Proposals & Reports

Cover Letters — Comments Off on For Reports
27
Nov 10

For Reports







Guidelines : For Reports

Cover Letters for Reports

Guidelines and Alternate Phrases

  • Mention the report you are enclosing.
  • I’ve enclosed our activity report for….
  • Enclosed is the feasibility study you requested on the possibility of….
  • I’ve attached my conclusions about the work to be done on….
  • Summarize the key conclusions and recommendations. This overview may be the only part of your report the executive decision-maker reads.
  • After careful study of the area, we have concluded that extending the gas lines to this Keystone development would not be economically advantageous.
  • Our audit shows a serious problem with inventory control; our calculations suggest an excess of $250,000 in out-of-season inventory.
  • Our analysis of the staffing needs reveals a shortage of at least four field engineers and two equipment operators.
  • Our primary recommendation is to terminate the contract.
  • My suggestion is to begin study immediately on the feasibility of….
  • Give your opinion, if appropriate, about the work undertaken and its benefit to the organization.
  • I think we should hire the staff necessary to complete the project by year’s end. With that information, we should be able to budget more accurately for the coming nine quarters.
  • With this information in hand, I think we are in a superior position to make an offer on the Haverty property.
  • The results of this study should minimize considerably the risk in our moving ahead with the marketing plans.
  • With this latest data, we should have solved our processing problems for the Ohio regions.
  • Suggest a next action step, if appropriate.
  • If you think these preliminary results are inconclusive, I suggest we contract with Belton Associates to complete a brief study of….
  • I suggest your office draft a letter to the would-be buyers to make them aware of the extenuating circumstances.
  • If you think more work should be done in this area, we can always…before making a final decision.
  • If you agree with these assumptions and conclusions, I suggest we seek budget allocations of $10,000,000 to….
  • Thank a client for the opportunity to conduct the work. If you’re submitting an internal report, you may want to acknowledge help from other sources within your own organization.
  • Thank you for the opportunity to be involved in this project.
  • I appreciate your seeking our expertise before making the final decision.
  • Thank you for funding this study–the results should be far-reaching for our employees and the community at large.
  • I also want to take this opportunity to make you aware of the help our Marketing Department (John Turner and Kay Tibbs) provided in gathering this information.
  • Mark Fritz also contributed valuable insights on these figures and the related issues. Both he and I have appreciated the opportunity to look into this situation further.

Example 1: Sample of cover letter for report

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Schwartz:

I’ve enclosed my initial report on the property loss at 2897 Barbagallo Street. This loss occurred as a result of the heavy snowfall on January 16 in the foothills near Santa Fe, New Mexico. Our insured’s large warehouse and showroom collapsed as a result of the heavy build-up of snow.

We have paid the insured’s contents claim of $128,344. On the building itself, however, we have reserved $335,000, pending further investigation. Recent information leads me to believe this claim is overstated. Ned Rosoff Independent Adjusters is involved in handling this claim. We are in the process of requesting bids for the demolition and repair of the structure and will report to you again as soon as the information is available.

If you want to discuss this claim further, Scott Andrews or I can answer your questions.

Sincerely,

Example 2: Summary cover letter for report

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ruyon:

I am forwarding to you a list of current work in progress on the Barton project. To date, we have expended 422 hours in surveying 16 sites. Of these 16 sites, our conclusions are that six will require a complete replacement of all structures and five can be handled with “built-ins.”

We estimate our survey will be complete by the end of the year. In my opinion, the additional staff required to attempt to rush completion will not be cost-effective for your purposes.

I suggest a representative of your office label and arrange shipment of the replacement materials for each site. Because we are referencing so many past drawings, this cataloging should begin only toward the end of the project.

As always, we are finding it a pleasure to work for you and welcome the challenge to help you identify your construction alternatives. Please keep us in mind as a source of expertise on other similar projects.

Sincerely,

Example 3: Cover letter for reports

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Kahler:

I have enclosed my analysis of our data entry staff’s efficiency. Based on last five months’ sales figures, number of errors made in entries, number of orders placed per day, and length of employment I have come to the following conclusions:

Problem areas: We are making almost 20 percent more errors than we did at the onset of the study, with only a 4 percent increase in number of orders to enter.

Probable causes: The increase in order error seems to be due primarily to the fact that we have been hiring more temporaries rather than searching for new employees. As a result, we have an erratic length of employment—some people work only one day and decide they want a different assignment. Because of this, we are facing a loss of experience on the part of the staff. It is only natural someone who is new to our system will make more errors.

Suggested solution: While temporary agencies are convenient, I would suggest we either take on temp to perm candidates only, or that we begin to advertise our openings more heavily.

Sincerely,

Example 4: Professional cover letter examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Moise:

I am submitting to you a detailed report covering the following aspects of our book promotion for Esther Franck, Bob Wylie, Chang Liu, and Bill Broadmoore:

• Book tour costs (includes hotel, travel and meal expenses)
• Advertising campaign (radio and print)
• Book store promo (posters and leader bins)
• Audio book costs (studio time & director pay, author/reader pay, known actor/reader pay)
• Audio book promo (print only)

While you will see an increase of almost 40 percent in our expenditures in these areas, I would also like you to note the increase in sales for each author:

• Franck – 45 percent
• Wylie – 67 percent
• Liu – 81 percent
• Broadmoore* – 35 percent

*Broadmoore has not yet gone on his book tour.

I think the gains we have made in sales have more than offset the increase in costs, particularly when you note the pie graph on page 10 showing the effect of each type of promotional expenditure on the increase of sales. Book tours are currently our number one booster of sales—people seem more inclined to buy the book when they have met the author.

I am available to discuss our spending policies at your convenience.

Sincerely,

Example 5: Reports Cover Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Thurston and Ms. Gerrard:

Enclosed is the marketing analysis report for your new product line. We have broken our findings into the following categories:

I. Geographical Regions (see map on pg. ix)
a. Local market
b. Northeastern
c. Central (“midwest”)
d. Northwestern
e. Southeastern
f. South Central
g. Southwestern
f. Alaskan
g. Hawaiian

II. Demographic
a. Gender
b. Age

Current projections identify your strongest market as men between the ages of 17-25, residing in the local, northeastern, northwestern, southwestern and Hawaiian regions. Weakest market is men and women ages 45-70 residing in the Central and Alaskan regions.

Based on these initial findings, we are suggesting increased saturation of the primary target market areas, along with revised advertising campaigns for re-testing in the weakest areas.

If you have any questions before our Friday meeting, I will be available.

Yours Truly,

Cover Letters — Comments Off on Example of Cover Letters for Proposal & Price Quotes
27
Nov 10

Example of Cover Letters for Proposal & Price Quotes

Guidelines : Example of Cover Letters for Proposal & Price Quotes

Cover Letters for Proposals or Price Quotes

Guidelines and Alternate Phrases

  • Begin with an overview statement of what you are proposing or what pricing information you are providing.
  • Thank you for the opportunity to quote Bordelon products for use in the Shnook laboratories.
  • This proposal outlines a comprehensive plan for training all management and supervisory staff at the headquarters location.
  • The pricing information provided covers the computer needs you outlined in your August 6 request: installation, maintenance, and training. We are proposing to install 39 Model 30s, a comprehensive maintenance plan, and two days’ training for 42 operators.
  • We are pleased to propose to you….
  • We are submitting our proposal for….
  • Thank you for allowing us to bid on the linen needs for your hotel chain. We are suggesting an arrangement whereby we would….
  • We have detailed below the pricing information you requested on the Buggrin furnishings for your field office at Luzanne.
  • Summarize the key benefits in doing business with your company. If you are selling on price–low price being your key strategy–highlight that in your cover letter. This overview may be the only part of the proposal the key decision-maker reads.
  • We believe this arrangement will allow you maximum use of your currently installed machines.
  • We think this decision is a sound one because of the….
  • Our proposal will allow you to take advantage of your own in-house expertise in the design phase.
  • We offer low prices, volume discounts, and free delivery.
  • This system should virtually eliminate your check-back authorization problem.
  • I don’t think you’ll find anything currently manufactured that will meet your needs at such a low price.
  • From our experience with clients in similar situations, we expect you will be able to decrease your processing time by 38 to 45 percent.
  • We don’t think it’s unrealistic at all for you to expect a productivity increase of 20 percent in all four lines.



  • Improved reliability, lower maintenance cost, and superior quality–all are good reasons to adopt this new way of handling your transactions.
  • We can promise improved efficiency, clearer work orders, and high-impact visuals.
  • Ask for the order, or at least suggest the next action in the buying process.
  • May we go to work for you?
  • May we begin installation?
  • We’re ready to order the materials as soon as you give us the go-ahead.
  • If you think it appropriate, I will be happy to meet with your committee as they review and discuss this proposal. Perhaps I can help to alleviate their concerns about availability dates.
  • We are eager to work with you on this project. When may we expect a decision?
  • With our receipt of your signed agreement, we will begin the scheduling process immediately.
  • Simply sign the enclosed agreement page, and we will begin preparing the formal contracts.
  • I’ll phone next week to see where you are in the review process.
  • As we discussed in your office, we will be more than happy to present the proposal to your managers as a group. I’ll phone Friday to talk about that possibility.
  • Thank the reader for the opportunity to quote prices or prepare a proposal, mentioning any help they provided in supplying information.
  • We appreciate your allowing us to quote Canary products for your needs.
  • Thank you for your help in supplying the data about your operations so necessary to an accurate price quote.
  • We appreciate the time your staff took in showing us your operations there at Seaside. Their comments were quite informative. As a result, we think we have provided a comprehensive plan of attack. Thank you for the opportunity to study your situation and the improvements you want to make.
  • Please pass on my regards to Tim Trimmer, who provided all the model and serial numbers for your equipment. We do appreciate all your efforts in allowing us to quote prices.
  • We were pleased you included us on your bidders list.
  • Please keep us in mind for other similar projects and thank you for allowing us this chance to show you what we can do.
  • No proposal is completely satisfied that does not include key customer data such as you were able to provide us. We appreciate your efforts in helping us prepare a quality plan of action.
  • Thank you for thinking of Westheimer for your cleaning needs.
  • We hope you’ll find this proposal thought-provoking, immediately practical, and cost-effective. Thank you for your part in its preparation.




Example 1: Cover letters for price quotes

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Zortzman:

Enclosed is our proposal for the computer-controlled chemical irrigation systems for your Plano site. Specifically, we are proposing our Model D-440.

The immediate benefits will be a reduction in the staff needed to care for the property and improved efficiency of operations. Also detailed in the proposal, the $300-per-month lease price should easily be recovered through the chemical savings alone. You’ll notice measurable maintenance savings as well.

A signed lease agreement is all we need to put the system in service. I’ll phone you next week to see when you may be ready to schedule the installation.

Thank you for your help in supplying the maintenance records and the tours provided by your staff as we gathered the necessary information for this proposed work.

Sincerely,

Enc: proposal

manufacturer’s spec sheets

Example 2: Sample of proposal cover letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Everett:

Thank you for requesting our bid on support services for the 784 Cartmands at your location. We are offering to maintain your equipment under the terms and conditions outlined in the attached service agreement. Briefly, a Hitachi customer engineer will repair any and all contracted units, including parts, labour, and materials that have been taken to your specified site.

The total monthly price is $2,983. This pricing is valid for 30 days and subjects to change thereafter without notice.

Please review the enclosed servicing information carefully. We require 30 days lead time to guarantee that parts and services will be available to accommodate your immediate service needs.

If the pricing, terms, and conditions meet your approval, please sign and return both copies to me for further processing. We’ll return an original to you for your files.

Finally, enclosed is a listing of the models and serial numbers required for identification purchases. Please complete these forms.

If I can answer questions, Dr. Everett, about this pricing information, I’ll be available at 330-0909.

Sincerely,

Enc: service agreement–2 copies

form for listing models and serial numbers



Example 3: Sample letter for quotation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Werner:

We have prepared the medical equipment rental price quote you requested on May 16, 19–. We also offer several service contracts on the three items you requested, all of which can be added to the monthly base price of the equipment. Service plans include the following three options: breakdown through no fault of the user, accidental breakage, and breakage due to normal wear and tear. You may choose any combination of the three options if you so desire.

The base price of the equipment is $ 4,000.00 a month. Increases in monthly pricing with options are as follows (these are approximate, as we do not know which specific options you will use):

One option – app. $ 4,050.00
Two options – app. $ 4,100.00
Three options – app. $ 4,175.00

Monthly rental costs can be offset by many insurance providers (check with your company), Medicaid, Medicare (if you are already covered by these services), Champ VA, Campus, and several non-profit organizations (we can provide you with a list).

Please obtain quotes from the other medical rental businesses in the area. We feel confident we can provide you with the lowest prices and the most comprehensive service plans.

Sincerely,

Enclosures: Quote
Service plan brochures
Service plan pricing

Example 4: Covering letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mapp:

Enclosed please find our bid for editing your company’s employee manual. Our bid covers the following:

1. Conceptual editing
2. Proofreading
3. Page layout and illustrations
4. Cover art and design
5. Binding services (heavy paper stock covers requested)

As we have discussed, we will submit the necessary documents at each stage of production to ensure they meet with your approval. Binding will not be scheduled until you have approved the sample manuscripts.

Our bid for this project is $ 5,000.00. We have provided an estimated cost sheet detailing labour and materials costs.

We look forward to doing business with you.

Sincerely,

Enclosures: Bid
Estimated costs sheet
Services proposal



Example 5: Proposal letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Callenda:

Enclosed is our quote for a bulk shipment of the replacement part LCB-490037. The LCB series also features a 480037 and a 470037. You may want to have your plant manager re-check your machinery, as the Leader Brand 412 and 413 usually require all three replacement parts in the series. In the event your Leader machines do require all three, I have prepared quotes for each, as well as a blanket quote for all three. Freight allowed on all bulk offers.

A. LCB-490037 (three pallets) $ 6,300.00

B. LCB-480037 (three pallets) $ 21,000.00

C. LCB-470037 (three pallets) $ 900.00

D. Blanket (one pallet of each) $ 8,000.00

We offer a free service contract covering items damaged in shipment and service calls. I have provided a copy of the contract for you.

Thank you for allowing us this opportunity to offer our services to you.

Sincerely,

Enclosures: Spec sheet for LCB-490037
Spec sheet for LCB-480037
Spec sheet for LCB-470037
Quote sheet
Service contract

Course Evaluations — Comments Off on Course Evaluations
27
Nov 10

Course Evaluations






Guidelines : Course Evaluations

Course Evaluations

Guidelines

  • Do not begin by recounting the course syllabus. The message of interest, of course, is not the course’s content or simply your attendance but rather what you thought of the course. Was it beneficial to you? Why or why not? Be specific, avoiding such broad strokes as, “It will enhance my job performance.”
  • Evaluate the course objectively. In addition to commenting on personal benefit, critique the course as it might benefit others: Did the course meet the stated objectives? Was the material slanted to the appropriate audience? How knowledgeable, prepared, articulate, or organized was the instructor? What methods did the instructor employ–lecture, role play, films? Were there adequate opportunities for class questions? Did discussions center around theory or application? Were there handouts, books, or complimentary memberships that will be of future benefit?
  • Be specific about content. List some key topics and/or attach a course outline if possible.
  • Mention the instructor’s credentials. These details either add to or detract from the value of the course. In some cases, an instructor’s credentials may be the basis of deciding between Course A and Course B.
  • Make a judgment about sending others if you were a first-time attendee from your department or company. In other words, “interpret” your critique. If the course was beneficial, was it beneficial enough for your supervisor to send others? Should the training be mandatory for all employees handling related responsibilities? Or do you consider the training relatively insignificant for your particular job assignment?
  • If you are recommending others attend an off-site course or that you schedule the course in-house, include a cost analysis. Also give all necessary information to follow up your recommendation–contact person, address, phone number.

Example 1: Course evaluations letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: DFU’s Revenue Accounting in the Oil and Gas Industry–Seminar Critique

Having been in the oil-and-gas industry for two years, I was already familiar with much of what the April 23-24 DFU’s Revenue Accounting seminar covered. I did profit, however, from the instructor’s discussions of the Windfall Profits Tax and NGPA.

In the future, I recommend we send only those with less than one year’s experience in the industry. If we have as many as six persons who need this basic training, I’d suggest contacting DFU directly (373-467-1234) to arrange the course in-house for a cost of approximately $2,700 versus outside attendance at $425 per participant.

The presentation involved thought-provoking analysis of specific job assignments and well-organized lectures covering the basic revenue accounting functions both in gas and oil. The instructor, Wayne Hew, provided class sets of various government publications so we could follow along directly as he made application. Mr. Hew seems very knowledgeable in the revenue accounting field with 18 years’ experience at Ryan Corporation and three years with the DFU Continuing Education Department. Articulate and receptive to questions from the group, he made specific on-the-job applications yet never let the discussions ramble.

For an extensive list of his course topics, see the attached brochure.

Example 2: Letter of course evaluation for organization

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Ferrari:

As requested, I am sending you a copy of all paperwork that I received during the week-long training school for the specialized software we purchased. I found Rayon Programs’ entire training staff to be knowledgeable. Furthermore, they were able to translate that knowledge into easily understood explanations. While I was there, I discovered they offer specialized training schools (specifically tailored to each company) provided we send at least ten employees at a time, all of whom are at the same level of expertise in computers. I believe we should look into this program, as every level of user would benefit.

Rayon’s training staff was phenomenal. They made sure all of us, although we were from different companies, were at the same level of experience, and thus were able to target our needs precisely. I increased my knowledge of computer systems because of this target training. I know more “back doors” into the system, and can run several work station systems check without having to run to our networking analyst for help.

I am making copies of all the materials I received and will send you a packet after Janis has looked it over. I cannot stress enough how much I feel the rest of the staff would benefit from this program.

Sincerely,

Example 3: Letter for course evaluations

Memorandum

TO:

FROM:

DATE:

SUBJECT: Office Organizational Skills—Course Evaluation

To recommend this course for the rest of the employees would result in a catastrophe. The ineptitude of the instructor and the poor organization of the seminar were unbelievable.

There were so many last minute changes of session titles that I believe the organizers and instructor probably did not decide on how they wanted to approach the subject until right before the conference began. We saw them huddled together, scratching out session titles and adding new ones five minutes before the opening address. Hardly the type of people you would want to take organizational advice from.

The instructor, although a nice man, was the epitome of absentmindedness. Rarely did his talks stay on topic—almost all presentations rambled far from their beginning point with absolutely no connections between the issues discussed. He routinely forgot videos, had the wrong handouts, and never did get any of our names right, although there were only 12 of us and he saw us eight hours a day the entire weekend.

Not only would I not recommend anyone going to any of this organization’s seminars in the future, I would suggest you petition to get a refund for the registration fee you paid to send me. It certainly could have been better spent.

Example 4: Business course evaluations

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Attleborough:

I attended this weekend’s seminar on customer service strategies. The instructor, Ms. Mitchell, covered the following topics:

• Image projection while on the phone
• Keeping calm when dealing with angry customers
• Efficient methods of problem solving

Having been a professional customer service representative for some time now, I have discovered, through training and direct experience, everything Ms. Mitchell covered in the seminar. For future reference, I would recommend we only send new hires to this seminar, and then only if they have never had any previous customer service experience. Since the cost of this seminar is relatively modest, I believe we won’t have to worry about “throwing money away on new hires that never come back,” as Bill Barth always says.

Overall, Ms. Mitchell did an excellent job. She was knowledgeable and able to come up with effective ways to deal with difficult situations in various scenarios. She had a good mix of lecture and group activities, and was able to get people to respond to comments and ask questions. Her handouts were concise and always relevant o the topic being discussed. Were I new to the profession, I would have left the seminar feeling as if I had discovered a goldmine of information.

I’ve enclosed a copy of the conference schedule, as well as the packet of handouts I received for your review. Thank you for the opportunity to attend.

Regards,

Business Proposals — Comments Off on Business Proposals
27
Nov 10

Business Proposals








Guidelines : Business Proposals

Business Proposals
Guidelines

  • Provide an overview of the proposal, including specific recommendations and the total expense to the reader.
  • Provide a detailed cost analysis when possible or appropriate. This will allow the reader to evaluate each cost factor as a part of the total package.
  • To add authority and credence to your proposal provide the reader with supporting facts and figures. These can include examples, survey results, and case studies.

Example 1: Samples of business proposals

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Thompson:

I enjoyed speaking with you the other day. Enclosed please find a preliminary proposal for service and maintenance for Overland Transport Services.

I believe this includes all specifications, options and terms we discussed. If not, please let me know as soon as possible so we may revise the proposal to meet your needs.

If all is in order, let us know how and when you wish to proceed. As noted previously, we can arrange a lease with low monthly payments designed to stay within your operating budget. As always the system is available for purchase.

While I understand this is a major undertaking for Overland Transport Services, I would advise you time is of the essence. Several of our suppliers have announced price increases for the fall. Unfortunately, as their prices increase, so do ours.

The prices included with this proposal are valid for 90 days from the time of receipt. Please call me if you have any questions or require additional information.

Sincerely,

Enclosures

Example 2: Follow up letter on first proposal

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones:

I hadn’t heard from you in a while and thought I’d see if you needed any more information from our office. We’re ready to assist you in any way possible.

If you are thinking working with about another company, I have a favor to ask of you. Please give me a call before you commit to another vendor. With our resources and expertise, I am sure we can provide a more attractive alternative for you.

Thanks again for considering our company.

Sincerely,

Example 3: Proposal request letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Li:

Thanks for taking the time to talk with me yesterday. After discussing your needs and the opportunities available within your organization, I think we can accommodate you.

The following is our proposal for 250 units of our software product with an option to upgrade.

List Proposal
Quantity Price/Unit Price/Unit Total

Product 250 licenses $000 $000 $000
Upgrade 250 licenses $000 $000 $000
Maintenance Kits 250 licenses $000 $000 $000
Shipping $000

Total for 250 Licenses and maintenance kits for 1 year $000

The maintenance agreement includes:

• Automatic delivery of bug fixes
• Automatic delivery of minor upgrades
• Unlimited priority technical support
• Discounts on major upgrades.

The 250 licenses shall be shipped and pre-registered to one contact person and updated automatically per the maintenance agreement. You have the option to request complete packages, or a number of master disks and documentation to be distributed to 250 users.

The terms of this proposal expire May 1, 19__. Should you have any questions or comments, please do not hesitate to contact me at (555) 555-5555.

Sincerely,

Example 4: Second Follow up to Proposal

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Alan:

Just a short reminder, the terms and prices on the enclosed quotation are only valid until the end of the month.

Perhaps you’ve been considering other options to meet your business needs. Or maybe our initial quotation no longer suits your needs. Whatever the case, give us a call. We’d be more than pleased to prepare a new quote.

We believe we have many possible solutions to consider for the challenges your business faces. We can recommend any number of alternatives to meet the requirements you may have.

I look forward to hearing from you soon.

Sincerely,

Example 5: Business proposals templates

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Frank:

How would you like to cut your distribution costs by more than 25 percent per month? Give us a few minutes of your time and we’ll show you how.

We’ll review every facet of your current distribution system and analyze its strengths and weaknesses. We’ll look at a comparison of costs for other businesses of your size and provide a comprehensive report of short and long-term actions that will generate substantial savings for your company.

The enclosed proposal outlines the details of what we’ll do and how successful we’ve been at doing this for other businesses. In fact, we guarantee you’ll save no less than 10 percent per year savings as a result of our efforts.

I’ll call after you’ve had a chance to review our proposal.

Sincerely,

Example 6: Proposal Request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Hamilton:

Due to my background in corporate management and inter-company structural analysis, I am interested in working with you to help you realize the full potential of your organization.

The ultimate benefits to you include:

• Reduction of operating costs.
• More effective responses to business needs.
• Enhanced quality of communication services.

I’ll need access to your primary operations managers for approximately 60 days in order to offer a complete proposal. If you’re willing to make them available to me, I’ll deliver a proposal that could lay the cornerstone for your next five-year strategic plan.

I’ve enclosed a some materials for your review. The next step would be a meeting. I’ll call you early next week to see what time would be convenient for you.

Sincerely,

Audits — Comments Off on Audit
27
Nov 10

Audit






Guidelines : Audit

Audits

Guidelines

  • Summarize the major message (compliance, noncompliance, discrepancies) up front. Various accountants will then later examine details to carry out recommendations in their respective areas.
  • Don’t be overly formal. Audit messages are no more sacred than many others. Formality has nothing to do with making the message “official.” Don’t be afraid to use the active voice, personal pronouns, and a conversational tone. For example, “Pursuant to the discussion Friday, February 2, 19–, review was made of the investment accounts of the subject subsidiaries” would be better written as: “After our discussion Friday, February 2, I reviewed the investment accounts of the Cummings, Cum-Helcro, and Comstock subsidiaries.”
  • Use headings when appropriate. Headings guide multiple levels of readers to the sections of their interest. These headings become even more crucial in a lengthy discussion of findings and recommendations to be carried out in several accounting areas.

Example 1: Audit memos

Memorandum

TO: All Employees

FROM:

DATE:

SUBJECT: Billing of Investors

In auditing the January 19– billing, I noted the investors had been correctly charged in accordance with the 19– Hite Exploration Agreement except for one area: Six trips totaling $1,833 for the first-level supervisor in the Production Department had been incorrectly charged to the investors. This charge should be made to the non-operators.

I recommend the prior months’ billings be reviewed and procedures be outlined to ensure investors are charged per the Hite Exploration Agreement. To correct the January billing errors, I recommend adjustments be made in the following billing cycle.

Example 2: Document for audit recommendation

Memorandum

TO: All Employees

FROM:

DATE:

SUBJECT: Audit of Approved Vendors List

Findings

At least 20 percent of the vendors currently used by Sedco are not on the approved vendors list as required by written procedures.

Recommendations

We recommend the objectives and procedures of this vendor control be re-communicated to all involved individuals. Accounts Payable should compare invoices to the approved list and return invoices from unauthorized vendors to the appropriate manager for proper handling. The manager in charge must approve all additions to the vendors list. All departments should update their approved lists by September 30.

Background

Sedco’s written procedure states: “Corporate business will be conducted only with vendors or contractors on Sedco’s approved vendors and contractors list. Any additions must be made by the appropriate manager.”

This is to ensure we are doing business with reputable, established vendors. Therefore, all departments should take care to see their lists are updated and decisions about additions remain with the appropriate managers rather than first-level supervisors.

Example 3: Audit report templates

Memorandum

TO:

FROM:

DATE:

SUBJECT: Audit of Employee Discount Information

Effective immediately, we will be auditing all information in the memory banks of the registers to review the employee discount records.

We have recently discovered many items which were entered under employee discounts but do not bear the employee’s name on either the check or credit information. Since no one can enter an employee discount without the employee’s private code, we have ruled out the possibility of employees giving discounts to friends by using another employee’s account.

Please be aware we may be questioning you concerning various activities recorded on your individual account.

Example 4: Audit of employee discount information letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Audit Of Accounts Payable

It has come to our attention that several firms to whom we owe money have not been receiving their monthly payments. We are, therefore, conducting an audit of all files (on disk and paper), of the accounts in question.

If you have any information concerning these problems, please contact Sally Cushing. We appreciate any help you can provide in resolving this matter.

Accomplishment — 2 Comments
27
Nov 10

Accomplishment, Documenting Your Own







Guidelines : Accomplishment, Documenting Your Own

Documenting Your Own Accomplishments to Colleagues and Superiors

Guidelines and Alternate Phrases

  • Give the big-picture message of your overall contribution to the company or division.
  • Present specific facts to back up your claims.
  • Interpret the significance of your accomplishments: Is this the first such achievement? Has this new training prepared you for specific new assignments or promotions? If so, which ones? Will this skill or idea save money? How much? Does this idea, discovery, program, or procedure have other applications that can be investigated further for use in other departments? Never take for granted that your reader will “interpret” the significance of your contribution or training and reward you accordingly.
  • We’ve had the highest overall growth rate in the last decade.
  • This is a 22 percent increase in our newest product line.
  • This marketing effort brought in 68 new clients, the most significant “new-business” effort in the past two years.
  • This additional program means we now have 85 percent of our work force trained in supervisory skills.
  • Mention dates, where appropriate, to prevent someone else from claiming credit for your discovery or suggestion at a later time.
  • Be modest, yet confident in tone. Also, rather than repeatedly using “I” in mentioning your activities, you may use the passive voice for the sake of modesty: “Accounts payable have been reconciled” rather than “I have reconciled accounts payable.”
  • Thank others for their help in achieving the goal.
  • To each one of you, my sincerest thanks.
  • To each one of you: You have gained my utmost respect.
  • Without the expertise of our engineering staff, this new model would still be “chasing around in my subconscious.”
  • I thank each of you for your individual contributions to the project.
  • With your continued support and input, we plan to continue this same pattern of achievement.
  • If you have several accomplishments to mention, use informative headings and lists for the reader’s easy skimming and recall. You want him or her to be able to get the “big picture” at a glance.

Example 1: Sample letter for your own accomplishments

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Herb and colleagues:

Many of you have heard rumors about our most recent circulation figures for the year. The good news specifically:

Daily 678,344

Sunday 877,455

Post Parade 957,875

These numbers represent significant gains (23 percent) from a year ago. Our competitors have experienced reductions from previous statements, leaving us with a total daily lead of more than 224,000 and a total Sunday lead of more than 344,000.

The competitive business supplement hasn’t even gotten off the ground–even with our model marketing efforts to follow. Our growth is even more remarkable when you consider that barely four years ago, we trailed on our Sunday circulation by 41,000 and on our daily circulation by 23,000.

This achievement represents an extraordinary effort by many people in every department–particularly those who conceived the phenomenally successful advertising campaign for the Post Parade. Our Circulation Department has depended on them every step of the way as we forged ahead with both sales and service matters.

We know the competition will be even more intense in the future, but with your help we intend to surpass ourselves and set unparalleled growth records for next year.

For all these accomplishments in the past 12 months, I offer my sincerest thanks and congratulations to everyone who has had a part in reaching this goal. Onward!

Sincerely,

Example 2: Documenting your own accomplishments to colleagues

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cost Reduction in Utilities

During my May 6 discussion with consultant Herb Williams about our completed Harlin project, I discovered Brewer Power and Light Company had erroneously charged us sales tax each month for electricity. Rules 21521 and 12528 of the Texas Sales, Receipts, and Use Tax Regulations exempt from sales tax electricity and gas used predominately for manufacturing.

As a result, I have instructed Jim Hart to request a refund of $26,005.23 in sales-tax payments by our division for last year. In the future we expect to save approximately $2,000 per month as a result of this exemption.

Example 3: Documenting your own accomplishments to superiors

Memorandum

TO:

FROM:

DATE:

SUBJECT: Improved AFE Procedures

I’d like to suggest two improvements in the company’s procedures for Authorization for Expenditures (AFEs):

1. Procedures should require AFEs be closed within 10 days after activity has ceased or by a specified date each month.

2. Accounting should confirm in writing that funds are available to be committed to an approved AFE.

These improvements will ensure the accounting for costs is completed and previously committed funds are released. Also, timely closing will improve the accuracy of the records, because all parties will be available to answer unresolved questions. Second, the accounting department’s written confirmation (possibly through an additional signature line on the AFE form) will communicate to management that funds are available. Written confirmation will also alert accounting to begin to accumulate contracts so invoices can be speedily processed.

Ultimately, this procedure should prevent budget overruns.

Example 4: Accomplishment letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Accomplishments, July-December 19–

During the last six months of 19–, I have completed the following projects:

Accounts payable: Accounts payable and the outstanding voucher listing have been reconciled to zero. This is the first such reconciliation since the system has been in operation.

Accounts analysis: All account analyses have been completed and reviewed in conjunction with the closing of corporate books.

Corporate monthly expense distribution: I have and will continue to approve all the account distribution of corporate expenses (comparing actual to budgeted expenses). This approval has reduced coding errors and improved the accuracy of our reports to management.

Expense report procedures: New procedures have been approved and will go into effect April 1. We estimate a savings of four work days per month and increased accuracy in reporting travel-related expenses.

I look forward to making more significant contributions to Allied in the next year. Thank you for your leadership and cooperation.

Example 5: Contribution letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Skills and Training Received with Bentco

Bentco has made a significant contribution this past year in upgrading my knowledge, skills, and training in both the library and the systems analysis department:

Skills/Experience

• Increased typing skills from 50 to 70 wpm
• Set up and maintained filing system in the library
• Learned “Task List” and “Big Print” applications of the ROG system

Training Courses

• Verbal Communications
• Business Writing Workshop
• Secretarial Systems Seminar

Thank you for the opportunity to improve my skills and to learn more about the company’s objectives. I look forward to a challenging career with Bentco as I formulate goals for this coming year and take on more responsibility in the systems analysis department.

Advertising / Demand for Clarification / Inquiries / Proposals — Comments Off on How to write letter for Revision of Contract, Services & Rates
21
Nov 10

How to write letter for Revision of Contract, Services & Rates

Sample letters for revision of contracts and services from the advertisement agency. Also, detail about changing the Mediums and budget of Advertisements.

Example 1: Letter for Review of Agency Contract & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Kelton:

Devon’s line of menswear has experienced substantial growth since we enlisted the services of J.J. Advertising. Your agency has used several different media in promoting our menswear, including radio and television spots, magazine ads, and direct mail campaigns.

To expand our design department, we are planning to trim the advertising budget. This would mean eliminating certain advertising media which we feel are less successful and concentrating on those which most directly affect profit margins.

Our marketing/advertising department is planning a meeting to review the effectiveness of different media and would appreciate your participation in the process. The meeting is tentatively scheduled for July 9 at 9:00 a.m. Please notify our department assistant, Janice, at (555) 212-1212 concerning your availability.

Sincerely,



Example 2: Example Letters of Changing Advertising Media

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. James:

Our marketing/advertising department met recently to discuss the impact of various advertising media on the sales and profit margins of our products. It has come to our attention that even though we spend over 50 percent of our budget on newspaper inserts, they have proven to be less effective than the radio spots (of which we spend only 30 percent of our budget).

Before making any adjustments, we would like to meet with you concerning your research on the matter. My assistant will be contacting you next week to arrange a meeting.

Sincerely,

Example 3: Sample Letter for Review of Advertisement Contract & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Paige:

Our third quarter review revealed a decline in sales in certain locations around the state. The decrease appears to coincide with your recent change in ad campaign strategies for our company. We are certain this matter is of equal concern to your company.

We would like to discuss the situation with your representatives as soon as possible in order to take appropriate steps. For our benefit, please bring documentation concerning frequency and type of advertising used in the following locations: Jamesford, Edison, New Court, Mayfield, Arlington, and Stratford.

Sincerely,



Example 4: Example of Advertisement Review & Services Details

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jamison:

We have reviewed your proposed ad campaign for our new line of beauty products. The creativity and subtle persuasion tactics used are most impressive.

Unfortunately, the budget required to develop the campaign is beyond our expectations and resources. We are requesting a follow-up review to include representatives of your agency. We are interested in discussing alterations in the budget and would appreciate your input.

Please contact our office to set up a meeting.

Sincerely,

Example 5: Sample Letter for Review of Advertisement Plan & Effectiveness

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Williams:

Hair Wizards would like to thank you for your hard work during this past fiscal period. We would also like to inform you that our Board of Directors will meet July 10 to review the effectiveness of last period’s advertising campaign.

You are urged to attend this meeting as we will be discussing issues involving our current and future business relationship with Creative Ads, Inc. The Board will expect to see current and projected budget figures as well as potential new directions to take our advertising.

My assistant will contact you within the next two weeks to set up a meeting.

Sincerely,

Example 6: Letter for Review of Advertisement Agency Contract & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Davis,

The news at our annual year-end review last Friday was not good. Management was quite disappointed in the soft sales growth and limited market penetration in 1996.

As result, we have decided to review our entire marketing effort, in particular our relationship and contract with Brock Creative Services.

I’m sure you will wish to have input over the course of this review. This letter is meant to give you the chance to gather information for your side of the story. Please contact my office to set up a meeting.

If you have any questions or comments please do not hesitate to contact me.

Sincerely,

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