Example Letter #1
I am concerned about employee turnover in your department. Over the last year, the average length of employment has been four months. Since an employee's first two months are spent in training, we only benefit from an average of two months of steady work. Clearly, we must find a solution to this problem.
First of all, I suggest that when you interview applicants, you be very specific about the type of commitment we expect from our employees. Let the applicants know that we only want to hire those who can make at least a one-year commitment to the company. Also, perhaps we should consider how stable an applicant's employment history has been.
Let's meet on Friday to discuss the issue. I really think we can make this work.
Example Letter #2
The work load for secretaries in your department has increased steadily to the point where we need more help. Unfortunately, our limited space makes it impractical to have more than one additional secretary in the office at the same time, so we are looking at other options. What would you think of having flexible working hours for the secretaries? In addition to the usual 8:00 a.m. to 5:00 p.m. shift, there are three possibilities:
l. 5:00 a.m. to 2:00 p.m., with a break at 10:00 a.m. or 11:00 a.m.
2. 3:00 p.m. to 11:00 p.m., with a break at 7:00 p.m.
3. 5:00 p.m. to 2:00 .a.m., with a break at 9:00 p.m. or 10:00 p.m.
We might consider using part-time employees for the early and late hours. I think it would be a good idea to discuss this suggestion with your secretaries. They may like the idea. Please let me know what you think by March 2.
Example Letter #3
I understand that you are somewhat discouraged, but I ask that you reconsider before resigning from your position as supervisor.
A management position challenges even the most experienced manager when unanticipated problems develop. You were recently faced with several unforeseen situations which required you to make effective and immediate decisions. Only one of those decisions resulted in loss of production time, and this loss was subsequently recovered by your crew.
In my many years as production manager, I learned best during those times when things went wrong; I rarely made the same judgment error twice. You may find that this to be the case in your work.
Example Letter #4
I've been observing you around the office, and I have some advice you may find valuable. I think you have a natural talent for sales. You get appointments with some of the most incredible people. Still, with all that talent, you will only go so far if you don't begin to manage your time in the office better. You've been given all the tools for effective time management. Use them. Start now and you will reap huge benefits over time. If you need any help, let me know. I realize this was unsolicited. I hope it is not unwanted. Good luck.
Write Your Letter Step-by-Step
Give any needed background information for the reader to understand your suggestion.
Briefly explain your suggestion.
1. Become more familiar with The Chicago Manual of Style. You may also want to consider reading Strunk and White's Elements of Style.
2. Watch out for sexist language. Don't let it slip through. You might consider investing in a handbook that suggests alternatives for politically incorrect words and phrases. I hope you understand that moonlighting may hinder your potential career advancement at Doe's. Before moving forward with your plans for a part-time job, I suggest you reevaluate the long-term pros and cons of such a move. In an effort to improve the quality of our environment, we encourage all employees to participate in company car pools. If you think counseling would be helpful, I suggest that you investigate our new counseling services. I suggest that you not act too hastily; it may be worthwhile to reconsider your decision in light of future opportunities.
Describe the benefits of following your suggestion.
Supply any information needed to take action on your suggestion, such as steps to follow, who to contact and how, and where to sign up.
Close with a few remarks about your suggestion, without placing undue pressure.