Guidelines : Of Products/Services/Forms

Introducing Products, Services, or Forms

Guidelines and Alternate Phrases

• Introduce the product, equipment, service, or form immediately.
• Explain how the new product, service, equipment, or form differs from whatever is already available: Is it less expensive? Easier to use? More accurate? Safer? State exactly what its significance is.
• Mention any exceptions to primary use or application. Who is ineligible to use this service, product, form, equipment? What are its limitations?
• Make the item or service easy to investigate. Most readers approach anything new with a wait-and-see-what-everybody-else-thinks hesitancy. Consider offering a sample; an attached illustration; a “case study” explanation; a demonstration; a class; or readily available assistance by phone, visit, or display.
• In memos, use the term “new” or its equivalent in the subject line to call immediate attention.

Example 1: New product introduction

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Reference Booklet on Tube Feedings

A new reference booklet entitled Tube-Feeding Formulas is now available to all dietitians, dietetic interns, and nurses. The information is designed as a reference for ordering proper tube feedings for patients unable to eat. Key topics include the ordering of calories, protein, carbohydrates, fats, sodium, and potassium.

Formulating diets for each patient through the tedious task of searching scattered reference sources will no longer be necessary. With this new booklet as an authoritative and standard source, patients should more readily accept diets prescribed for them.

You’ll note the booklet is designed in the 7″ x 4″ size to fit easily into our Nurses’ Handbook. Both, of course, will still be sold separately. The price of the booklet is $1.49. To our knowledge, this information is not available in this compact format at this low price from any other company.

If your customers would like to examine the booklet to determine its usefulness to particular groups before ordering in quantity, we’d be happy to furnish them with a free copy. Simply phone Marilyn Graham at extension 222 and give her the customer’s mailing address. She will be glad to handle this mailing detail for you and to refer the customer to the appropriate representative for follow-up.

Even though your customers will not be our primary market, we have enclosed a copy of the booklet so you will be able to field any questions about it.

Example 2: Introducing a new product letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Dictating Equipment

The Milton transcriber equipment for the Word Processing Center is now available. We’re excited about the increased productivity this new equipment will allow, and we encourage each of you to take advantage of this simple writing method.

I’ve arranged for a Milton consultant to conduct 20 user sessions during the week of April 12-16. Sessions will begin at 8:00, 10:00, 2:00, and 4:00 each day of that week; drop by at your convenience.

We will issue each of you your first cassette and bill your department accordingly. Each time you turn in a taped cassette to the Word Processing Center for transcription, you will receive a replacement at no cost. If you need a recorder for use away from the office, you must get approval from the appropriate manager.

The equipment will transcribe from either standard or microcassettes but not from the minicassettes. Although the minicassette capability would be an asset, we want to avoid this additional cost at the present time.

Example 3: Announcing a new service

Memorandum

TO:

FROM:

DATE:

SUBJECT: Special Travel Service and Discount from Continental Hotels

We’ve been able to secure a special reduced corporate rate at the Continental Hotels chain, a discount unavailable through any other local agency at this time. In order to receive this discount, however, we must make all travel arrangements through one company representative.

Ms. Sue Lemitz, suite 4882-D, will be handling this new service for you and dealing directly with Continental. To make your travel arrangements, please call her (ext. 115) with the following information: guest name, department, office location, arrival date, departure date, local and destination contact name and phone number, and type of room required (single, double, suite).

All rooms will be guaranteed for late arrivals. Since Continental will deal with no one other than our designated representative, Ms. Lemitz must make all cancellations or changes for you before she leaves each day at 5:30 p.m. Please make every effort to phone her about a change of plans before that hour; otherwise, the company must pay for any unused room.

Example 4: New product introduction letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Form for Journal Entries of Manual Invoices and Other Receivables

Attached is a completed sample of the new form designed for journal entries of manual invoices and other receivables. The new form has been changed to provide adequate information for direct feed into the new MARC system.

The major change (circled in red) on the form is the accounts-receivable information section added to the right of the amount columns. The business area coding has been added as a permanent code for data-entry purposes.

This new form should be used only when a receivable entry is being recorded. These new columns, completed only if the receivable entry is a credit and clears a specific open item, will reference the original invoice date and number being credited.

If you have any questions about completing these forms, please notify Bill White at ext. 321.

Example 5: Marketing letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Our Turkeys Are Here

In order to help you and your family celebrate Thanksgiving this year, we will be giving away 12 pound Little Farms turkeys. If you want a turkey, register with Julie Marks before Wednesday. Julie will give you a coupon good at Hardy’s Supermarket at 836 North Maple St. Only one per employee please.

You can thank David Purcell for his initiative on this.

Example 6: Introducing a new product letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Vacation Request Form

We have a new vacation request form. Except in emergencies, approval for vacation days cannot be granted unless we receive this form at least one week before the days you want to take off.

You can obtain forms from your division chief’s office. The request will then be approved or denied in writing by your division chief.

With your cooperation, we can make the vacation scheduling process less chaotic for your supervisors. Let’s avoid any further mix-ups with vacation days by consistently documenting our requests and approvals.

Example 7: Product letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Day Care Center

I am happy to announce that we now have in-house daycare for the children of employees. This is another step in our attempt to offer a family-friendly work environment.

Located on the fifth floor in room 590A-B, the center will accommodate up to 50 children between the ages of 3 and 11. It will be open Monday through Friday from 9 a.m. to 5 p.m. A special lunch room area adjacent to the center will allow parents to spend lunch with their children.

Missouri TeleCom will pay 50 percent of the fees, so that the final cost to parents will be $3.00 per hour per child.

Although we are not able to handle special needs children, we will look into adding such capabilities if there is an expressed need.

Brian Ames will act as the new director of the daycare. He is eager to meet interested parents and get your input about the center. He will hold meetings in room 590A-B on Thursday at 7:00 p.m. and Friday at 8:00 a.m. The meetings are expected to last about one hour.

Example 8: Company New product

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Chairs and Keyboards

In an effort to prevent sore backs and wrists, the Office of Supply Services is providing ergonomically designed chairs and keyboards for all data entry staff. The new equipment will be delivered on May third.

We are working to make your office space as comfortable as possible.

Example 9: Product

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Bar Code Tracking System

Beginning March 19, we will institute a bar code system to track our laboratory samples through each stage of the testing process.

When we receive samples for testing, the prep assistants will register each with the name and address of the donor, the name and address of the doctor, the date, and the donor’s profile. The bar code readers installed at each computer station will allow us to call up this information on any sample instantly. Lab assistants will then add the pertinent testing results to the file, re-scan the code, and the information will be saved. Assistants will save time they used to spend re-typing this information at each testing stage.

Bob Nelson at Health Source Laboratories tells me they implemented the bar code tracking system several months ago, and their lab techs have responded enthusiastically.

We will have a training session in the main lab for prep and lab assistants on the 18th of March at 12:00 noon.

I am sure the time we take to learn the new system will be well worth the time we save in repeatedly re-entering data.

Example 10: Services

Memorandum

TO:

FROM:

DATE:

SUBJECT: “Open” MRI Unit Installed in Pediatrics

An “open” MRI unit is newly installed in Room 19 of the Pediatrics Wing.

Although using diagnostic equipment from other wings is usually frowned upon, this MRI is available for use by any division. It is the only unit in the hospital which is “open,” meaning the components are installed in the floor and the ceiling. In other words, there are no side walls that make patients feel like they are lying in a tunnel. The new MRI is available only for pediatric patients and patients who are unduly anxious about using the regular unit.

Carol Browner is the technician-in-charge of pediatrics. You may call her for patient scheduling at 555-3757.

Guidelines : Of Outside Services/Companies

Introducing Outside Services or Companies

Guidelines and Alternate Phrases

• Introduce the service or company in terms of the reader’s interest.
• You mentioned to me recently your interest in investigating the Australia market. Therefore, I have suggested that Harold Martin of RedMar Inc. contact you about….
• Your CFO wrote me in the spring about your decision to add temporary PR staff when the new computer product line was in full swing. I’ve found a personnel agency specializing in placement of the sort of temporary employees you mentioned.
• Give background information from your personal experience about the service, product, or company.
• They enjoy a fine reputation with our own company.
• Their services have been invaluable to us during our recent problem with….
• Although we have not had a specific need of their professional services while I’ve been associated with Universal Corporation, I do know the company’s reputation here in Jackson is outstanding. Mr. Smith has served with me on numerous Chamber of Commerce committees, and I continue to hear nothing but compliments about his firm.
• Indicate any referral action you’ve taken, but avoid obligating the reader.
• I did give their representative your name, thinking you would appreciate his input if you can find the time to chat a few minutes on the phone.
• If you’re not in a position to use the kind of service they provide, perhaps you can refer Bill Wamock to other prospective clients. I’ll thank you for any consideration you may be able to give him.

Example 1: Introduction service letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Margaret,

With this letter, I want to introduce you to a very well-known French company, Constructions Metalliques de Provence (CMP), with which we have been doing business for quite some time. We have joint ventures concerning the fabrication and erection of all kinds of tanks, pressure vessels, and refinery columns–all ventures that you, too, might be interested in pursuing.

CMP is opening an office in your area. Mr. T. S. Goulette, who is to be in charge of that location, is a good friend of ours, very personable, and extremely knowledgeable about our industry. You’ll also find him very articulate, with a perfect command of the English language.

To give you a better idea of CMP’s activities, I’m enclosing a recently prepared brochure.

When Mr. Goulette contacts you, I’ll appreciate any cooperation you can give him. I do think you’ll find several common business interests to pursue.

Sincerely,

Example 2: Recommend service

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reservations Responsibilities Contracted to Kreebaum Services

Effective January 15, we will hand over our duties of reservations and scheduling to Kreebaum Services of Minneapolis.

We realize that trying to handle the calls in-house was becoming an undo burden on desk clerks. Several guests complained about being on hold for up to 15 minutes. This change should streamline our reservations process and leave clerks free to handle other guest services.

Kreebaum employees will place reservations using our Web site, so we have instant access to all reservations made. When the switch-over occurs, we will have a separate telephone number for reservations, (800)555-2989. The number for the front desk will remain the same.

If you have any questions about the switch-over, call Alex Finch at Ext. 2948.

Example 3: Suggest the company

Memorandum

TO:

FROM:

DATE:

SUBJECT: Errol’s Office Machines—New Copier Repair Service

To ease the burden on our maintenance crew we have contracted with Errol’s Office Machines to handle photocopier repair for the sales department. They will be our exclusive repair service effective June 18.

Sheryl Bird is our representative at Errol’s Office Machines. Call her at 555-2948 if you have any trouble with your copier.

Example 4: Corporate introduction letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: National Health Group Insurance Representative On-Site

We are please to announce that a representative from National Health Insurance Group will be on-site every Wednesday from 12:00 to 2:00 beginning March 22.

A representative will be in the second floor conference room to answer questions about benefits, accept claims, and help employees complete insurance forms.

In order to schedule to meet with your representative, you should notify your supervisor and sign-up for an appointment on the sheet posted in the break room.

Example 5: Recommend company

Memorandum

TO:

FROM:

DATE:

SUBJECT: Pre-Hazmat Inspection Check

Michelle Aarons and her team from Safety Systems will be here during the week of October 19 to conduct a pre-hazmat inspection check of warehouses A-F as well as the west end refinery. They will look for violations so we can fix them before our annual state inspection in January.

Let’s do everything we can to get our facilities up to snuff before Safety Systems comes. If we treat this as a real inspection, we’ll be that much more prepared for the actual one in January. Your managers will be posting emergency spill clean-up procedures and emergency pressure release procedures to refresh your memory on drills.

I know you will do everything you can to assist Michelle and her team. They are here to help us shine during our annual inspection.

Guidelines : Of Outside People

Introducing Outside People

Guidelines and Alternate Phrases

Introduce the person and give the reason for the introduction.

After our recent lunch, I gave more thought to your question about overseas contracts and am writing to suggest you might want to meet Bill Wydermer.

Joan Littlejohn has worked with me on numerous projects, and I have the highest regard for her opinions. Therefore, I have suggested she phone you so you can get together for a brief visit. I think she’ll have valuable ideas for you on the….

Present details of the person’s background.

Make it easy for the reader to make contact.

I hope you’ll be able to talk to Art. He’ll phone your office.

I’ve enclosed a vitae on him with home and work numbers.

If you prefer, I can make arrangements for us to get together for lunch this next week.

If you think a meeting would be helpful, let me know and I’ll handle all the details.

Express appreciation for any courtesy shown to the person being introduced.

Thank you for any help you can give Randy.

I’ll appreciate your introducing him to the business community in Seattle.

If I can ever return the favor, let me know.

Harvey is one of my closest friends and associates; I’ll take it as a personal favor for you to take him under your wing as you have me from time to time.

Example 1: Example reference letter for a coworker

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bert:

The man I mentioned to you as a possible consultant for the Arizona BARK Commission is James E. Tinsleberger. He formerly was executive director of the Appox Foundation and left with John Capon’s blessing. He is now practicing as an independent financial and management consultant.

James, who is 36 years old, has recently completed his work at Harvard Graduate School of Business Administration. He is a CPA and has had not only extensive experience in state government financial matters but is also an expert in international commodity trading. The attached newspaper clipping will give you a more detailed background.

I personally spoke with him about the BARK Commission assignment, and he indicated considerable interest. My associate, Karl Marietta, asked him to have an outline of his plans to propose to you and the remuneration he would expect. If you’re interested in pursuing the matter with him, he will have all the details worked out.

You can reach him at 12250 Jones Road, Houston, Texas 77070. I have alerted him that he might be considered for the assignment; therefore, if you decide not to contact him, please let me know, and I’ll inform him you’ve made other arrangements.

Sincerely,

Example 2: Letter of reference for an employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sid:

During our discussion of the difficulty in finding staff for your new Pilton designs, I spoke to you about a young man, Harold Richards. He has just graduated from Texas A&M School of Architecture, carrying 140 semester hours with a 3.8 average. He is going to call you on June 2 to see if you are interested in interviewing him.

I’d appreciate your talking with him and think you’ll be quite impressed.

Best regards,

Example 3: Sample introduction letter to coworkers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Max:

Sidney Wahmon, partner in the management consulting firm of Bolinger International, is returning to Dallas to head the firm’s local office. He is a good friend of mine and a leader in the Business and Industry Networks. You may have met Sidney a few years ago when he was associated here with Clayton Pool & Company.

I hope you can join me and a few friends for an informal reception on Thursday, May 4, at the Tonondo Club, 4th floor, Bank of the Southwest, from 6:00 until 8:00 p.m.

Will you be able to join us?

Sincerely,

Example 4: Sample of a introduction letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: A New Member of Our Team — Janet Seaverson

I am pleased to announce the addition of our new sales director, Janet Seaverson. Janet will be joining the sales staff beginning October 16 to coordinate our expansion into the Asian market.

She comes to us from Brandberg Systems in New York City where she oversaw a sales force of over 100, gaining extensive experience in organizing international sales and marketing campaigns. Janet got her B.A. from Northwestern University and went on to earn an M.B.A. in marketing at the University of Pennsylvania. She and her husband, Aaron, both natives of Cleveland Heights, are happy to be returning to the Cleveland area. She tells me she wants suggestions on good baby-sitters; her son Alex is almost nine years old.

I know you will do everything you can to make her feel welcome.

Example 5: New employees announcement

Memorandum

TO:

FROM:

DATE:

SUBJECT: The Addition of Bill Davies — Our Accounting Systems Expert Is Here

Please help me in welcoming Bill Davies to our office. Bill is here to help us install and learn to operate our new accounting and tracking system. He will be with us from March 1 to May 31, conducting training sessions and helping us work out the inevitable early glitches in our system.

Bill gained his expertise in accounting and tracking systems during his nine years as director of product development for California Business Software Systems. For the last six years he has run his own consulting firm, finding time on weekends to play with his band, Boogie Men.

Watch your e-mail for announcements about upcoming training sessions. If you need help during the work day, Bill’s beeper number will be 555-9257.

We’re glad you’re with us, Bill.