To Inform of Professional
Recommendation
To Inform of Second Request for
Payment
To Inform of Second Request for
Information #1
To inform of Second Request for
Information #2
To Inform of Project
Recommendations #1
To Inform of Project
Recommendations #2
To Inform of Team Meeting Outcomes
To Persuade to Avoid Client
Dissatisfaction
To Persuade to Decline an
Assignment
To Persuade to Give Information or
Help
To Persuade to Alter a Deadline
To Persuade to Sponsor a Proposal
To Inform of Professional Recommendation
Subject: Recommendation
of [Candidate’s name]
Dear [Inquirer’s name]:
I received your letter requesting information concerning [Candidate’s name], who is applying for a drafting position
in your company.
[Candidate’s Name] worked
for our company for 13 years before her husband was transferred to Ukiah, and
she was forced to give up her position with us. We were sorry to see her go, as
she was the best draftsperson we had.
[Candidate’s name] was an
excellent employee who paid close attention to detail. Although she
occasionally had trouble meeting deadlines, this was mainly due to her desire
to make every drawing perfect.
The letter closes with a brief
summary of the recommendation and an offer to furnish additional information if
needed.
Sincerely,
To Inform of Second Request for Payment
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[Date] |
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[Payer’s name and title] |
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[Payer’s address] |
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Subject: Request
for initial payment of first draft |
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RE: Invoice #
94-788-2 |
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The reference line helps the
reader to identify the document that is in question.
Mr. [Payer’s name]:
On [Date], I sent you an invoice (#94-788-2)
requesting payment for the first draft of the Regional Sales Managers' Training
Manual. I have not yet received payment for that work. Because I have not
received payment from you, I have been unable to pay the contractor who wrote
the draft, and she is reluctant to work on the final version of the manual
until she receives the money she is due.
If there is a problem or if you did not receive
our original invoice, please notify me immediately at (214) 778-8000 extension
24.
We want to do everything
we can to resolve this problem and deliver the manual on time.
Sincerely,
To Inform of Second Request for Information #1
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To: |
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From: |
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Date: |
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Subject: |
Second Request for Overdue Monthly Activity Report |
The subject line clearly
describes the purpose of the memo.
If you
need help with this report or if there is a problem that we need to resolve to
get the report completed, please notify me immediately.
Sincerely,
To inform of Second Request for Information #2
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To: |
Dick Garrigan (garrigan@ditell.com) |
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From: |
Jackie Newell (newell@falcon.natinst.com) |
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Date: |
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Subject: |
Request for Overdue Activity Report |
The heading includes e-mail
addresses of both the sender and the receiver.
The descriptive subject line
is clear and brief. (Some e-mail systems cut off the subject line after 36
characters.)
There is no summary in this
document. A summary is not always required with brief documents.
The message is concise without
being curt and carries a courteous and businesslike tone. The writer closes
with a polite expression of thanks.
Thanks,
To Inform of Project Recommendations #1
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To: |
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From: |
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Date: |
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Subject: |
Final Soil Cleanup Report,
Interstate Oil & Gas (Job Number 78-098) and Possible Follow-on Work |
An
informative subject line tells the reader that two issues are addressed in the
memo.
- Groundwater
issues were not part of this project. However, we recommend that a minimum
of three groundwater-monitoring wells be installed in the eastern half of
the property where the tanks were removed.
- Contaminated
soil still remains on the eastern edge of the site: a lamp pole in this
vicinity prevented removal of all soils in this area. These soils need to
be addressed in conjunction with the city of Portland's intersection reconstruction
project scheduled for [Date].
- The western
portion of the site should be trenched to see if other underground storage
tanks are present.
I think the client will request that we do the additional work, e.g., install the monitoring wells and trench the western portion of the property. I will let you know if we get the contract for this work.
Sincerely,
Attachment
To Inform of Project Recommendations #2
MEMORANDUM
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To: |
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From: |
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Date: |
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Subject: |
Project Requirements for the new Claims System |
Include a descriptive subject
line.
The purpose of this memo is to recommend a new Claims System and inform you, as project members, of vital project requirements.
Large companies often develop their own claims systems. Smaller companies buy packaged systems, which is our goal. Look at these project requirements and keep them in mind when considering a bid. The new system should reduce:
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Headcount by 70%
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Rental and storage
surcharges by 50%
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Property damage by 40%
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Cycle time by 20%
The current auto claims
system is limited. It does not support and manage the growing auto claims
process that has a complex financial and regulatory environment. The new system
should:
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Allow for enhancements
and business/regulatory requirement changes
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Provide management and
control of financial reporting and claims processing
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Permit consistent
documentation and automation of claims workflow
o Reduce the amount of paper needed in the process
Sincerely,
To Inform of Team Meeting Outcomes
MEMORANDUM
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To: |
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From: |
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Date: |
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Subject: |
Updated HR Metrics |
Include a descriptive subject line.
Hello Team, Thank you for
meeting this morning and thank you for your work in gathering the necessary
data to date.
This memo summarizes updates to project metrics along with the expectations for the August 15 deadline.
The HR team identified the need for the following metrics:
- Headcount
- Employee Turnover
- Quality and Growth Survey
Headcount – Currently available
- Action – JR will generate a weekly report (Friday morning). AJ will provide historical data by 5/18.
- Issues– What is a meaningful number to explain PMG headcount? Are the numbers consistent with what is reported to HQ? The current number reflects only PMG Schaumburg data.
Employee Turnover– Currently available
- Action– Kelly will follow up with the HR group on B/L information to determine operational definition.
- Issues–
Is this currently tracked? This may not be available for GEN 1.
Quality and Growth Survey–No current data or data provider
- Action– I will revisit metric in the next departmental meeting.
- Issues– Metric is only collected once a year. Will this data be meaningful in the CEO-HQ that will be updated on a daily and/or real time basis? Should we report only when data has just been collected and calculated?
Questions addressed in the “Issues section for each metric will be discussed at the next department meeting. Please come prepared with feedback and any further questions regarding the metrics and this email.
To Inform of Project Status
MEMORANDUM
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To: |
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From: |
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Date: |
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Subject: |
Data conversion project status |
Include a descriptive subject
line.
This memo summarizes Data Conversion project tasks completed, in progress, and not yet started. I have included the effect of these activities on the “go live dates.”
List the most important items
first. Then, list the item in decreasing order of importance. Notice here that
the writer addresses the most troublesome tasks, as shown by the least percent
completed, first.
At this time, I require your assistance to resolve the issues outstanding. I have included my suggestions for remedial action for each issue.
- Progress– 10% completion from last week
- Issues– The communication plan is not clear. VEX and the DCT teams have different objectives and expectations.
- Expected completion date– Unknown
- Effect
on “go live” date – Substantial
- Required
remedial actions– Assign more resources and pressure AFD; clarify the
communication strategy with AFD
FEA Integration activities–80% complete
- Progress– 20% completion from last week
- Issues – Delay in translation effort will be significant. The translation team has requested a bid. The translation team expects the work to take 3 to 4 weeks.
- Expect completion date–Unknown
- Effect on “go live” date – Substantial
- Required remedial actions– Assign a member of our team to be part of the translation team; pressure translation to execute
DEC Integration activities – 90% complete
- Progress – 40% completion from last week
- Issues– None
- Expected completion date– 10%, August 7
- Effect on “go live” date– None
We have nearly completed the DEC Integration and FEA Integration tasks. However, we expect substantial delays in completing the AFD Integration tasks for reasons recorded above.
To Persuade to Buy
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[Date] |
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[Name of prospect] |
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[Address of prospect] |
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Subject: $5,000 Advertising Supplement for Ready Made Salads |
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Mr. [Name of prospect]:
We were delighted to read about the opening of your four new stores in the Anchorage area. As you begin stocking your new stores, we hope you will consider our line of gourmet foods and allow us to assist you in offering a variety of products to your customers.
As you know, Good-For-You-Foods has been supplying food stores in Anchorage with healthful, tasty foods for over 35 years. We specialize in gourmet foods that are low in fat and calories but high in taste. We are the only grocery wholesaler in Alaska who carries a full line of gourmet products.
Specifically, we would like you to carry one of our newest products-a full line of Ready-Made Salad Mixes. These mixes have been extremely successful since we introduced them last June. Moreover, through April of this year, to help promote them, we are sponsoring a special campaign that includes a $5,000 advertising supplement. I have enclosed a draft copy for your review. Our representative, who will be calling on you shortly, will be very interested to hear your comments concerning this promotion.
Sincerely,
To Persuade to Act
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To: |
District Sales Representatives |
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From: |
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Date: |
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Subject: |
Opportunity to sell to new grocery stores |
The subject line and opening paragraph establish the purpose of the memo.
The Gourmet
Food Store chain is opening four new stores in the Anchorage area this
Spring (see attached newspaper article). This is a great opportunity for all of
you to expand the sales in your districts.
I
have written to Larry Bodine, the executive vice president at Gourmet Food
Stores, and introduced him to our company. I told him about our special spring
promotion on the Ready-Made Salads. The advertising incentive should be very
attractive to the managers of the new stores.
Upon
completion of a meeting, please provide me with a brief summary of its outcome
together with your impressions of how we might work together in serving this
potential new customer.
Thanks for the good work.
S.D.
Attachment
To Persuade to Change Policy
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[Date] |
[Company representative’s name]
[Company representative’s address]
Dear [Name
of company representative],
I was distressed to learn that during the week
leading up to Saint Patrick’s Day, Henderson’s elected to drop its advertising
of Mortimer’s Corned Beef in favor of a regional, lower-priced brand.
Obviously, I am disappointed because the Mortimer Brand business at Henderson’s
is very important to me. I am also disappointed because I believe a strategic
marketing mistake has occurred.
Through experience, I know several other large
grocery stores have unsuccessfully experimented with this approach. At some
point within the past five years, Groverson’s, Neally Foods, and The
Marketbasket attempted a similar strategy. They all experienced failure in
profitably merchandising the low-price brand. Each has returned to featuring
Mortimer’s Corned Beef.
While I agree that “low-price corned beef”
customers probably exist, past sales records at Henderson’s offer ample proof
of the presence of many loyal “Mortimer” customers who deem quality of greater
value than price. Only through featuring quality products in your stores can
you expect to attract those quality-conscious customers so vital to Henderson’s
continued success.
I hope that I have successfully communicated
my reasons for concern.
Sincerely,
To Persuade to Avoid Client Dissatisfaction
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To: |
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From: |
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Date: |
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Subject: |
Your Handling of the Harding Mines ESA Report |
Please accept my compliments for
meeting the deadline for the Harding Mines Environmental Site Assessment (ESA)
Report.
The “action” paragraph,
assertive without being aggressive, defines a process for future handling of
reports that will be more acceptable to the writer.
In the future, let us be sure that
we give our clients all the options that are available to them by law for site
cleanup. While I realize that removal of the contaminated soil and subsequent
disposal of the soil in a hazardous waste landfill is perhaps the best option,
the soil-covering option should have been incorporated in the report as well.
Mr. Harding called me yesterday
and was quite upset at your recommendation that the entire three-acre parcel on
the north end of the property undergo an extensive soil removal project—a very
costly enterprise. I was moderately successful in alleviating his concern by
informing him that he had the less costly option of covering that parcel with a
12-inch layer of clean soil.
Sincerely,
To Persuade to Decline an Assignment
You may decline an assignment in a variety of ways. The
following three may work for you.
- Attacking
the assignment (not recommended)
- Persuading
the assignor that you and/or your resources are better used elsewhere
- Stating
that you’d prefer not to take it
This letter uses the second approach.
Subject: [Name of the assignment]
Dear [Colleagues name],
Thank you for sending the information on [Name of the assignment].
Initially, I found the concept interesting, however, I have some question about sticky points with [Name the problem areas].
At this time, I am reluctant to become involved in any activity that might require my absence from [Your other activities] for an extended period. Perhaps, someone in [Names of other departments or companies] might have more to offer at this time.
Wish the individual good luck
and continued success.
I wish you the best of luck in your new venture.
Sincerely,
To Persuade to Give Information or Help
Subject: I would like to speak with you.
Dear [Colleagues name],
- Be interested in their interests
- Share information that you come across related to their
interests
- Build your request on their interests
- If you have something to give in return to this person, let him
or her know your desire to help them upfront.
Recently, I ran across an article in the Denver Business Journal with key community leaders’ opinions about potential neighborhood consequences of your Viaduct Rebuilding project.
I would like to share this information with you and talk
with you about [state your purpose here].
[Or: I would like a chance to speak with you.]
[Or: What is a good time to talk about ______?]
[Or: I need to find out_____, and I would like to talk to you
about it. What is a convenient time for you? ]
[Or: Mind if I pick your brain about _______?]
Sincerely,
To Persuade to Alter a Deadline
MEMORANDUM
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To: |
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From: |
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Date: |
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Subject: |
Slight deadline alteration |
We are serious about our deadlines. The only thing we take more seriously is your complete satisfaction with our [services/products].
With your consent, we need to alter our timing slightly. We are confident of your complete satisfaction if we can:
[Desired change to the
schedule.]
[Or: We can get x done by
Wednesday, y by Friday, and z by early next week.]
[Or: If we postpone x, we can
get you y and z by the original deadline.]
With these changes, we can do the job the way we should do it.
We will do everything possible to not alter the schedule again.
To Persuade to Sponsor a Proposal
MEMORANDUM
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To: |
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From: |
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Date: |
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Subject: |
Proposal for sponsorship opportunity: Colorado Mustang’s Soccer Tournament,
September 5, 20-- |
Include a descriptive subject
line.
I would like to request approval of grant monies due by June 4, 20-- to tournament officials.
The Colorado Mustang’s Soccer Tournament offers a unique opportunity to get involved and show support to physicians and their patients for women’s health issues.
Goals in
participation include:
- To continue to firmly develop a
partnering relationship with women’s community outreach operations
- To participate in our initiative for
community care projects by supporting an event that benefits disabled
children
- To provide educational material on
women’s topics at an exhibit area in the tournament entrance sampling area
- To promote awareness (Osteoporosis,
Osteoarthritis, etc) on issues concerning women’s heath and provide
community education
Sincerely,
Thank-You Memo
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To: |
District Sales Representatives |
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From: |
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Date: |
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Subject: |
Appreciation of Your Participation in the District Sales Training Program |
The subject line is
informative and to the point.
Thank you for participating in the Sales Representatives
District Training Program. I know you will find the information you learned in
the program extremely valuable in the next sales quarter.
Thank you,