Example Letter #1
Thanks to the careful planning of department heads, we have a modest amount left in our capital equipment budget that can only be used for office machines. Please indicate with a memo by Friday which items you feel should have highest priority for upgrade or replacement. We will lose the funds if they are not used by December 31.
Example Letter #2
We are pleased to announce that for the first time in ten years, Doe University has a budget surplus. Within the month, deans and department chairs will receive notification of amounts available for their use. Although the funds are unrestricted, we encourage administrators to use them for partial tuition scholarships for deserving students. This is one way we can ease the burden of many and shorten the time required to complete their studies.
Example Letter #3
Our prudent spending through the last quarter has left us with a modest budget surplus. These monies have been earmarked for upgrades to our office machines.
Please have your proposals on my desk by the end of this month so that I can evaluate our needs and make the purchases.
Example Letter #4
Due to a generous donation from the Doe Corporation, our school has extra money available in our yearly budget. After long discussion with teachers and parents we have decided to use this money to purchase two computers, along with some software, for each classroom. We are asking that teachers for each grade level get together and make recommendations for the software programs they believe would be of greatest benefit to their students.
We are very excited to be able to expand our school's computer capabilities and appreciate the support for education the Doe Corporation has shown with their generous contribution. Please give a list of your top three software choices to Mary by May 15.
Example Letter #5
Due to the drop in price of computer equipment during this year, we have a surplus in our computer equipment budget. Please assess the needs of your department for upgrading to faster models or additional computers. This money may be spent on hardware only, not software. If your department has a need, send a memo by December 10 giving details of why you need the particular model and how you will use it. Contact Jane Doe in the purchasing department if you need help with pricing information.
Example Letter #6
Since the reorganization of the company, we have found we have a budget surplus for this quarter. We would like to use this money for new furniture for secretarial staff. We anticipate being able to purchase at least four units during this budget year and anticipate upgrading all secretarial furniture to modern ergonomic standards in the next three years. Please assess your needs and send a memo to me by this Friday.
Write Your Letter Step-by-Step
Inform the reader that a surplus exists, and explain how the funds may and may not be used.
If necessary, explain the period of time during which the funds must be used.
Encourage wise use of the funds, or suggest ways in which the funds may be used.