project will be completed by the target date? Do you agree with the disputed invoice you’re submitting? In other words, prepare and/or interpret for the reader.
  • Add the name and phone number of the person to be contacted with any questions. Remember, however, that the transmittal information should be complete within itself. The reader should have to call the contact person only with exceptional situations or questions.
  • Ask the reader to acknowledge receipt of the letter, if necessary for your records.
  • Please initial this form and return it.
  • Please call Sharon Love at ext. 2347 if you will be unable to distribute these bulletins before the meeting.
  • As soon as you receive this note, enter the dates on your calendar and call Kevin Black with your reservations.
  • Please sign this letter, make a copy for your files, and return the original to me.

Example 1: Sample letter of transmittal

Memorandum

TO:

FROM:

DATE:

SUBJECT: Audit of Eastern Division, Australia

We have completed our review of Eastern Division, Australia, for the year ending December 31, 19–; our full report is attached.

Our audit revealed weaknesses in the following areas:

• Case disbursements–The Blodgett plant does not cancel vendor invoices to prevent possible duplicate payments.
• Inventories–There are no written instructions on how supplies are counted, documented, summarized, or used.
• Payroll–Numerous employees’ wages have been charged to the incorrect vessel.

We feel our detailed recommendations in the enclosed report require serious attention in the immediate future. Please reply to us by March 15 about the action taken toward these recommendations.

We sincerely appreciate the assistance given our auditor, Jill Johnson, while she was in your area.

Example 2: Transmittal letter examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company Telephone Use

Attached for your information only is a copy of a computer run listing each employee under your supervision, his or her extension number, and telephone calls for the previous month. This information will inform you of amounts being charged to your department monthly and allow you to curb any unnecessary calls.

Example 3: Cover letters samples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mattox:

Enclosed are Piedmont-Jenter’s answers to the three interrogatories in the Caddy-Seuter v. Fillmore and Piedmont-Jenter suit.

In all cases, we believe we are not liable for the damage because the operators of the equipment were not wearing appropriate safety gear and were not following approved standard operating procedures when the injuries occurred.

Please review these answers and inform me when you set the plaintiff’s deposition and the doctors’ depositions.

Sincerely,

Harold P. Steward

Vice President

Enc: Interrogative #1

Interrogative #2

Interrogative #3

Example 4: Transmittal Information Letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Schedule of Common Stock Dividend Information

Per your request, I have attached a complete history of the common stock dividends of Fairway, Inc., from its inception to the present.

The information presented reflects all three stock splits (in 1958, 1969, and 1983).

Example 5: Transmittal letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Ladies and Gentlemen:

On behalf of American Enterprises Inc., a Maryland Corporation, we enclose the following documents for filing under the Securities Act of 1933 and the Investment Company Act of 1940:

1. One manually signed and three conformed copies of a Notification of Registration on Form N8-A

2. Ten additional copies of the Registration Statement, without exhibits

3. A certified check for $1500 payable to the Securities and Exchange Commission in payment of the Securities Act of 1933 registration fee and the Investment Company Act of 1940 registration fee

We expect to file a pre-effective amendment to the Registration Statement after receiving comments from your staff on this filing. The amendment will include a pro forma balance sheet and will have cross-references and other blanks filled in.

We request selective review of the Registration Statement. The fund now being registered will employ investment objectives, policies, and techniques similar to those of American International Fund, Inc. The primary difference between the two funds is the investment policy of the registrant will limit the maturities of the portfolio securities to not more than five years.

If you have any questions about this filing, please call Kenneth Woods at 214-445-6667. Would you please acknowledge you have received this filing by stamping and returning the enclosed copy of this letter?

Yours truly,

Kenneth Waites

General Counsel

ds

Enc:

Example 6: Document transmittal samples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Court Order #891-DG-11–Grand Rapids, Michigan

The attached copy of the court order #891-DG-11 regarding our property at Grand Rapids, Michigan comes at the request of D. J. Hougser.

You’ll notice some items show “no address”; we have attempted to mail these payments to the last known address but to no avail. Should you be able to locate any of these addresses, let us know so we can mail checks immediately.

Example 7: Transmittals

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Silcot:

Please review the attached set of four guidelines and give me any suggestions you may have for revisions. We’d like to have your comments by July 1. I apologize for the short deadline, but we want to put the guidelines into effect as soon as possible.

These guidelines are arranged in the usual format (subject, forms used, purpose, procedures) and cover procedures for the following topics:

• Inventory packages
• Motor-fuel analysis
• Tire, battery, and accessory analysis
• Upline litters and reconciliations

I will be back in my office on Friday (ext. 2345) if you have questions about any of these. Thanks for your review and help.

Sincerely,

Sylvia Shores

Research Assistant

tr

Enc:

Example 8: Transmittals documents

Memorandum

TO:

FROM:

DATE:

SUBJECT: Additions/Revisions to Financial and Accounting Methods Manual

Enclosed are additions/revisions to United’s Financial and Accounting Methods Manual. An attached list of topics provides section numbers and pages that have been added or revised. For revisions, please remove the previous subject material and note the changes made to the policy/procedure. For additions, place the new topics in the appropriate manual sections.

As a reminder, each manual holder is responsible for maintaining updated appendixes on all topics, whether mailed with this quarterly distribution or under separate cover. If you have any questions in adding these pages to your manual, please contact me.

Example 9: Reports Transmittal

Memorandum

TO:

FROM:

DATE:

SUBJECT: Memorial LEG Agreements

We are providing the attached documents concerning Memorial, as you requested by phone on April 26, 19–.

1. Shareholders Agreement dated February 10, 19–

2. Amendment to LEG contract dated March 10, 19–

3. Endorsement #3 to Shareholders Agreement dated March 10, 19–

4. Letter from D. J. Stanley dated April 4, 19–

Should you have any questions about these, please refer them to Martha Harvey in the Legal Department, extension 1184.

Example 10: Business Transmittal Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: RRE Properties

Attached for your processing is check #1566 for $2,200; we received this from RRE Properties as advance payment for preliminary engineering work, order #4499.

The estimated cost of total work on this order is $8,666; upon receipt of RRE Properties’ check for the remaining amount, we will forward it to your office for processing.

Example 11: Transmittal samples

Memorandum

TO:

FROM:

DATE:

SUBJECT: AFE #MT9-991–Installation of Equipment to Serve Tidwell, Inc.

Enclosed are five copies of the preliminary invoice #MT9-991 for $776,000. This represents our engineer’s estimated AFE cost.

The AFE actual cost to date exceeds the engineering estimate; however, late charges, rental charges, and surplus-material refunds will need to be taken into account before we forward the final invoice.

If this invoice amount meets with your approval, please forward it to Harrington Corporation and send us a copy of your transmittal letter for our records.

Proposals — Comments Off on Proposals
27
Nov 10

Proposals





Guidelines : Proposals

Proposals

Guidelines

  • Give the overall scope of the proposal, specific recommendation, and total cost up front.
  • Choose the detail arrangement most appropriate for your particular subject. Generally, that means stating criteria, features, or options first. (Don’t assume your reader knows the criteria for weighing details.) Then show how each product, machine, service, person, or company meets the criteria you’ve established. Such an arrangement lets your reader “keep score” more easily and also ensures more equal comparisons than otherwise. You may find, however, any number of other suitable arrangements–geographical, costliness, advanÄes vs. disadvantages. Whatever arrangement you choose, move from most to least significant points and do not mix pros and cons in any category. Separate the pros from the cons, the benefits from the disadvantages, the acceptable from the unacceptable.
  • Weigh and interpret facts and details. Is a specific detail beneficial? Harmful? To be expected? Indicative of a trend? Competitive? Questionable? Why? Don’t simply state a fact and expect your reader to decide if that fact is desirable or undesirable, important or unimportant, acceptable or unacceptable.
  • Don’t equate the quality of your proposal with the length of the recommendation or the money involved; there’s no correlation.
  • When possible, break down total cost so the reader can “play” with the figures, omitting or increasing specific options to fit any budget limitations.
  • Identify subjective statements as such. Add clarifying comments such as “in my opinion,” “according to experts in the field,” “this fact suggests,” or “due to claims of past clients.”
  • Add authority. Can you gather more facts? Interview experts or clients? Survey staff preferences and needs? Give case studies? Produce figures from past years or from other companies?
  • Suggest how the proposal be implemented. Mention individuals or departments to handle specifics and, if appropriate, suggest a target date for implementation.

Example 1: Proposals memorandum

Memorandum

TO:

FROM:

DATE:

SUBJECT: Proposal for Security Guard Service at Bayar Terminal

Due to our growing needs for security at the Bayar Terminal (19– estimated loss from stolen goods amounts to $200,000), I recommend we engage a contract security service to control the flow of personnel, vehicles, and materials/products entering and departing from our terminal. After interviewing six company security offices in the area, I narrowed my investigation to three security services: Bilton, Guardsmen, and Security Unlimited. I propose we offer a contract to Guardsmen at an annual cost of $75,750.

Guardsmen will allow our final approval on assigned guards and will provide results of all reference checks, physical exams, and polygraph tests. Their representative has also allowed access to salary schedules and benefits packages, those being equal to ours at entry-level positions. The guards receive 12 hours of instruction and two days’ personal supervision on the job. As a local company, Guardsmen schedules weekly unannounced supervisory visits and can be flexible in providing backup support.

If you accept this proposal, I’d suggest implementation be turned over to Darrell Bennaham with January 1 as our target date.

This recommendation is based on the following criteria and investigative information from Bilton, Security Unlimited, and Guardsmen.

Hiring Practices

The security company should be willing to go into detail about how guards are selected; all guards should be subject to final approval by our Bayar representative. The security company should provide results of all reference checks, polygraph exams, and physical exams. Also, guards should have acceptable oral and written communication skills. Previous experience as military/civilian police would also be advantageous.

• None of the companies could guarantee its guards had previous military/civilian police experience or acceptable writing skills.
• Guardsmen meets all our hiring criteria except as noted in the previous sentence.
• Bilton does not require their personnel to take polygraphs.
• Security Unlimited will not agree to furnish reference checks. This would suggest background checks are not always made, and such checks would, in my estimation, eliminate approximately 50 percent of all applicants.

Supervision

Bayar should require regular weekly visits by an area supervisor. Without this backup supervision, Bayar Terminal personnel will find themselves repeatedly involved in details of security management, supposedly provided by the security company itself.

• Guardsmen guarantees weekly unannounced supervisory visits.
• Bilton’s procedures call for only “unspecified” visits by its supervisors and would not state how often these visits occur.
• Security Unlimited guarantees weekly unannounced supervisory visits.

Compensation

Hourly rates should be comparable to those paid terminal personnel at entry-level positions, with scheduled increases based on merit. The company’s benefits package should also include uniforms and personal equipment, holiday and overtime compensation, vacations, hospitalization, and life insurance. Such compensation suggests permanence and more highly skilled workers.

• Guardsmen has provided all this requested information. Beginning salaries are comparable to those of our personnel, and raises are based on merit.
• Neither Bilton nor Security Unlimited would provide the details of its benefits package, both merely saying it was “adequate.”
• Security Unlimited’s beginning wage is far below that of our entry-level employees.

Training

Since no state certification is required, the company should provide training prior to posting personnel at the terminal. Guard training should include legal, authority, search/seizure, personal appearance and conduct, emergency plans, and safety. New personnel should work under personal supervision for at least 24 hours before assuming duties alone.

• Guardsmen provides 12 hours’ training and two days’ personal on-the-job supervision.
• Bilton provides eight hours of training prior to assigning a guard to a permanent duty station, and minimal first-day personal supervision.
• Security Unlimited provides six hours of training but no personal on-the-job supervision.

Location

Companies should be located within 50 miles of our terminal to allow for close and frequent supervision and flexibility in providing backup personnel.

• All three companies are local.

Costs

Our requirements for sufficient security include one supervisor/instructor and three security officers (one officer to cover each of the three eight-hour shifts). Weekly, this should amount to 120 hours of straight time, eight hours of overtime, and the supervisor’s salary. Costs for the security service, of course, vary in line with how well the companies meet the above criteria:

• Guardsmen $75,750
• Bilton $58,500
• Security Unlimited $63,385

Security services are like football tickets. If you want to sit on the 50-yard line, you must pay a fair price. However, if you can be satisfied with seats in the end zone, they come a little cheaper.

Example 2: Supervisory skills training program proposal templates

Memorandum

TO:

FROM:

DATE:

SUBJECT: Supervisory Skills Training Program Proposal

Employee Development has been conducting an in-house supervisory course that focuses primarily on theory and information about management concepts and company policies. We would like to propose additional training for first- and second-line supervisors, focusing on skills only–specific behavioral guidance in supervising and motivating employees to increase productivity.

The program would be administered with the help of TAG Consulting, Inc., a Phoenix firm. The total cost of $52,000 will cover customized behavior models, videotaped introductory and practice sessions, six line managers and/or staff certified by TAG as qualified trainers, two classes (20 participants each) of trained supervisors, and trainer manual and participant workbook for reproduction.

Program Objectives

Research shows attempts to change attitudes of supervisors by logical presentation of theory rarely succeed. Therefore, this program focuses on changing on-the-job behavior. The training will focus on skills such as active listening, self-esteem, reinforcement techniques, goal-setting, and other concerns identified by a needs-analysis questionnaire administered to our supervisors.

The actual design will involve videotaping company supervisors as they effectively model the desired behavioral skills. These tapes will provide positive models to use in later training sessions. Supervisors will then practice the specific behaviors demonstrated by the videotape models until they gain confidence in their ability to handle the same situations on the job. Both participants and trainers provide critiques during the practice sessions. Follow-up sessions will allow “report back” time in which participants report on success, problems, and questions arising from on-the-job application.

A schedule of actual consultant-led meetings for needs analysis, program design, and videoscripting and -taping is attached. Also, I’ve attached a sample format for a “typical” session, along with probable topics for all sessions.

Cost Breakdown

• Production costs $20,000
• Actual training costs 18,500
• Travel and miscellaneous consultant expenses 8,200
• Written materials 5,300

$52,000

Of this fee, $20,000 (production costs payable after videoscripting) will come out of our 19– budget allocations for equipment. The remaining $32,000 (payable as training expenses occur) will come from the 19– budget.

Research on Effectiveness and Acceptance of Program

Research has been extensive, involving 18 firms and their accompanying methodology, client references, and TAG’s self-reported results. After narrowing the programs down to three for careful examination, we observed various phases of the TAG program as it was being implemented in other companies (Howell, Inc., Allied, and Cascade Corporation) and made our selection on TAG’s own records and their clients’ records of success.

Further, we have verbally presented the program to key executives in our own company to ask for their insight on possible problems of implementation and about their willingness to help with the planning and scripting. A. B. White, C. T. Smith, R. J. Young, and V. B. Brown all enthusiastically support the program and have given us suggestions for scheduling participants from their particular divisions. D. E. Clung has expressed concern that supervisors may be unwilling to be videotaped in practice sessions; however, we feel his concerns will not materialize with the skillful handling of TAG consultants.

Finally, of course, our prime impetus has come from participants in past in-house supervisory courses. Their repeated comments have been they need “something practical to really use back on the job.” These concerns from supervisors again surfaced in the 19– needs-analysis survey conducted in February.

Confidently, we suggest this supervisory-skills program will produce the results our personnel have requested. Immediate approval of this proposal will enable us to use the start-up money from our 19– funds and schedule our first TAG planning consultation in December.

Example 3: Proposal to daycare facility for staff child

Memorandum

TO:

FROM:

DATE:

SUBJECT: Daycare Facility Proposal

Bandera Corporation continues to grow, employing twice as many staff members as last year. We have determined that more than 50 percent of all staff members have children under the age of five. We recommend Bandera Corporation open an in-house daycare facility. This facility would cost approximately $100,000 per year, but would be funded by families with children in attendance.

Results of a recent questionnaire distributed to employees indicated a major concern was having their young children in daycare. Many mentioned that driving across town to the daycare put them in a constant rush. Also, they were concerned for the entire day about being so far away if the child needed them. Studies have shown that parents who are able to be with their children on breaks and during lunch show an increase in creativity and productivity on the job. In addition, in-house daycare results in fewer late arrivals and days taken off from work.

To recap the benefits: An in-house daycare center would increase productivity of employees by alleviating the stress associated with (1) the rush across town to drop off and pick up kids from daycare centers, (2) being in a different location than their children for more than 8 hours per day, and (3) the high costs associated with daycare.

Start-up for the daycare would require renovation of the empty offices in the west wing. This renovation and the appropriate equipment would cost approximately $15,000. The excess from underspending in all departments from last fiscal year would cover the costs. Personnel and human resources would hire one full-time daycare director, two certified child care professionals and two assistants. The cost of hiring these employees is included in the original estimate of the annual cost of the project.

If you have any questions or comments concerning this proposal, contact Sherry Billings at Ext. 334 or Brenda Janson at Ext. 360.

Progress Reports — Comments Off on Progress Reports
27
Nov 10

Progress Reports






Guidelines : Progress Reports

Progress Reports

Guidelines

  • Summarize status or progress in one or two statements up front, followed by next action, then details, then comments about attachments. If your progress report covers several projects, format each item individually–summary message, action, details, attachments.
  • Don’t be negative about your own efforts. Even if progress has been limited, state the progress in positive terms.
  • Be straightforward about problems or progress inhibitors, but be sure to state how you plan to overcome them. Show confidence rather than defeat by your tone. If you have problems, strain for the proverbial “light at the end of the tunnel.”
  • Use headings and lists in reporting on multiple items.
  • If you must have approval or further information from the reader and have mentioned several separate items, you may close with a recap statement of the reader’s total expected actions.

Example 1: Progress Reports

Memorandum

TO:

FROM:

DATE:

SUBJECT: Progress Report–September 2 through September 14, 19–

Sale of Tall Oak Ranch

I have prepared and mailed a letter of intent as preliminary to the contract and am in the process of drafting a full contract. This contract should be ready for your signature October 1. A first draft is attached for your comments about payment schedule.

Payment on Atlanta Land

To Title Option and Loan I have mailed the TFT check for $10,000 for option and TFTG check for $38,000 for the loan. The original executed documents and stock certificates have been filed permanently in Melvin Harris’s office.

Purchase of San Pedro Plant

The deal is on hold, pending your decision on who is going to buy the plant. Warren doesn’t want to spend the cash. Procedures prohibit Metcalf from owning two plants in one county. Benjamin doesn’t want to merge the two county plants he manages, because he’s expecting to market one in the next six months. The owner is determined to close the deal as soon as possible and no later than December 15, 19–.

New Claim Files Opened

1. Claim of fraud–MC 303 ($33,000)

2. Limitation-boundary dispute–BD 4

3. Delinquent tax claim ($1,062)

I will advise you on these details as the claims progress. Please let me know your preference on the Tall Oak Ranch payment schedule and your decision about who will purchase the San Pedro plant.

Example 2: Project status report template

Memorandum

TO:

FROM:

DATE:

SUBJECT: WNT Pilot Project Update

The WNT pilot project is now in the field-test stage.

Engineering reports that as of August 15, 19–, two tools are in service at the Los Angeles site. Although minor electronic problems have developed, the tools have run five jobs with good hyd-mechanical performance. One additional tool was shipped to Lafayette in July; however, the job was unsuccessful due to major electronics malfunctioning.

Engineering would like to do a few more tests on the tools before releasing them for production. The new target date for field-test sign-off is mid-October.

Revised charts are attached for your information.

Example 3: Employee progress letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Update on office reorganization project

I have made significant progress in reorganizing the front office. All receipts of bills paid prior to 1990 have been destroyed. I am currently cleaning out the customer files. This particular task has taken longer than expected as the latest documents were often located within the file rather than on top. Our office volunteer has begun sorting the supply cabinet. She comes in twice a week, so this task should be completed by the end of the summer.

I anticipate the entire reorganization to be completed by the end of September. At this time the new filing system will be specifically outlined so that all office workers and volunteers are able to maintain it properly.

Example 4: State your progress in project

Memorandum

TO:

FROM:

DATE:

SUBJECT: Update on Research Project

I am very pleased to be participating in such a well-planned research project. A lack of funding on other projects has always caused us to cut corners. This project, however, is top-of-the-line. Not only is our equipment running without a glitch, but we also have dependable subjects. The following is a brief update on both:

Equipment
The computer program seems to have excellent control over the calibration devices, the trial runners, and the stimulus presenters. The subjects have reported a steady flow of trials at intervals with varying frequencies and intensities. The responses and scores are reported instantaneously on the screen and a running record is kept of the percentages.

Subjects
All eight subjects have shown up for all 15 sessions, with the exception of one subject missing one session. However, she stayed late for two days to make up what she had missed. All trials have been run on schedule. Three subjects were determined to discriminate best at 800 Hz, two at 600 Hz, two at 500 Hz, and one at 300 Hz. They have been running according to these discrimination levels. So far our hypothesis seems correct, as all subjects have better discrimination levels when the stimulus is present forward.

If you have any questions or are interested in further details, please contact me in the lab between 8 a.m. and noon, Monday-Friday.

Objectives — Comments Off on Objectives
27
Nov 10

Objectives









Guidelines : Objectives

Objectives

Guidelines

  • State the objectives in measurable goals; include dollars and dates where possible. Be specific in your verb choice: Will you review, identify, research, improve, reduce, draft, implement, eliminate? If you “improve” something, to what extent? If you “review” something, what do you plan to look for and do afterward? In other words, at the end of the activity-plan period, you and your supervisor should be able to review this memo and measure what you have accomplished toward these goals.
  • Use headings and listings, rather than paragraph form exclusively, to aid a skimming reader in overviewing the total plan. If you intend to focus on only one major product, break it down into steps, stages, or results expected.
  • List objectives in descending order of importance or by dates to be accomplished.

Example 1: Objective plans letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Objectives for Calendar Year 19–

Renew or Cancel Out-of-Date Blanket Orders

I plan to review the names of authorized personnel who issue blanket orders and to identify evergreens, year-to-year, or annual orders. These orders will be renewed or canceled.

Draft Procedures as Office-Services Handout

Procedures will include the following: definition of blanket order, benefits, appropriate items for blanket orders, types of orders, releases.

Establish New Filing System

We will set up a more convenient filing system to alert us to expiring blanket orders so proper action (renewal, price increases or reductions, bid solicitation, cancellation) can be taken without delay.

Study Cost-Effectiveness

We will identify our dependable suppliers and encourage them, while weeding out the undependable ones (vendors who promise but don’t deliver, overship or undership consistently, ship substitute goods, are continually unavailable by phone). Additionally, we will search for backup suppliers on existing sole-source items. Finally, we intend to take advantage of corporate national agreements where advantageous.

Conduct Regular Staff Meetings

We plan to meet informally twice a month to educate each other on sources, references, and problems in an effort to improve overall production and efficiency.

Example 2: Objective documents

Memorandum

TO:

FROM:

DATE:

SUBJECT: Activity Plan, 19–

Our primary objective for fiscal 19– is to introduce computers to the midwestern branches, specifically Glennora, Hallsville, Mid City, Foster, Planter, and Holister. Trips are planned to all these locations within the next month so we may see what each has accomplished toward this objective. In addition, I have planned to meet with Joseph Tidas, who has written three computer books and will, I’m sure, have valuable ideas for us.

Specifically, I’ve outlined six objectives in order of priority:

• Introduce computers to six of our branches
• Complete the programming here in our corporate office
• Reduce property taxes by $160,000
• Employ a national management consulting firm by September
• Establish controls on report reproduction and reduce costs by $5,000
• Improve the format and detail of financial analysis provided to corporate each month

I look forward to the upcoming year and progress toward these goals.

Example 3: Objective letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Objectives for Fall Semester

The following objectives have been put forth for the fall semester for all international festivals at universities across the state:

Distribute advertisements one month in advance of the festival: Our company has always been represented at these festivals in the “Study Abroad” category. However, our late posting of advertisements seems to have limited the number of visitors to our booth in the past.

Contact the presentation site a week in advance to confirm appointment: This objective has also been created due to previous problems. We have had several experiences in which the appointment was not confirmed in advance, and a booth was not made available to us.

Distribute at least 100 brochures of study abroad programs: In order to advertise our programs we must distribute adequate information to interested persons. The international festivals are an ideal setting. With every 100 brochures distributed we can expect five phone calls for more information.

These objectives will be significant in ensuring an established site, announcing our presence, and spreading the word to university students. If you have any questions, please contact my office.

Example 4: New objective for business

Memorandum

TO:

FROM:

DATE:

SUBJECT: Plan for Running Subjects

Since we just began running subjects for this experiment last fall, it is natural that some kinks need to be ironed out. As a research assistant in charge of running one of the groups of subjects, I noted problems with lack of responding, inability to communicate with the subjects in the booths due to a broken intercom system, and the late arrival of time sheets to the payroll office. The following objectives have been created for this semester in hopes of improving the efficiency with which trials are run.

Training of subjects in proper response methods before hiring.
Each prospective subject is required to complete five sample trials with no missing responses before he or she will be considered for employment as a subject. These sample trials will highlight the importance of responding to each stimulus regardless of whether the subject is certain of the correct response.

Repair of intercom system.
The intercom system, which is the communication link between the subjects in the soundproof booths and the research assistant, is to be repaired or replaced at the beginning of the semester so that the research assistant can be made aware of any problems before, during, or after the running of any trial. In addition, the intercom system will save time, as the researcher can remain at his or her station and instruct the subjects from that point.

Designation of one person in charge of turning in time sheets.
The problems associated with late time sheets last semester were partially due to the shared responsibility. The research assistants in charge of groups often left their time sheets for the last group leader to turn in without informing her. These time sheets were often left in the office until the following week. The person in charge of the 4:00 p.m. group will be in charge of turning in the time sheets of all groups, which will be left in the appropriate basket.

If you have any comments or additional suggestions for greater efficiency in running subjects, please contact me. I will be happy to discuss your ideas.

Example 5: Objective report samples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Objectives for In-House Recycling Project

Several environmentally-conscious employees have recently formed a committee to help reduce the high volume of garbage generated by our office. A garbage count of all offices in this building for one day revealed 39 large bags. We have been throwing out materials which are easily recyclable: shredded paper, used white paper, cardboard boxes, and aluminum cans. The committee which formed in order to reduce this excessive waste introduced the following goals.

Long Term Goal:
Reduce our garbage output by 60 percent.

Short Term Objectives:
All offices will have four garbage bins: one each for (1) newspapers and magazines, (2) white paper, (3) cardboard, and (4) aluminum cans. A large container for each will be kept in the storerooms on each floor. A sign should be posted on each, designating each bin for a particular item. A small basket is recommended for miscellaneous items.

All offices will designate one person per day to empty the garbage into its larger container. If all garbage is brought to a central location, the committee members designated to deliver the garbage to the recycling center can simply go to one location to collect it.

Designated committee members will deliver the recyclable garbage once per week on company time. This designation is now done on a voluntary basis. If the job becomes too difficult for employees, the company will hire outside help for that purpose.

All of us are responsible for the garbage we generate within our offices. Please assist us in this effort to reduce unnecessary trash going to landfills.

Example 6: Letter for Objectives & Plans

Memorandum

TO:

FROM:

DATE:

SUBJECT: Summer Plan for Reorganizing the Front Office

A thorough cleaning of office files and storage cabinets has not occurred for several years. In order to make space for new files and materials, the summer months will be dedicated to a complete reorganization of the front office.

The objectives are as follows:

Remove all customer files which have been inactive for five years: The files should be shredded so they are unidentifiable. Keep the manila folders for reuse.

Content folders should be re-categorized and refiled due to misplacing of articles over the years: Articles will be divided into the following main categories: Adolescent Education, Adolescent Health, Adolescent Mental Disorders (and any other category which seems appropriate). These categories will then be subdivided into the specific subjects for which they cover.

Receipts of company bills paid before 19– should be shredded.

Contents of the storage closet should be sorted: Only essential items should remain. Those remaining should be categorized according to use.

I am aware this is no small task. Hopefully, the slow traffic expected in the summer months will give you time to take care of this matter. If there are no customers or phone calls to be handled directly, this project should be your first priority. Consult me if you have any questions about what should be discarded.

Example 7: Objectives

Memorandum

TO:

FROM:

DATE:

SUBJECT: Plan for Increasing Community Awareness

Our planned parenthood program has been operating for two years now, yet a poll conducted last month indicated few women are aware of its existence. In fact, teen pregnancies and contraction of STDs have risen in the past year. We have devised a plan for increasing public awareness so our presence can have an impact on the community. This plan includes setting up health booths one Saturday of every month at the local Wal-Mart and the local Albertson’s. The objectives are:

1. Provide free screenings of blood pressure, blood sugar level, hearing, and vision. This will attract people of both sexes and all ages. Otherwise, people may be too reserved to approach a booth which discusses sexual issues.
2. Hand out information packets on types of birth control. The packet should include information about free or reduced-price contraceptives offered at our clinic.
3. Hand out wallet-sized cards with our phone number, location, and types of services provided.

We plan to host a total of 12 days of health booths over the next year. You will be asked to volunteer for at least two Saturdays. Thank you for your cooperation.

Legal Opinion — Comments Off on Legal Opinion
27
Nov 10

Legal Opinion





Guidelines : Legal Opinion

Legal Opinions

Guidelines

  • Either give the summary of your opinion at the beginning of the technical explanation or include it in a transmittal letter. If there is any action to be taken, recommend it up front.
  • Pay particular attention to sentence and paragraph length to keep your writing readable. Don’t bury important ideas in long sentences and paragraphs. Contrary to popular belief among lawyers, periods do not create loopholes; with good transitional words and phrases, you can lead your reader into the next sentence or paragraph for further elaboration, exceptions, or qualifications. Short paragraphs also provide eye relief and call attention to significant ideas.
  • Cut these legalisms from your memo: redundant synonyms (last will and testament, maintenance and upkeep, null and void); ready-made introductions that could fit onto any number of opinions on the same subject matter; unnecessary quotes you could paraphrase; formalisms (party of the first part); plain old everyday repetition.
  • Use informative headings for a lengthy text.
  • Use examples to make vague or difficult concepts more understandable.
  • Don’t simply restate a law or contract’s wording: Make application to the questions at hand.
  • Put all important information in the text body, not in footnotes or attachments.
  • Don’t make your reader look elsewhere for details to understand the basic message. For example, don’t allude to other documents without attaching or enclosing copies.
  • Don’t write in the abstract–to “Everyman.” Picture your readers and write to them as you would explain the situation for their specific applications.

Example 1: Example of legal letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Liability Under the Farnsworth Contract

Tundrell’s liability under the Farnsworth contract is only to Farnsworth, not subsequent buyers such as Sibbo. Furthermore, we are liable to Farnsworth only for the actual loss caused by their relying on our initial commitment; that liability amounts to $226,000 to date. Such reliance involves their legal battles with Belasco County, as explained on the attachment.

I suggest we draft a letter to Sibbo explaining our position and then settle with Farnsworth for the $226,000. If you agree, let me know, and I’ll proceed with the proper paperwork.

Example 2: Legal Opinion letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Lease No. 876-44-4468, Recinda Prospect, Bellview County, KB Tracts 35, 37, 38, and 40

To summarize my lengthy opinion (attached) on the Recinda Prospect: Although there is no clear authority established in the state courts, the lease in Bellview County is maintained. Additionally, as a precautionary measure, we should execute a new lease in which the wording would clarify earlier vague issues. The effective date should be the same as the prior lease date.

All parties would benefit, and all are agreeable to write this new lease.

If you would like further research into the matter, please let me know.

Example 3: Legal opinion memorandum

Memorandum

TO:

FROM:

DATE:

SUBJECT: Exemptions of Fair Labor Standards Act

You raised the question whether the Fair Labor Standards Act and the wages and hours provisions therein apply to our inspectors who perform services outside U.S. territorial waters.

My answer: If an otherwise non-exempt inspector performs services outside U.S. territorial waters for an entire workweek, he is exempt from the Act for that workweek. If, on the other hand, the inspector performs services within the United States for any portion of a given workweek, he remains non-exempt for that entire workweek.

The term “workweek” is defined as follows:

An employee’s workweek is a fixed and regularly recurring period of 168 hours–seven consecutive 24-hour periods. It need not coincide with the calendar week but may begin on any day and at any hour of the day. For purposes of computing pay due under the Fair Labor Standards Act, a single workweek may be established for a plant or other establishment as a whole, or different workweeks may be established for different employees or groups of employees. Once the beginning time of an employee’s workweek is established, it remains fixed regardless of the schedule of hours worked by him. The beginning of the workweek may be changed if the change is intended to be permanent and is not designed to evade the overtime requirements of the Act. (Dept. of Labor Interpretive Bulletin, 29 C.F.R. §778.105)

Exemptions

The Act provides for several exemptions, including the following:

The provisions of sections 206 [re: minimum wages], 207 [re: maximum hours, i.e., overtime], 211 [re: collection of data], and 212 [re: child labor] of this title shall not apply with respect to any employee whose services during the workweek are performed in a workplace within a foreign country or within territory under the jurisdiction of the United States other than the following: the District of Columbia; Puerto Rico; the Virgin Islands, outer Continental Shelf lands defined in the Outer Continental Shelf Lands Act; American Samoa; Guam; Wake Island; Eniwetok Atoll; Kwajalein Atoll; Johnston Island; a State of the United States. Id. §213 (f).

The Act does not apply outside the United States; accordingly, an inspector who performs services in a foreign country is exempt from the Act for the purposes of those services.

Case Law Support

• Burns v. Metcalfe Construction Company, 69 F. Supp. 381, 382 (W.D. Mo. 1946): The Act held inapplicable to construction work performed in Canada.
• Bernhard v. Metcalfe Construction Company, 64 F. Supp. 953, 954 (D. Neb. 1946): The application of the Act held to be limited to “the territorial limits of the United States, its territories and possessions.”
• Filardo v. Foley Bros. Inc., 181 Misc. 136, 45 N.Y.S.2d 262, 263-64 (Sup. Ct. 1943): The Act held inapplicable “to work and employees in foreign countries even though such employees are citizens of the United States.”
• Wirtz v. Healy, 227 F. Supp. 123 (N.D. III. 1964): The Act held inapplicable to workweek “in which the tour escort performs all of his work exclusively in a foreign country.”

This case further refines the principle of the Act as stated in my second paragraph of this memo:

The exemption provided by Section 13 (f) of the Act is inapplicable to a tour escort of defendants who, during a particular workweek, performs services both in a workplace within the United States and in a workplace within a foreign country…. Thus, when a tour escort of defendants spends part of workweek with a tour in the United States, it makes no difference where the remainder of such work in that week is performed; the tour escort is entitled to the benefits of the Act for the entire week….

The exemption provided by Section 13 (f) of the Act is applicable to a tour escort of defendants during any workweek in which the tour escort performs all of his work exclusively in a foreign country. (Id. at 129)

Illustration of Our Application

For an example of the Act as it would apply to Helco: Assume the workweek for both Inspector A and Inspector B begins and terminates on Sunday at midnight. Inspector A leaves the United States on Wednesday of week 1 to investigate a construction site in England and returns on Wednesday of week 2. Since Inspector A performs services within the United States during parts of both week 1 and week 2, the Act applies to him for both of the weeks, including the time spent in England. He must be paid minimum wage and overtime.

Inspector B leaves the United States on Wednesday of week 1 to investigate a construction site in England and returns on Wednesday of week 3. Since Inspector B performs services within the United States during parts of week 1 and week 3, the Act applies to him with respect to those two weeks, including the time spent in England during those two weeks. But, since Inspector B performs services exclusively outside the United States during week 2, the Act would not apply to that week. He could be paid less than minimum wage and receive no overtime pay for services during that second week in England.

I hope this clarifies our situation. If there is anything further, let me know.

Investors — Comments Off on Investors
27
Nov 10

Investors






Guidelines : Investors

Investors
Guidelines

  • Provide an overview of the development and history of both your company and your product. Highlight any unusual, positive developments (i.e. rapid growth, market penetration, etc.).
  • Follow up to potential investors with letters of inquiry. Include your goals and a copy of your current business plan.
  • Explain briefly your company’s goals. A detailed description of your goals and products can be included in your business plan.
  • Maintain a positive, upbeat tone throughout your correspondence. Detail any and all positive developments that may influence a potential investors decision.

Example 1: Follow up to Interested Investors

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jeffries:

Maxwell Atkins mentioned a number of weeks ago that you expressed some interest in our company, Pamplin Productions, Inc. I have enclosed a copy of our business plan for your review.

Our goal is to raise the necessary capital by the end of the year.

If you feel this is a relationship you might like to pursue, I would love the opportunity to meet with you to discuss our plans further.

If you would like to schedule a meeting, or have any questions or comments, please call me any time at (555) 555-5555.

Sincerely,

Example 2: Follow up letter to investor

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Susan:

Thank you for taking time to meet with Robert and me today. I’m sure your schedule is busy and we appreciate your spontaneity.

As we discussed, Overland Solutions has experienced some luck with our first couple months in the distribution channel and we expect to continue to expand. I will deliver our five-year projections on Tuesday to show you what we have in mind. For now, I have included a couple of our most popular products for your review.

Should you have any questions or comments about the company, please do not hesitate to call me at (555) 555-5555 or e-mail me at myname@overland.com.

Thanks again for your interest, and I will follow up with you next week.

Sincerely,

Example 3: Follow up on Telephone Conservation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jeff:

Thanks so much for taking time to discuss DHP Products with me today.

Things are going well for us so far, and we’re very excited about the future. With the proper funding and team, we are confident that we will be able to meet our ‘97 projections.

I will call you tomorrow to confirm your receipt of the enclosed information. However, if you have any questions or comments, please call me any time at (555) 555-5555.

Sincerely,

Example 4: Letter to investor

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Frank:

Happy New Year!

We have been very busy at DHP Products, and things are looking better every day. My apologies for taking so long to get back with you. I received your message over the holidays, and I wanted to let you know we are still interested in bringing in private capital.

Next week, we will be putting together a formal offering document. If you would still like to consider us as an investment, I will be happy to provide you with additional information. Here are some of the highlights from December:

• DHP Products gained SysTech, the largest software distributor, as a distribution source for all of our products.

• DHP Products closed a national deal with Office Place to sell a hybrid, higher priced DHP product in addition to standard our regular line.

• DHP Products closed a national deal with Overland to sell three titles.

• DHP Products closed a chain wide deal with Brock Place to sell three titles.

• DHP Products’ sales totaled over $225,000 for December.

• DHP Products’ sales totaled over $1,250,000 for 1996 with practically no advertising or promotional efforts.

Needless to say, we are very excited about 1997! We have been granted a little time to re-group and focus on sales, thanks to our current investors, and are ready to move forward with our goals to own the how-to reference software market. Our balance sheet is looking healthier each week, and we feel very confident that we will meet our year-end projections this year.

Please let me know if I can answer any questions for you, and welcome back to Detroit.

Sincerely,

Investigations — Comments Off on Investigations
27
Nov 10

Investigations












Guidelines : Investigations

Investigations

Guidelines

  • Distill and report first the essence of your discovery and your recommendation. Offer a brief recap of what happened, with what results, and why. If cause cannot be determined, say so.
  • Then mention recommendations–or possibly action already taken–to prevent a recurrence.
  • Follow with details about your actual investigation procedures and specific findings.
  • Specify if this is a one-time, infrequent, or recurrent incident. Such information would suggest stronger-than-normal preventive measures, replacement of equipment, or revised procedures.
  • Include, if significant and possible, time and dollar loss.
  • Be careful that details are exact and plentiful. Your report may later be the basis of legal action.
  • Identify subjective statements as such, distinguishing them from investigative facts.
  • Don’t shroud your details in the passive voice in an effort to sound “official.” If you are authorized by your company to investigate, your report will be official. Active voice and a few pronouns (“we decided to replace…” vs. “it was decided to replace…”) will breathe life into your writing.

Example 1: Sample letters for investigations

Memorandum

TO:

FROM:

DATE:

SUBJECT: System Disk Crash

On July 8, 19–, we had a physical crash of the read/write heads on our oldest disk drive, the first such occurrence in the four-year life of our system. The cause of the problem was a dirty disk pack and infrequent preventive maintenance on the system.

As a result of the crash, we have a damaged disk pack and have had to replace six of 20 heads on the drive. Time for repair and recovery amounted to 15 hours.

I have contacted Chilton Company for their recommendations to prevent future occurrences and plan to take advantage of their suggestions:

• Preventive maintenance–Bordelon, out of Phoenix, will provide on-site inspection and cleaning of our packs twice a year at a cost of $16 per pack.
• Damaged pack–Marceau Computer Services will revamp our damaged pack at its main laboratory here in the city for a cost of $390. (A new pack, costing approximately $1,600, will be unnecessary.)

We fully expect these new measures will prevent recurrence of the problem.

Example 2: Investigation template

Memorandum

TO:

FROM:

DATE:

SUBJECT: Shooting Incident at Belford Plant

On August 4, 19–, at 11:36 p.m., someone fired two 6mm rounds from close range outside the Belford plant gate. One of the three security employees was hit in the arm; after hospital treatment of the minor wound, he was released. We notified the Sheriff’s Office and filed a report, but to date there have been no arrests and no shell cases recovered.

Since we know of no such previous incidents, we have made no changes in the site’s security as of this time nor do we know of changes that would prevent recurrence of a similar incident.

An inspection of the gunshot damage revealed one round hit the south end of the compressor building, entering approximately 10″ above and to the right of the door. The second round hit the north end of the same building, deforming the exterior sheeting adjacent to the exhaust stack.

The two other security employees on duty sighted a white car, model undetermined, leaving the vicinity of the front gate immediately after the shots were fired.

Example 3: Workplace investigation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Rodent Control

On March 3, 19–, one of our customers reported a mouse on the showroom floor. An exterminating service was called. They determined the entrance to be a loosely sealed back door in the storeroom. The exterminators also reported there was little evidence to indicate more than one mouse had entered the building.

The back door was resealed on March 4, and an exterminator set up humane traps to eliminate any rodents remaining in the building. The cost for the resealing materials and the exterminator totaled $109.98.

The following recommendations were made by the exterminator to deter further rodents entering the building:

· Don’t leave the back door open for an extended period of time.
· Eat foods which may leave crumbs only in designated eating areas, since these areas are frequently wiped off.
· Do not throw food packaging into the garbage cans near your desks. These packages should also be disposed of in the kitchen only.
· Report any rodents immediately to the manager, who will call the exterminator.

I am certain this problem is under control. To ensure it remains under control, please follow these recommendations. If you have any questions, please call me or come by my office.

Example 4: Investigation memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Stolen holiday decorations

On December 16, we discovered our holiday lawn ornaments missing. This not only cost us the actual price of the ornaments, but also the countless hours spent designing and setting up the lawn. The property was stolen only two days before the annual Holiday Lawn Contest. The total estimated loss in property and employee hours was $1,053.65.

The police immediately launched an investigation. They discovered some of our ornaments at a local pawn shop. The owner of the shop indicated he purchased the ornaments from some teenagers who came in early that morning. Further investigation using the tapes from surveillance cameras helped officers to determine the identity of the perpetrators. They were taken into custody.

All of our ornaments were recovered by December 23, 19–, too late to set them up on the lawn for the contest. Since Christmas was so near, we decided to store everything until next year when we will try again for the prize.

For all of you who worked so hard on the display, we applaud your efforts and congratulate you on a job well done.

Example 5: Policy investigation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Recent floor accident

On July 3, 19–, one of our employees, James Arnold, was rushed to the hospital after the mechanical/electrical failure of one robot caused the arm to drop, crushing Mr. Arnold’s arm. Although Mr. Arnold is recovering and reported in stable condition, the doctors indicate he may not be able to use his arm for several months.

We investigated the situation and discovered an electrical short in the wiring caused an error in the movement of the robotic arm. This glitch caused the arm’s full motion to be cut short. Because of a manufacturing error, the arm could not withstand the pressure of the position and fell down onto Mr. Arnold’s arm.

We have contacted the manufacturer who admitted fault and assured us his company’s insurance would cover the full cost of hospital bills for Mr. Arnold as well as the loss in production due to the damaged robot. Finally, the robot will be replaced with the latest design, which has built-in safeguards to prevent such accidents.

Example 6: Investigation reports

Memorandum
TO:

FROM:

DATE:

SUBJECT: Investigation of Biting Incident

On February 3, 19–, a four-year-old boy in Mrs. Koffman’s class bit a three-year-old girl on the hand. An open wound did result from the bite and the young girl received five stitches. The young girl’s father requested an investigation into the incident as he felt supervision may have been lacking.

An investigation was conducted which consisted of teacher and teacher assistant interviews and observation of current practices within the preschool classrooms. The investigation yielded the following results: The children were adequately supervised at the time of the incident. However, the biting happened before any intervention could take place.

Observation of the current and previous functioning of teachers indicates that although children are involved in independent play, a teacher or assistant is never more that a few feet away and the teachers are always scanning the room.

Although we feel this incident was unavoidable, we have taken measures to lessen the chance of occurrence.

1. Teachers have been made aware of this incident and were encouraged to keep their eyes open.
2. Three-year olds will have a different center time than the four-year olds.
3. Teachers will promote more vigorously a “use your words” program to help children express their emotions using words instead of physical violence.

We hope these steps and a quicker eye will help make a difference.

Example 7: Investigation documents

Memorandum
TO:

FROM:

DATE:

SUBJECT: Recent Food Poisoning Incident

Between June 1 and 3, three customers reported becoming sick after eating at our restaurant. All three reported stomach ailments which caused vomiting and diarrhea. All have reportedly recovered completely. The management opened an investigation into the food served those evenings to determine if our food was indeed the cause of the illness.

Results of the investigation indicated all three customers ordered and consumed the fresh fruit salad. This salad consisted of red grapes which were tested and found to contain an illness-producing bacteria. Not all people are sensitive to this bacteria, which explains the fact that only three people got sick from the grapes. We contacted our fruit distributor who plans to follow up on the testing.

The affected customers received a letter of apology along with a $50 gift certificate to our restaurant. They were assured we have investigated the problem and will do everything possible to avoid a similar situation in the future.

Example 8: Investigation letter of Mechanical Failure

Memorandum
TO:

FROM:

DATE:

SUBJECT: Investigation of Mechanical Failure

On July 30, 19–, we experienced mechanical problems during a flight and were forced to make an emergency landing at JFK International Airport in New York City. An investigation began immediately upon landing the plane.

The engineers inspected the plane and discovered a small leak in the fuel line. Thankfully, the pilots discovered the problem immediately and brought the plane to a safe landing. The plane underwent the proper repairs, costing $2,500. In addition, each passenger was offered a $400 voucher for future flights and placed on another flight. The total cost to the company is estimated at $100,000. We are thankful to the pilots who discovered the problem as the losses could have been much greater.

The engineers and maintenance crew members systematically check for leaks before flights. However, leaks are sometimes too subtle to detect. New equipment is being developed to improve detection techniques.

Example 9: Investigations matters

Memorandum
TO:

FROM:

DATE:

SUBJECT: Sprinkler Activation Investigation

On October 12, 19–, the sprinkler system on the sixth floor of our office building was inappropriately activated. The office equipment and furniture suffered some water damage before the sprinkler system was shut off. The damages are estimated at $27,000.

An investigation was led by the installers of the sprinkler system. After a thorough search, they were unable to find a malfunction or a short in the wiring. The installers suggested the system may have been manually activated. Our company is expected to begin an internal investigation to determine if this is a possible answer. This is a very serious incident which has caused significant damage to company property. If you have any information concerning the activation, please contact me immediately. Your full cooperation with this investigation is appreciated.

Example 10: Investigations Letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Frequent Cigarette Breaks

Since the “No Smoking” ordinance in public buildings took effect last May, many employees are going outside several times a day for cigarette breaks. We have designated the side balcony as the smoking area for those employees.

We have recently been notified by several supervisors that smoking employees are leaving their work sites several times both during the morning and afternoon hours to have a cigarette. A brief investigation of the situation determined that some employees were taking one break per hour, each one lasting approximately 15 minutes. This frequent interruption causes slowdowns in productivity as well as decreased morale for some non-smokers who do not take as many breaks.

Our company policy indicates all employees are allowed a 15-minute break for every four hours worked. Smokers are welcomed to use this time as a cigarette break. However, the 15 minutes must be taken simultaneously and cannot be broken up into several five-minute breaks.

Breaks should be taken according to policy. Your supervisors have been asked to inform me if this policy is not adhered to.

Inspections — Comments Off on Inspections
27
Nov 10

Inspections












Guidelines : Inspections

Inspections

Guidelines

  • State your overall evaluation results briefly up front–“serious problems with…,” “minor problems only,” “adequate,” “inadequate and in need of immediate attention,” “adequate with the exception of.…”
  • Choose the most logical arrangement to present specific findings–by department, by most to least significant, by most to least expensive, by physical layout, or any other easy-to-follow arrangement. Don’t organize your letter or memo by chronological order of inspection.
  • Under each finding, insert your recommended action to correct or improve the item, area, or procedure. Then follow with specific details–usually how and why. Why did the problem or deficiency develop? How should we do the action and/or how should we prevent future problems? Last, under each separate section, mention any attachment you have included to make the action clearer.
  • Don’t vacillate between the “adequate” and the “inadequate.” This confusing mixture of details makes it difficult for the reader to keep score on how the situation really stands without marking a tally sheet as he/she reads.
  • Separate fact from opinion. Don’t make judgmental statements without identifying them as such. Acknowledge where others may disagree.
  • Don’t put a lengthy list of recommendations in a separate section from the findings and force the reader to go back and forth from page to page (finding to recommendation, back to finding, back to recommendation) to understand and do the recommended action. A separate “Findings” section is appropriate only when the findings are lengthy, complicated, or in need of detailed explanation.
  • In lengthy inspections, make sure headings are frequent and informative to allow multiple readers to skim and single out their area of interest and action.
  • When your correspondence is a lateral communication, use a deferential tone.

Example 1: Example of inspections letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Off-Site Storage Audit

Our present data-storage bin in the building on the corner of Brice and Hitton is inadequate for environmental control and security reasons. I recommend we terminate use of our present bin and secure space in the same building in an area that provides single-tenant control of access. The increased cost of this recommended space with improved environmental control and security will be $1,890 per year.

Our present storage space is a bin constructed of metal shelves with solid metal backs, bolted together to form a room (approximately 9’ x 16’ x 10’) with a cement floor, an iron-grating ceiling, and a wire door for access. This door is locked by supervisory building personnel during normal shift hours, 8:00 a.m. to 5:00 p.m. However, we have access to this area at all times of the day and night. Other tenants have access to our area during the normal shift times; it is possible for one tenant to remove another tenant’s material without the knowledge of building personnel.

The building, located three miles from our data center, lies within safe limits from hazards. Two sprinkler heads in our area allow access by the fire department. Dust migration, however, and other temperature controls are lacking when deliverymen leave overhead doors open for long periods of time. Although total security for our tapes would require a fire/heatproof safe, I do not think the expense is justified at this time.

Currently we are paying $150 rent per year. The charge for the recommended single-tenant space will be $170 per month, for an overall increase of $1,890.

Example 2: Sample of inspection report

Memorandum

TO:

FROM:

DATE:

SUBJECT: Audit of Lackland Operations

Our on-site audit team found the operation at Lackland to be efficient with only two exceptions: lack of informational signs and fire safety.

We submit the following recommendations for your consideration and ask you review and comment on them by April 10, 19–.

Recommendations for Signs

• Signs at all four entrances to the site (information to be included: plant name, address, emergency phone numbers, “no smoking” warning)
• Sign on Williamsburg Road cutoff (information to be included: plant name, address, directional arrow)

Recommendations for Fire Safety

• Study on adequacy of firewalls around the storage tanks
• Hydrotesting of fire extinguishers at five-year intervals
• Written procedures for fire drills and emergency evacuations (Sample procedures from the Oakland plant are attached as guidelines.)

This inspection team included A. B. Wall, P. T. Bailey, and T. H. Williams. Please direct questions to any one of them at ext. 6667.

Example 3: Inspection reports templates

Memorandum

TO:

FROM:

DATE:

SUBJECT: Residential Inspection at 2500 Morris

At your request, I inspected the house at 2500 Morris on January 8, 19–. Based on my limited visual inspection, I think the house needs immediate foundational and roofing repair before we can attempt to market it.

The foundation has experienced differential movement to a more-than-normal degree. The roof is nonserviceable on the north half of the garage. The basic structural framing, including load-bearing walls and vertical bracing, appears to be functional as intended with one exception: The front porch is in poor condition due to wood rot.

Deterioration of nonstructural materials requires repair but not immediately.

Flashing caps loose. Have Lenny Holloway make these repairs before the heavy rains cause further drainage problems.

Attic insulation missing. Recommend we add it after the house is sold.

Exterior paint cracked. Schedule painting job with Kemkoe Painters, Inc., at their earliest convenience. The house will not sell without a new paint job. I would suggest we keep the original color if it is at all possible to match it.

Example 4: Vehicle inspection report letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Vehicle Fleet Maintenance Inspection

The vehicle maintenance records audit and on-site visual inspection indicated all vehicles have been adequately maintained with quarterly fluid changes and/or checks, including motor oil, windshield wiper fluid, battery fluid (if applicable), and transmission fluid.

The following items were found to be inadequately maintained:

State Inspection Sticker
The state inspection stickers were all lapsed, due approximately 3 or 4 months prior to the inspection. The vehicles should be inspected immediately, as any lapse can result in a state fine of up to $100 per vehicle. The inspection will cost $11 per vehicle if taken to an inspector’s garage. However, you may be able to hire an inspector to come to our grounds and perform the appropriate checks.

Tire Inflation
On-site air pressure measurements indicated levels below 30 pounds in cars 7, 12, 16, and 22. All of these cars should have tire pressures of approximately 35 pounds. Proper air pressure will help prevent premature and uneven wear on the tire as well as increase gas mileage.

Exterior Cleanliness
The entire fleet should be washed at least every three weeks. This is essential since company logos appear on each car. The following is a list of car washes who contract fleet cleaning: Wash & Dry, Dad’s Helper, and Sparkling Cars. A bid should be requested from each.

This inspection was completed by Jay Hoosier and Andy Nave. Feel free to contact them at ext. 2211 if you have any questions.

Example 5: Inspection detail letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Restroom Inspection

A recent inspection of the 14 restrooms in this office building yielded poor results. Lack of cleanliness and adequate supplies were both areas of concern.

Lack of Cleanliness
Upon entry, a strong odor was present. This odor appeared to be from overflowing garbage containers, unflushable toilets, and mold/mildew ridden floors. A thorough bleach cleaning of the bathrooms, plumbing work on stopped-up toilets, and an emptying of garbage cans is necessary. Due to these bathrooms being in high traffic areas, two daily cleanings are recommended.

Lack of Supplies
Every bathroom was missing a spare toilet paper roll in each stall. In addition, paper towels for drying hands were missing. The feminine napkins dispensers should be removed if they are not regularly refilled, as they were reportedly not filled since February of last year.

Please tend to these matters immediately as improperly maintained bathrooms are often a breeding ground for infection. If you have any questions or would like recommendations concerning cleaning crews, please contact me at ext. 220.

Example 6: Inspection result letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Americans with Disabilities Act (ADA) Compliance Inspection

Recent inspection of our Main Street location indicated significant problems with access for people in wheelchairs. We expected such results as the building was built in the early 1950s. Problems noted were a lack of ramps for entry, lack of automatic door openers, and no elevators. Additionally, bathroom doors were determined to be too small for entry. Inadequate lavatory facilities were also indicated.

The cost of repairs for compliance far outweighs the worth of the building. We are searching for an alternate space. If you have any comments, please contact me or leave a message on my voice mail.

Example 7: Inspections letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Air Conditioning Unit Inspection

A recent inspection of our AC unit indicated the need for maintenance. Due to the age of the unit, special equipment must be ordered before the work can begin. This maintenance work will require shutting off the system for 48 hours. Unfortunately, the crews do not work on Sundays. Therefore, we will be forced to shut down the air conditioning at 5 p.m. on Friday. It will be turned on again 8 a.m. on Monday.

I regret the inconvenience this may cause many of you who come in on weekends.

Thank you for your patience.

Example 8: Example of Inspections

Memorandum

TO:

FROM:

DATE:

SUBJECT: Travel Expenses Audit

A detailed audit of expenses by traveling employees was recently ordered by top management in an effort to reduce unnecessary spending. The audit indicated that employees are often reimbursed for expenses such as meals, dry cleaning, and room service without presenting documentation of the charges. In fact, only 52 percent of the reimbursements could be verified with documentation.

The total amounts to be paid to the employees were often reached by summing up the handwritten notes added to the reimbursement statements.

Beginning Monday, August 18, documentation will be required for all reimbursement claims. This documentation should be in the form of receipts. You are asked to review our travel expenses policy to determine which expenses from your trip are acceptable for reimbursement.

Thank you for your cooperation.

Example 9: Budget Inspections samples letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Budget Inspection

Thank you for your recent submission of a complete budget for this fiscal year. Overall the plan was excellent, showing an elimination of wasteful spending on outdated projects and a gradual closing of two staff positions upon retirement of the current employees.

Only one small problem was noted. You projected the purchase of new computer monitors for the entire office and a color copier to be used between departments. However, in our recent meeting, we determined these purchases would not be made until the following fiscal year since equipment funding has not yet been approved.

Please make the appropriate corrections and resubmit the budget for approval. If you have any questions or concerns, please call me or come by my office.

Example 10: Inspections

Memorandum

TO:

FROM:

DATE:

SUBJECT: Parking Lot Inspection

A recent inspection of the parking lot revealed several safety problems.

Day inspection

The day inspection indicated the following problems:

· Two potholes, one on the southwest corner and one in the middle of Row B. Repair crews should be called in for an immediate repair. Meanwhile, the holes should be clearly marked by orange cones or other clearly visible barricades.

· Faded pedestrian crossings are not clearly visible and could be the cause of a serious accident. These crossings should be repainted in white so they can be easily seen both during the day and at night.

Night inspection

The night inspection revealed one problem—inadequate lighting. Several of our employees and clients are at the office past regular working hours. Therefore, it is essential the parking lot be illuminated to deter crime, as approximately five car break-ins were reported last year. The local utility company can provide you with the information you need to install more lighting fixtures.

I would greatly appreciate your prompt attention to this matter.

Fund Raising — Comments Off on Thank You
27
Nov 10

Thank You




Example 1: Letter of thank you for donation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mershon:

On behalf of our entire staff here at the Davis School for the Blind, I’d like to thank you for your generous gift of $350 toward our building improvement fund-raising efforts.

Your gift will help make it possible for us to upgrade and enhance our existing facilities. We appreciate your continued support, and we’ll keep you updated on our progress.

Sincerely,

Example 2: Letter to donor

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Biafra:

My thanks and appreciation for your donation of the three antique desks for our use in the silent auction this weekend. We’ll price them to start at $300 each. My hope is that they’ll generate so much interest they’ll ultimately sell for over $600.

As we discussed, if you don’t find it convenient to bring the desks in by March 12, we’ll be happy to pick them up. Please let us know.

Sincerely,

Example 3: Thank you letter for pledge of money

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Hoover:

Thanks for making the effort to meet with me last week in Boston. I enjoyed talking with you. I wanted you to know how much we appreciate your information about alumni and others who might have an interest in supporting Samuel Quinn College.

We very much appreciate your pledge of $2,000. Additionally, your advice and suggestions about potential supporters should prove most helpful. Please keep us informed if you come in contact with any other potential supporters.

Again, our thanks for your help.

Sincerely,

Fund Raising — Comments Off on Fund Raising
27
Nov 10

Fund Raising






Guidelines : Fund Raising

Fund Raising
Guidelines

  • Develop a connection between the person you are soliciting and the cause for which you are working. Mention a mutual interest or thank them for a previous contribution.
  • Explain the purpose, intent and goals of your organization clearly and concisely.
  • Thank all contributors regardless of the size or amount of their contribution.
  • Give honest and sincere appreciation in your letters of thanks.

Example 1: Fundraising letters sample & Direct Solicitation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Smith:

The Armand Golf Tournament has benefited needy students in our community for the past 25 years. On average, the tournament has raised more than $75,000 per year to aid the less fortunate.

Travis Davis, school superintendent, asked that I, along with Allen Thornell from First State Bank, co-chair the event. Last year, as you might remember, Granite Communications gave the tournament $5,000. At the time, you said you’d like to do better than that this year, so we would like to ask you to consider a gift of $10,000. As we have done in previous years, your contribution would be recognized in the program and announced during the tournament itself.

I do hope we can count on your support in making the tournament a success again this year. Please make your check or money order payable to the Armand Golf Tournament and send it to the address at the top of this letter.

We look forward to seeing you at the tournament.

Sincerely,

Example 2: Follow up to Phone Solicitation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Toliver:

While we all get solicited for so many valuable causes, everyone must set his or her own priorities. Therefore, I certainly understand that circumstances don’t permit your supporting the Brock Home for Children at the present time.

However, when we talked last week I sensed that perhaps you would be willing to help us out in a few months or so. Maybe then you’d take another look at your circumstances and decide if you could lend some support to our organization. I’ll make a note on my calendar to call you in March.

Sincerely,

Example 3: Donation request letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Cantor:

Edward Strong related to me that you been an ardent advocate and supporter of S.E. Brighton Museum of Art for many years. Please accept my thanks on behalf of the museum.

Do you still spend summers at Karel Cove? If so, perhaps we could find a time to have lunch when you arrive for the season in May.

Alternately, you might like to come to the museum for the opening of the Kapers exhibit in August. Evelyn and I would be pleased to have you for dinner. We could then attend the opening together. I look forward to hearing from you.

Sincerely,

Example 4: Solicitation of Cash Donation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Anderson:

The Davis School for the Blind has been presented with a rare and wonderful opportunity. An anonymous donor has offered us a 1-to-2 matching grant, based on our ability to raise donations.

You were such a strong supporter of the school in our time of crisis last year. We are turning to you now in hopes of enlisting your support. Basically, for every $20 you give, the donor will donate $10.

Thanks to your past support, we have brought the school out of the red. We have greatly broadened our donor base and are no longer dependent on a few benefactors. However, there is still much that remains to be done –the salaries of our teachers remain relatively low compared to the national average and our facilities are in need of major renovation and maintenance.

Help us make the most of this opportunity.

Sincerely,

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