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.

Welcome to New Employee — Comments Off on Welcome to New Employee
27
Nov 10

Welcome to New Employee







Guidelines : Welcome to New Employee

Welcome to New Employee

Guidelines and Alternate Phrases

  • Show pleasure at the prospective employee’s decision to join the firm. Show sincere enthusiasm and confidence in the employee.
  • Jack, we’re thrilled you’re casting your lot with us.
  • We were so pleased to learn you had accepted the job offer here.
  • We are so pleased to hear you will be joining us shortly in Sarasota.
  • Welcome aboard. We can’t wait until you get here to help us call the shots.
  • We want to welcome you to the Hintze staff; we’re eager to have you help us improve our services here.
  • We’re looking forward to having you join us next month. There are many who’ve already spoken with you during the times you visited and who are so eager to have you on the team.
  • We’ve been so proud to announce to our clients you will be joining our staff August 1.
  • We’ve made the right decision in offering you a position here, and you’ve certainly made the right decision in accepting our challenge. We can hardly wait to have you aboard and working on the challenges that face us in the coming months.
  • The other members of our management team and I want to formally welcome you to the organization. We continue to appreciate your past accomplishments elsewhere and are expecting equally good things here.
  • Make the reader feel good about the decision to join the staff, with gentle reminders about the challenges and rewards of the future. You may make complimentary remarks about the people in the organization, the organization’s past successes, or the abilities and experience of the new employee.
  • Our Sarasota location has lagged behind our other divisions for two years now, and we’re looking forward to your turning things around there.
  • Your smile and energy will be a welcome addition to the front office and customer counter.
  • Your enthusiasm and expertise make a package that will be difficult to beat during the upcoming months.
  • The quality and productivity issues we discussed with you during the interviewing process are the primary challenges facing us as an organization and you individually in your leadership position. The workers at your site are definitely looking to you for new ideas about reducing waste and improving the overall efficiency of our operations.
  • Your sales quotas will present both a challenge and a sense of great accomplishment as you bring new accounts to the organization.
  • Your first concern will be to reduce our delivery time overseas, a major issue in winning repeat business in those markets.
  • The new software development programs you’ll be designing will have top priority with all our managers, and their successful completion will gain you visibility throughout the organization.
  • We’re looking forward to hearing your innovative ideas, to seeing your plan for redesign of the facilities, and to following your lead in improving customer service.
  • Of course, we think ours is the best bank in the city, and we think you will, too, especially after you begin work here. Our employees have built the fine reputation we enjoy.
  • We think you and Bob Harris are just the two people to turn our company to the future in account management.
  • We expect another great year–we’re projecting real growth of about 28 percent again.
  • Offer any help you think may ease the employee’s adjustment to the new community or work environment.
  • The people in our Personnel office can provide a plethora of lists–everything from doctors to tennis instructors. Please call them.
  • If I can answer questions about the community, such as available medical facilities, child-care centers, or recreational activities, let me know.
  • We’d be happy to make a few phone calls on your behalf to see if we can find your two teenage sons summer employment, if they’re interested.
  • We’ve enclosed season tickets for you and your wife to the community theater. We want you to become immediately involved in our social activities here and meet other couples who may share your interests.
  • We’ll be happy to reimburse the travel expenses for your wife to join you over the next two or three weekends until the family gets moved here permanently.
  • Use an informal tone.
  • Be personal and specific in your comments; a welcome-to-the-organization too often sounds like a form letter and loses its impact with vague generalities.
  • I hope you and your two boys can get immediately involved in the Grayson Golf Club.
  • Although the weather in Houston is somewhat muggier than Boulder, you can always look at the bright side–your skin will look young forever!
  • You’re going to have about a 30-minute commute from your Westwood subdivision. Unless you’ve heard of a better route, I suggest taking I-10 into downtown.
  • Why don’t you ask Marge and the girls to join us for lunch sometime during the first few weeks? I’ll be eager to meet them.

Example 1: Welcome letter to new employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Welcome to Pantego-Morris

With enthusiasm, we welcome you to Pantego-Morris. Recruiting only the most capable people such as you is one of the most enjoyable and rewarding of my responsibilities.

We all look forward to your contributions of creative publicity–particularly on the Jamison account–and innovative marketing strategies. To paraphrase a cliché, five heads are better than four. After your first Thursday morning staff meeting, you’ll see we really do work together as a team.

Of course, your first few days on the job will be taxing but remember help is only a desk away. When you have questions about the job or need advice about relocating, just ask.

You’ve made a sound choice in coming to Pantego-Morris, and we’ll do everything possible to provide you with opportunities for career growth. Here’s to a long and rewarding relationship.

Example 2: Welcome a new employee letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Robert:

We are so pleased you’ve accepted the position as plant manager for our Harrisburg site. Your past accomplishments and experience at Ravenswood have surely whetted your appetite for the tasks and challenges at the new location. Coming in at such an early stage will give you the opportunity to hire and shape your staff into a dynamic team that will serve as a model as we expand into other manufacturing operations.

May I suggest you bring your wife and three sons by the office sometime soon so we may meet them and welcome them personally? If your wife can’t get away from her job in the daytime, I’m always around during the early evening hours. Anyway, our July 4 company picnic looms on the horizon, and I’ll certainly get to meet your family then if not before. Changing jobs when a move is involved always becomes a family effort. We want to make the adjustment as easy as possible.

We’re excited about your potential here and what you can contribute to the organization.

Sincerely,

Example 3: Welcome to New Employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jean:

Welcome aboard! I’m sure you’re going to be a valuable asset to our team in Miami. With your help, we’re going to get that new software line off to a commendable start.

I’m sure you have some questions about what you are supposed to do and how you should do it–but take it easy and you’ll do fine. There are lots of folks around here who will help you out.

As I’m sure you know, to be a successful salesperson, you need a plan. Therefore, our plan for the next two weeks is as follows:

Week of 2/10 This week should be spent familiarizing yourself with our shop operations. Familiarize yourself with the shop, ask about equipment with which you’re unfamiliar, ask about how things are done and why. Introduce yourself to the operators. Locate the pricing book and skim through it (we’ll discuss that the second week). Then spend the rest of the week calling your old accounts to tell them you’ve moved, and it wouldn’t hurt if you want to drum up a little business from your old accounts.

Week of 2/17 You and I will spend the week together discussing time and territory management, how to use the pricing book, and how to make effective sales calls. Then you will put what you have learned into practice.

I’m looking forward to getting to know you better and meshing our skills into a very successful team. I’m equally confident the community will welcome your husband and boys. In fact, why don’t you let the boys meet you here after shop hours some evening? I think they’d probably like to see the heavy equipment.

If you have other questions before you report your first week, feel free to call me here or at home (233-4598).

Best regards,

Example 4: Welcome letter for new hires

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Daniel:

We are excited that you will be joining us in March. The public relations department has had organizational problems since Michelle King left in January. We are confident that your leadership will be just the thing to get it back on track. Your experience in public relations for the FDA will certainly be an asset.

If I can be of any help to you or your family during your move, please don’t hesitate to call me. I can suggest doctors, schools, playgrounds, and other essentials for parents with young children. Janet Sears, our resident gourmet, would be happy to suggest some restaurants.

Karen Lawrence will be at your disposal during your first week to help you learn the administrative and logistical ropes.

We extend our warmest welcome, Daniel to you and your family. We are glad you chose to embark on the coming challenges with us.

Cordially,

Example 5: Internal memos for new employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Welcome to Markus & Leeds, Christine!

Welcome to our team. We are so pleased to have you join the legal department. A person with your integrity and expertise in civil rights and medical malpractice will be a superb addition to the firm. John Casis, the person who currently handles most of our civil rights issues will be available to answer any questions you have as you get settled in. I am sure John will be happy to have another attorney to help with the ever-increasing case load.

Since you are a Washington, D.C., native, making the switch to the other side of town will probably be no big deal. However, our corporate climate may take a little getting used to. We try very hard not to have a beltway mentality. Our structure is flexible and extremely responsive to staff members’ ideas.

If there is anything I can do to ease your adjustment, please come talk to me. My office door is always open.

Announcement / Announcements / Trainings — Comments Off on Letters and Memos for Training Announcements, Selections And Confirmations
27
Nov 10

Letters and Memos for Training Announcements, Selections And Confirmations

Please Find the Tips and Example Letters for Announcing Training, Courses and Seminars with details of nomination, venue & schedule.

Tips: Training Announcements, Selections And Confirmations

Guidelines

  • Be sure to direct the correct message to the correct audience. If the memo is a confirmation, highlight the instructions and details upfront.
  • Distinguish between the needs and interests of your two primary audiences–participants and supervisors of participants. Supervisors will be most interested in the course objectives and results promised. Participants will have additional interests, such as preparation required, methods of instruction, and details of confirming and attending.
  • Give all details of the training program (dates, hours, locations) in all correspondence rather than “parcelling them out” when you think readers need to know–a few in the course brochure, a few in the course-scheduling announcement, and finally a few in the confirmation memo. On occasion, participants’ attendance depends on their ability to schedule flights and end other meetings and projects within a limited timeframe. From the start, give them all the details that may affect their registration.
  • Highlight course objectives in announcements. Never take for granted that supervisors have a knowledge of the course–even if it has been offered before–and never assume supervisors pass on these course objectives to participants they nominate for training.
  • Establish the credibility of the instructor. Course effectiveness in most cases depends on the authority and skill of the instructor. Both participants and their supervisors deserve to know who will be leading the learning effort.
  • Mention the intended audience–if not already obvious from the memo’s distribution list or course description. Is the course most helpful to midmanagement people, entry-level employees, those with 10 years experience or more, or those who handle certain kinds of tasks?
  • Be firm about expected preparation.




Example 1: Training plan for employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Fire-Safety Training

You are asked to attend one session of a fire-safety training program to be held in the second-floor conference room on July 15, 16, and 17.

Because seating in the conference room is limited, please call Mary Paxton at extension 2668 if you must arrange to attend a session other than the one designated below:

Traffic Control 9:00 to 11:00 a.m., July 15

Security 9:00 to 11:00 a.m., July 16

Maintenance 9:00 to 11:00 a.m., July 17

The emphasis of this year’s meeting is safety in high-rise buildings, with a discussion of special safety features in the Merrimac Tower. Mike Spartan will conduct this mandatory training for all employees.

Example 2: Letter to selection of employees for training program

Memorandum

TO:

FROM:

DATE:

SUBJECT: Course Offering– “Effective Presentations”

The Training Department is offering a new two-day seminar, “Effective Presentations,” scheduled May 5-6, 19–, 8:00 a.m. to 5:00 p.m. both days. If you would like members of your staff to attend, please submit their names in writing or by phone (ext. 4471) by April 15.

This course is open to all employees and would be particularly helpful to those who make upper-management presentations.

Participants in the workshop will–

• develop additional knowledge in planning, researching, organizing, and presenting information to a group;
• learn the mechanics of and helpful hints in using easels, flip charts, viewgraphs, 35mm slides, and handouts;
• gain insight into techniques of persuasion;
• identify ways to use group feedback.

Each attendee will receive a notebook of materials as a later reference for planning, preparing, and delivering presentations.

“Effective Presentations” will be conducted by Ida Flowers, a consultant with Emitz Consulting Group. She has had 10 years of experience in the field and comes highly recommended by other clients such as Grayco Corporation, International DataCorp, and Porterfield-Waggoner.

Her course outline, with her methods explained, is attached. Please note participants will be given adequate class time to practice the skills taught.

We have confidence this consultant-led seminar will deliver the results it promises.



Example 3: Employee training confirmation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Scheduling and Confirmation of Communication Skills Workshop

You have been selected to attend the Communication Skills Workshop, February 7-11, at Houston headquarters offices, conference room C-123. Please call to confirm your reservation by February 1. If I do not hear from you, I will assume you have had a change of plans since your supervisor nominated you, and I will assign another employee to the workshop in your place.

So the program can be tailored to meet your individual needs, please bring with you at least three writing samples. You will critique and rework these in class. Additionally, please read the enclosed booklet and prepare a case study from your on-the-job experience; complete instructions for the case study are given in the booklet. Please do not attend the class unless you have completed this pre-workshop assignment.

This workshop focuses on both oral and written communication skills, both of which you will have the opportunity to practice during the week. Objectives include the following:

• Identify barriers to effective communication and examine causes
• Assess personal attitudes toward supervisory communication skills
• Explore feedback–what it is, what it is not, how to give and receive it
• Improve clarity of written materials• Condense length of written materials
• Develop organizational techniques for both verbal and written communications

The workshop will meet Monday through Friday from 8:00 a.m. to 5:00 p.m. You must attend all five sessions to receive training credit.

Feel free to call our staff instructor, Margaret Anderson (ext. 3999), with questions regarding your preparation, her workshop objectives and methods, or scheduling arrangements. Ms. Anderson has been presenting this course for the past six years; evaluations from participants continue to rate the course “excellent.”

Example 4: Training seminar program for employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Call for Nominations—Effective Sales Seminar

We are seeking nominations from regional sales directors for salespeople to attend the Effective Sales Seminar in Atlanta, Georgia, May 9-13. We would like to receive two nominations from each regional director by March 1, as we are able to accept two salespeople from each region.

The seminar is designed to strengthen selling techniques, by breaking down a sale into six components and studying approaches to each. The primary focus is the following:

• The initial contact. Telephone or letter sales techniques and etiquette.

• The initial meeting. Gaining the prospective customer’s confidence and establishing a common ground.

• Assessing the customers’ needs.

• Introducing the product. Focusing on how we can fill the customers’ needs

• Negotiating price.

• The contract phase.

Although all salespeople are eligible for nomination, the seminar would be of most help to your most promising new salespeople. New staff members will be the most receptive to the seminar’s emphasis on setting goals and developing good habits.

The seminar lasts from 9:00 a.m. to 4:00 p.m. daily. Each participant will be videotaped during a mock sales exercise and then analyzed. They will be asked to reflect upon their strengths and weaknesses, developing a specific set of goals tailored to their situation.

Geraldine Wright, author of Sold! Techniques for Effective Salespeople are conducting the seminar. She was the top salesperson at Marker Filbin for eight years before she embarked on a career as an author and consultant. Geraldine has trained sales staff at Snyder Technologies and IBC World Inc.

Please fax your nominations to Mark Trieger at (284)555-2894.



Example 5: Workshop announcement letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Vehicle Safety Workshop

All drivers are asked to attend a vehicle safety workshop on Wednesday, October 30 from 9:00 a.m. to noon in the conference room. The workshop will review general driving safety policies, with an emphasis on winter driving techniques. We want everyone to be sharp for the coming winter.

The driver training instructor who may have trained many of you, John Brink, will conduct the workshop. John is a 10-year veteran of the postal service and driver training instructor in the Detroit area. He will be showing a video entitled “How to Handle Hazards on the Road,” followed by a discussion of postal service rules, and a live training exercise in the north parking lot.

If you are unable to attend the workshop, please call Joyce Fitzpatrick at Ext. 9003. If there is sufficient need, we will schedule a make-up workshop in early November.

Example 6: Memorandum regarding staff training

Memorandum

TO:

FROM:

DATE:

SUBJECT: National Libraries Association Tech Seminar

You have been nominated by your director to attend the National Libraries Association Tech Seminar, taking place April 19-21 at the Allen Lakes Convention Center in Madison, Wisconsin.

The Tech Seminar is designed to educate librarians on the new technological advances in library circulation, administration, and multimedia materials. We will focus not only on the operation of this technology but budgeting and purchasing considerations. After the seminar, participants should be qualified to advise their colleagues on the viability and proper use of the newest technologies available.

Attached is a schedule of sessions and information about instructors. Industry reps will also be on hand to answer your questions. Please R.S.V.P. to Noah Wexler by March 5. Julie Nebbins at the Allen Lakes Convention Center Visitors’ Bureau would be happy to help with hotel and travel arrangements. Her number is (330)892-7284.



Example 7: Training program for employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Assimilation Classes

As we approach our expansion in South Korea, many of you are preparing to move overseas. We want to help you make the transition smoother by offering assimilation classes. The classes will take place June 20-29 at Whitewood Campground in Slippery Rock, Ohio, and August 14-31 at the Friendship Conference Center in Seoul, South Korea.

Classes are intensive introductions to Korean culture, etiquette, and survival skills, as well as the Korean language.

We will send a Korean language textbook, language instruction tapes, and a syllabus to those attending. You will be required to complete three weeks of independent language study before classes begin on June 20.

Classes are open to executives transferring to our Seoul division. We encourage all executives to attend both sessions in their entirety. Executives based in the United States who anticipate doing business with our South Korea division are welcome to attend the Slippery Rock classes. Individuals are responsible for their own travel arrangements. Accommodations will be provided by Whitewood Campground and Friendship Conference Center.

Please notify Charlie McNamara at 555-0250 if you wish to register for classes. We will not be able to accept any reservations after May 1.

Both sessions will be led by Norman Reutzer, professor of Korean culture at the University of Ohio, and Ester Chung, company relations director of the Seoul division. Executives and employees from Seoul will attend portions of each session to give insight into the Korean business culture and offer relocation suggestions.

Example 8: Administrative training announcement

Memorandum

TO:

FROM:

DATE:

SUBJECT:

A meeting to train administrative assistants to use the new database software is scheduled for January 5 at 10:00 a.m., in the boardroom.

Participants will learn how to add and retrieve files from the FileMaster Pro 4.0 database. We will also cover how to convert old Computech 2.1 files to the new system.

All administrative assistants are expected to attend. If you cannot, contact Lewis Rossman to make alternate arrangements.

The training will be led by Alice Dunbrowski, a computer consultant from Office Solutions. Alice installed the program on our computers and uses it to manage her own files.



Example 9: Trainings memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Product Update Meetings for Retail Sales Associates

Product update meetings for all retail sales associates will be held on Monday and Tuesday, January 11 and 12 at the corporate headquarters at 115 Marsh Blvd. The meetings will introduce associates to the spring clothing line. The meetings are 7:00 a.m. to 9:00 a.m. daily. A complimentary full American breakfast will be served, and associates will be paid for those hours.

Attendance is mandatory at both sessions. Please come prepared to take notes! We will be giving information about fabrics, sizes, colours, prices, and designs for the entire spring line. This is information you will be expected to convey to customers.

Old Creek Mall store managers, Julie Herman and Alex Sebastian will be discussing the women’s line on the 11th. Heather McKimm, Westerville’s store manager, will discuss the men’s line on the 12th.

Example 10: Trainings

Memorandum

TO:

FROM:

DATE:

SUBJECT: Training Session—Federal Drug Dispensing Guidelines

We have scheduled meetings to update nurses and nurses’ aides on the recent revisions to federal drug dispensing guidelines.

Those attending must attend outside of shift hours. Meetings are scheduled for the following times:

Thursday, August 12, 9:00 a.m.-10:00 a.m., Room 218

Friday, August 13, 3:00 p.m.-4:00 p.m., Room 218

Monday, August 16, 7:00 p.m.-8:00 p.m., Room 218

Tuesday, August 17, 7:00 a.m.-8:00 p.m., Room 218

Attendance at one of the meetings is mandatory for all those who are certified or are seeking certification to dispense drugs to patients. Enclosed is a packet of material that participants must read before the meeting.

Florence Jolliet, our legal advisor, will conduct the meetings with Dr. Frank Wonderchek, director of paediatrics. Florence is an expert in health care laws and pending legislation affecting medical care providers. Dr Wonderchek is on the board that supervises the purchasing and dispensing of pharmaceuticals for the hospital.

Resume Transmittals — Comments Off on Thank You for the Interview
27
Nov 10

Thank You for the Interview







Guidelines : Thank You for the Interview

Thank You for the Interview

Guidelines and Alternate Phrases

  • Express your appreciation for the interview and reconfirm your interest in working for the company.
  • I so much appreciate the opportunity you gave me yesterday to meet with you and your staff in such an informal setting.
  • Thank you for taking the time to talk with me one-on-one about the sales and marketing position.
  • After talking with you yesterday, I’m even more excited about the possibility of working with you as an auditor.
  • Thanks so much for your time in reviewing your needs and the job responsibilities as a media consultant.
  • I was so pleased with the opportunity yesterday to discuss with you the management responsibilities and opportunities available in your Detroit branch.
  • Our discussions yesterday were so enlightening. I had no idea you were currently investigating so many new product ideas–that makes me even more eager to work with you at Harbro.
  • Summarize the key contributions you think you can bring to the company, basing your remarks on the job requirements mentioned in the interview and on problems you think you can solve in the position.
  • After hearing of your predicament with the scattered management team, I’ve given more thought to another possible approach. Perhaps you could…I think my experience with…would have a direct bearing on that outcome.
  • My six years’ experience in computer technical support areas certainly has prepared me to address the two continuing problems you mentioned….
  • Your mention of the company’s plans to increase PR activities in the local community sound particularly interesting to me because of my long-time media contacts. I would be most eager to explore placement of articles with these key people, who could certainly position Forrester in the limelight.
  • Close with your eagerness for their positive decision.
  • I have every confidence I can contribute to your growth.
  • Let me know if we should talk further. I think the possibilities for our association are almost endless.
  • I’ll look forward to hearing your decision about the copywriting job.
  • I do want to go to work for you to see what I can do in turning the sales situation around. I’ll be eager to hear what you decide.
  • Thank you once again for talking with me about the position. I’ll be expecting to hear from you shortly.
  • I am happy to know you will be making the decision soon. I’ll be eager to get a call from you.
  • I’ll appreciate your giving me a call when you’ve made a decision about this position.
  • Thanks again for outlining the challenges to me–I’m ready to go to work.

Example 1: Interview thank you letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Barnhart:

Thank you for the opportunity to speak with you personally yesterday about the position of technical editor. Your company sounds as though it has a superior strategy for putting together technical proposals to meet client needs. I do appreciate the time you spent in overviewing the entire process from engineer surveys to final copy.

My experience in working with more than 50 engineers in the past two years has given me broad experience in combining technical accuracy and principles of good writing. Since our discussion about the current lack of people skills in the editing process, I’m even more eager to bring a sense of cooperation to the job and a willingness to work with your engineers on subsequent drafts until we have a winning proposal in hand.

I’m looking forward to your decision about having me go to work with you to increase your winning proposal ratio.

Sincerely,

Example 2: Thank You for the Interview

Your Name
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Trindle:

Thank you for taking the time to speak with me about the opportunities and responsibilities of your service manager position. The dealership’s service center is certainly an impressive operation with up-to-date equipment and a well-trained staff to repair today’s computer-driven vehicles.

I feel I would be particularly well-suited to assist in your effort to improve your public image. In my position as service manager of Sonny’s Transmission Repair, we have earned the Best of Cleveland—Best Car Repair Shop Award from the Cleveland Sentinel for the last four years. I have instituted a six-point customer communication policy that strengthens customer confidence. Since I have managed the shop, repeat business is up 30 percent. I am confident I could do the same for your dealership.

I look forward to hearing from you. I think our association would be a mutually beneficial one.

Sincerely,

Example 3: After interview thank you letter

Your Name
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. O’Brien:

It was a pleasure to speak with you on Monday regarding the Kids’ Spot assistant producer position. Kids’ Spot sounds like a show that will educate and entertain children for many years to come. I appreciate you taking the time to explain the assistant producer position to me in detail. I feel as though I have a very good idea of what my typical day would be like if I came to your show.

I certainly understand your worries that children’s programming is saturated. In my production work on Simon’s Sandbox, a children’s television show created by the University of Ohio, I gained experience on how to carve out a niche within the industry. When the show’s ratings dropped in 1996, I led a project to retool the program as a nature program. Subsequent ratings were consistently in the top three in northern Ohio children’s programming.

Kids’ Spot’s concentration on safety issues is a much-needed approach. The challenge is to maintain an entertaining tone rather than a lecturing tone. I have several ideas for characters and sketches that would help achieve that goal.

I am eager to hear from you. I think I could make real contributions to Kids’ Spot.

Sincerely,

Example 4: Follow up letter after interview

Your Name
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Mesner:

I appreciate the time you took out of your busy Monday to explain World Watch’s current projects and the role of the researcher in your business. I already knew that World Watch was one of the most well-respected environmental research firms in the country, but I was surprised at the number of major federal projects you currently handle.

During my graduate studies in the environmental studies department at El Paso College I worked as a research assistant under Dr. Lyle Cardoman, the chair of the Federal Committee on Habitat Conservation. Dr. Cardoman’s committee established the environmental impact guidelines, so I am very familiar with the ins and outs of federal environmental impact studies.

I have every confidence that I would be an asset to your research staff. I look forward to hearing from you.

Sincerely,

Example 5: Thank you letter after job interview

Your Name
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Nelson:

Thank you for meeting with me yesterday to discuss Fowler State’s library system and your assistant librarian opening. Since I was an undergraduate at Fowler State I have been impressed with the extensive library holdings and your commitment to keeping materials accessible to students.

Your struggle to maintain the collections and periodicals subscriptions in the face of budget cuts is one of the major challenges libraries face. I addressed this issue in my master’s thesis, studying the methods four university libraries’ used to cope with decreasing funding.

I have several ideas for Fowler’s library system which proved effective with other universities. For instance, periodicals-tracking software that calculates the circulation rates of specific titles and their annual costs can help you decide which are the most important subscriptions to maintain. Several universities have also had some success obtaining grants to replace previous institutional support. Considering Fowler’s reputation this approach seems quite promising.

I want to see what I can do to improve the library’s funding situation. I am eager to hear what you decide.

Sincerely,

Resume Transmittals — Comments Off on Introducing Yourself
27
Nov 10

Introducing Yourself








Guidelines : Introducing Yourself

Résumé Transmittals: Introducing Yourself

Guidelines and Alternate Phrases

  • Be specific about what job you want, referring to how the position came to your attention.
  • I am very much interested in the Boston plant manager’s job advertised July 6 in The Wall Street Journal.
  • I’m enclosing my résumé in response to your July 6 advertisment for a newsletter editor. With 15 years’ experience in preparing brochures, journal articles, and proposals, I think I can contribute just the skills you need.
  • In a conversation last week with Dr. Sylvia Brown, I learned about an opening in your research and development department. Upon her recommendation, I’m enclosing my résumé.
  • Please consider me for the sales position at your Boston office. An acquaintance of mine mentioned a position would be opening there at the end of the month.
  • I recently learned of an opening for an administrative secretary in your accounting area. Would you please consider me for that position?
  • I saw your ad for a receptionist in yesterday’s Star Telegram and have enclosed my résumé for that position.
  • Joe Burke in your Chicago office suggested I contact you about the program analyst position that will be vacant at the end of this month.
  • Your organization keeps coming to mind as an excellent place to work. Would you please consider me (résumé enclosed) for a position in your accounting area?
  • If you want to increase your visibility in the oil and gas industry, I think my skills as a trade association manager can contribute to that goal.
  • Have you given thought to having your basic wordprocessing needs handled by a freelancer who pays his own salary and benefits? If that idea sounds appealing, I would welcome the opportunity to talk to you about such a freelance arrangement, whereby I would pick up and deliver daily your reports, correspondence, and proposals.
  • Summarize your education, key work experience, and skills or traits that specifically apply to the job.
  • I’ve had 12 years’ experience in….
  • As an engineer at Exxon, I had full responsibility for designing….
  • I enjoy this kind of work and am…(analytical, conscientious, agreeable, detail-oriented, organized, alert, dependable, energetic, dedicated to a cause, competent, artistic, creative, good with figures, pleasant, tactful, ambitious, reliable, communicative, quick, adaptable, action-oriented).
  • Emphasize benefits of your experience to the employer rather benefits you expect to gain.
  • Such a job calls for persistence and self-discipline–both of which are just part of my makeup.
  • That first impression on the phone with a client is crucial to the sale; I have always taken such calls very seriously.
  • Long hours, travel at a moment’s notice, and attention to detail present no problem whatsoever to me.
  • I would be eager to see that you had the monthly financial information on a timely basis and in a form you could easily interpret and immediately use–whether in written report form, in graphs, or in oral presentations to management.
  • The strategic plans you mentioned on the phone sound extremely exciting and challenging to me. The work you want done in the international setting, of course, directly relates to my experience at Huffco.
  • With 14 years’ experience in corporate law, I think I could contribute significantly to your company’s positioning itself as legal advocate for the causes we discussed yesterday.
  • My excellent sales record, my selection as this year’s Storman Award recipient, and my position on the board of directors for the AEEC, I think, evidence my commitment to customer service.
  • It’s not unrealistic to expect that I could increase your media exposure by placing two or three articles per month in various industry journals.
  • My academic credentials, I feel, would be an impressive part of a BVI proposal to prospective clients.
  • My willingness to travel, my flexibility on job assignments, and my communication skills with clients could pay off tremendously in a widespread operation such as BVI’s.
  • My four-year work history with no direct supervision served as a training ground for the position you now have open.
  • My time-management skills and my organizational skills should be directly useful in coordinating the consultants’ schedules among so many job sites.
  • Avoid mentioning salary unless the ad or interviewer insists that you do so.
  • I’d be happy to discuss salary during our interview.
  • As to salary, I’ll have my past salary history with me at the interview.
  • My salary requirements are negotiable, and we can discuss those as we review the exact nature of the job.
  • My salary requirements are flexible, depending on the chance for advancement in the company and the cost of living at the work location.
  • If there’s a good connection between the job and me, I feel sure we can also get together on salary.
  • Suggest an interview.
  • May I talk with you further?
  • I will welcome the opportunity to respond to more specific questions you may have in a personal interview.
  • No letter, of course, can adequately convey all the details of my experience, but if the above qualifications are in line with the job you’re trying to fill, I’d appreciate a personal interview. My number is 457-2345.
  • May I have an interview?
  • I’ll take the liberty of calling you when I’m in Dallas next week to see if we can arrange an interview at your convenience.
  • If this experience is on-target for the kind of trainer you need, let’s talk further.
  • I’ll phone next week to see if we can talk further about your BVI plans for the coming year.
  • I’ll call in a couple of days to see when we might get together to discuss the job and my qualifications in more detail.
  • I would be happy to fly to Houston for an interview at your convenience. I really want to work for an organization with the reputation yours has in the industry.
  • Would you please phone me at 344-6789 so we can talk further about the job possibilities?
  • I’d very much like to join your organization. I’ll hope for a positive response for an interview when I phone you Thursday.
  • May I visit with your selection committee personally to discuss how we can work together?
  • I’ll be in Philadelphia for the entire month of May and will phone to see when you have a few moments to talk about your plans for this position.
  • Please consider this résumé carefully in light of your current needs and let me know if you see a match with my experience.
  • I’ll look forward to scheduling an interview with you.
  • Make sure your name, address, and phone number are included either in the body of the letter or on the stationery heading.

Example 1: Sample letters for resume transmittal

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wainwright:

If you anticipate a need in the near future to increase your marketing, public relations, and advertising activities and results, please take a look at the enclosed résumé.

My most recent position as director of corporate communications for Bolton, Johnson, and Frezzer ended on November 1, when the company reduced their workforce by 30 percent. My work there included developing promotional materials, providing marketing support to sales reps in the field, and drafting speeches for our senior executives. Additionally, I served the company’s media spokesperson. My experience at previous companies included writing responses on governmental affairs issues and copywriting at ad agencies.

If you think you can put my communication experience to work at Universal ParkCities, then I would most definitely welcome a call. Effective communication and media contact can be a direct channel to your profitability as a service company.

Sincerely,

Example 2: Sample resume cover letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Maxwell:

We met about five years ago at a Chamber of Commerce awards banquet. Because we had such a lively conversation about the changing world marketplace, I have kept up with your company through the media. I have especially admired Arcon International’s remarkable progress in the last two years since you’ve become chief executive.

I am writing to you because your company’s plans for future growth may create the need for someone of my training and expertise to organize and manage your international business. If so, you may be interested in the enclosed résumé, detailing my experience during the last 15 years:

• I have conceptualized and developed energy and energy-related projects on four continents, comprising total assets of $300 million.
• I have acquired four manufacturing companies in Japan and combined them into one operation, losing no key executives in the reorganization. Sales from this new organization increased from $5.7 million to $12 million and net profits tripled, from $500,000 to $1,500,000.
• I reorganized a Venezuelan company, recruiting and installing professional management. In 15 months, I reduced the work force by 42 percent and increased sales from $4 million to $5 million. Return on investment jumped from 12 to 29 percent.

My affiliations during these experiences have been with Conoco, Exxon, and Shell Oil. During my work with them I rose from plant supervisor to regional marketing manager, to general manager, to vice president. Presently, I am a vice president with T.H. Davis Company responsible for worldwide business development.

I have degrees in engineering and marketing from MIT, and I speak four languages fluently.

Your company’s growth has been very impressive, as you well know. I’d very much like to explore areas of possible mutual interest and to discuss further details of my experience in a personal meeting. If you think I could contribute to your organization, please telephone me at home after office hours at 713-333-4444.

Sincerely,

Example 3: Cover letter for job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jason:

I was pleased to learn during our telephone conversation today of a possible opening in your organization. The plans sound challenging for the upcoming year; I definitely would like to be considered as an instructor and curriculum developer.

As my enclosed résumé indicates, the teaching of writing has often been a major focus of my training objectives for past employers (Whitley Inc. and IBM). I believe I have developed original content and an instructional approach that have produced excellent, measurable results in short, fast-paced courses. Your plans to design courses in additional subject areas particularly excite me. Further, I am just as interested in implementing the overall instruction plan as I am in research and course development.

For your review, I have enclosed a project proposal and a brief course outline I think will help you characterize my approach and organizational methods.

May we talk again about how I can help you with your 19– plans?

Sincerely,

Example 4: A letter introducing yourself

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Whitney:

I have recently moved to the Boston area and am interested in work as a technical writer.

In addition to 10 years’ experience in writing computer documentation, I have a broad scientific background (BS and MS degrees) and believe I could contribute effectively on a variety of subjects.

May I come by your office to discuss my qualifications and your specific needs for a technical writer? Please suggest any time that would be most convenient for you.

Sincerely,

Example 5: Resume cover letter templates

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Graham:

I am writing with the thought you may from time to time need a larger resource base to complete a client project. I am available for such co-consulting work and sales efforts. My experience has been broad, including a position at the highest operational level in the U.S. Navy. There I designed and coordinated all safety and health programs, focusing heavily on drug and alcohol abuse programs.

My specific qualifications and areas of expertise include:

• Extensive knowledge of governmental compliance standards in the areas of environmental safety
• Training design for safety and health education
• Non-therapeutic counseling
• Management of physical and psychological conflict
• Interracial and intercultural communication

I have attached my résumé. If these qualifications are of interest to you, I welcome an opportunity to meet you personally.

Sincerely,

Example 6: Transmittal letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ralph:

It was good to talk with you on the phone and very kind of you to offer to act as “point of contact” for me. Enclosed is a copy of my résumé, which I’m also sending to the San Francisco manufacturing company looking for a consultant.

For your further information, I would be interested in any assignment your organization might have in the negotiation of mergers and acquisitions. To date, I’ve helped more than 30 companies through those murky waters and have the tenacity such reorganizations require.

Sincerely,

Resume Transmittals — Comments Off on Introducing Another Person
27
Nov 10

Introducing Another Person





Guidelines : Introducing Another Person

Résumé Transmittals: Introducing Another Person

Guidelines and Alternate Phrases

  • Mention the enclosed résumé, giving the prospective employee’s name and interest in a position.
  • Leave the reader a graceful way to ignore the request if there is no interest in the individual.
  • If you think the benefit might be mutual, you might want to give Joan a call.
  • If you have any interest here, I suggest you follow up.
  • If you can pass the information on to the proper person, I think Joan would like to talk with you further.
  • What do you think? Might he be what you need for your new marketing strategy?
  • Express appreciation for any assistance the reader may be able to give, if you are making the request as a personal favor.
  • Thanks for the favor.
  • Thanks for any help you may be in a position to provide.
  • I’ll appreciate whatever you can do to see John gets to talk to someone there.
  • Thank you for passing this information on to the manager of that department. I hope things work out for both John and your organization.
  • I have no personal interest in your hiring this consultant, but I did think he sounded like a “good fit” for your needs.

Example 1: Introduction letter for another person

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Reza:

Henry Sloane is a recent graduate of the University of Texas and is anxious to join a progressive organization where he can have an excellent future in sales. Naturally, I thought of Toasten Foods.

So, would you please forward the enclosed résumé to the appropriate person in your organization? I think he’ll be the kind of high-caliber employee any manager would grab. I’ll appreciate whatever you can do to get him an interview with the appropriate person.

Sincerely,

Example 2: Introductory letter for another person

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Rita:

At our last meeting you mentioned you had lost your CFO to a competitor. A friend of mine–whose judgment I trust–has sent me the attached résumé of Mike Burns, with a strong recommendation on his competence and effectiveness. Until recently, Burns was vice president of finance at Perryton; he is currently comptroller of its parent company, RWW.

I am told he might be interested in relocating. Perhaps one of your people or your search firm might want to talk with him.

I was pleased you were able to attend the retirement luncheon–I wish we could have visited longer. My best personal regards.

Cordially,

Example 3: Cover letter for introduce another person

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Kennton:

I have just reviewed the kind of résumé I hate to put aside without taking some action: Mark Abbott has eight years’ experience in direct-mail marketing and quite a list of sales feats to his credit. However, we have recently decided to stop all our direct-mail efforts, and have no place to use his expertise. The thought struck me that you perhaps could use such a person.

Rest assured I do not expect you to contact him; I just didn’t want to pass his résumé without calling someone’s attention to his potential.

Mr. Abbott’s résumé is enclosed, should you have any interest in contacting him.

My best regards,

Resignations — Comments Off on Offering(On a Positive Departure)
27
Nov 10

Offering(On a Positive Departure)







Guidelines : On a Positive Departure

Offering Resignation on a Positive Departure

Guidelines and Alternate Phrases

  • State you are resigning your specific position/title and the effective date.
  • As we have discussed, I am offering my resignation as systems analyst, level 1. I want to make the resignation effective date as convenient for you as possible, but no later than March 1.
  • Please consider this letter as my resignation from my position as office manager, effective March 1.
  • I will be leaving my position as general counsel on August 31.
  • After six long months of contemplation on my future advancement in HyPower, I have decided to resign my geologist position, effective sometime in October–at your convenience. The decision has been quite difficult for me because I truly have enjoyed the relationships I’ve built here.
  • I offer my resignation as training coordinator with HyPower. My last day will be March 1, unless you have a replacement who can assume the responsibilities sooner.
  • State your reason for leaving. You may be as vague or as specific as you wish. Bear in mind, however, your reason should be one that puts you in a favorable light with future employers who may verify your employment record.
  • This new position will offer me the opportunity to travel overseas, an adventure I’ve looked forward to for sometime now.
  • I have been concerned about the limited opportunities for advancement. As you know, I’ve always been one to thrive on change and growth.
  • I have decided to seek a job that will allow me more freedom to use my problem-solving skills on non-routine matters.
  • As you know, my training is in the financial area, and I’ve had limited opportunities here to make contributions of that kind.
  • My experience with previous employers has been administrative work, and that is the kind of job to which I’d like to return.
  • As we have discussed, because of changes in my personal financial responsibilities, I have had to seek a position that offered a higher salary–although I understand your budgetary constraints.
  • I really haven’t decided completely what kind of job I want to pursue, although I am interested in the possibility of going into business for myself.
  • At this point, I’m toying with the idea of turning one of my hobbies into a profit-making enterprise.
  • I plan to move back to the Midwest to be near my elderly parents, who have had serious health problems the last year.
  • Because of the increase in the size of my family and the rapidly increasing cost of living, I’ve found it necessary to seek other employment.
  • Rush-hour traffic and my two-hour daily commute have become a growing frustration for me, and, therefore, I have located a position nearer my home that will allow me more time with my family.
  • Frankly, I was deeply disappointed the vacancy of general manager was filled by someone from outside the company. Through years of excellent performance appraisals, I was led to believe I was in line for that position. Under the circumstances, I think you’ll understand my decision to resign.
  • I have accepted a position with HyPower as their director of marketing.
  • Mention anyone you’ve trained to replace you, if appropriate, and any unfinished projects in progress.
  • I’ve trained Cheryl Anderson in all my daily job duties.
  • I have every confidence Cheryl Anderson can handle my job.
  • I would have no qualms in leaving my job in the capable hands of Cheryl Anderson, at least until you’ve made a thorough search outside the organization.
  • Cheryl Anderson is fully capable of assuming my position, should you decide to promote from within the organization.
  • Pending projects include the Jefferson case and the Blythe will.
  • Unfinished projects that will need your attention include…; Cheryl Anderson is familiar with all the details of these on-going efforts.
  • Express your affection for the job, citing either experience, training, skill development, or relationships with customers or coworkers.
  • The friendships I’ve developed here will be difficult to leave.
  • I appreciate your supervision and your genuine concern for my well-being and professional growth.
  • The training I’ve been given here has indeed prepared me well for this new assignment.
  • Your personal management style has allowed me just the flexibility I’ve needed in a job.
  • Your confidence in me through the years is one of the things I have valued most during my tenure here.
  • Please understand how much I have enjoyed working with you under such pleasant circumstances.
  • I thank you for your constant attention to my needs, both personal and professional.
  • The communication skills you’ve practiced here are some that I plan to continue in my new position.
  • The close personal friendships, as well as the professional liaisons, have been a meaningful part of my work life here.
  • I’ve learned much from you. I feel that I owe my success in getting this new job to your personal contributions to my professional growth.
  • Thank you for such a pleasant association over the past ten years. I have fond memories of you and the others on the staff.
  • I’ve appreciated all my dealings with Neilsen and Neilsen.
  • Thank you for the personal and professional growth I’ve enjoyed here at Neilsen and Neilsen.
  • The job here has been richly rewarding.
  • My training has been exceptional, my relationships deeply meaningful, and my work very rewarding. Thank you for the opportunities here.
  • Be brief.

Example 1: Resign letters with positive reason

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Charles:

Effective October 1, I will assume the position of director of human resources for Aveo, Inc., in Baton Rouge. Therefore, please accept my resignation as benefits and compensation coordinator of the Human Resources Department within Pilburgh Associates, effective September 30.

The decision was a difficult one for me because I have so enjoyed my working relationships here. The job description has given me great latitude in assisting other coordinators within the human resource area, and as a result, I’ve gained skills in several related fields. These cross-training opportunities have been invaluable, and in a much more formal, classroom setting, I’ve been able to take advantage of classes in management, interpersonal skills, writing, and oral presentations. All of this training has been a worthwhile effort for both Pilburgh and me.

As I go to the new position, I’ll do so with the utmost respect for the management examples and philosophies learned here and with gratitude for the personal attention to my career growth.

Thank you for the rewarding experience I’ve enjoyed during my seven-year association with the organization.

Sincerely,

Example 2: Resignation letters examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Symond:

Please accept my resignation as associate chemist at the GERT Institute. I plan to leave my job here on September 30, 19–, taking a few days of annual leave just prior to that effective date.

As you know, my primary interest has been in the oil and gas industry. Therefore, I’ve accepted a position with Fury Refining, Inc., that should put me back in touch with my “first love.”

Although I’m eager to accept the challenges in this new position, I regret leaving the institute. You and the organization as a whole have treated me very well over the past three years. I won’t forget the friendship and professional growth I’ve experienced as an employee here.

Best wishes to all of you for years of expansion here.

Sincerely,

Example 3: Formal resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Malcolm:

After months of reviewing the outlook for the company in the wake of this economic downturn, I see no other alternative than to resign my position as chief financial officer with HyPower. Needless to say, after 12 years of service, this decision was not an easy one.

Please make my resignation effective January 31, which is the end of my scheduled vacation. I will turn over all company books and settle my accounts prior to that date.

I look back on the experience gained and the friends made with much regard. My association with HyPower has been a valued part of my life.

Good luck to you in the years to come.

Sincerely,

Example 4: Job leave letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Vernon:

I am offering my resignation as operations manager of the Leolya plant, effective May 15. As of now, I’m not quite sure where I’ll be looking for employment and am toying with the idea of turning one of my life-long hobbies into a profit-making enterprise.

Frankly, Vernon, I was deeply disappointed the vacancy of general manager was filled by someone from outside the company. Through years of excellent performance appraisals, I was led to believe I was in line for that position. Under the circumstances, I think you’ll understand my decision to resign.

I do appreciate the management training I’ve been given here; it has indeed prepared me well for almost any general business career I decide to pursue. My best wishes for the company’s continued growth.

Sincerely,

Example 5: Resignation letters examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation

Please accept my resignation as Associate Chemist at Neuhauser Research, Inc.; my last day will be August 15, 19–.

While enjoying assigned projects and contributing to the company’s overall growth, I feel my work tasks here have not allowed me to investigate projects in which I developed a keen interest during my graduate studies. Therefore, I have accepted a position more in line with those interests at Meadows Chemical Company.

This decision has been difficult due to the rewarding relationships developed during the past three years. Please accept my thanks for your unquestionable support and leadership here at Neuhauser.

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