Issue Directives Concerning Reports and Paperwork | Letter-Writing Guide

Tips

Accurate reports and efficient paperwork enable an organization to function smoothly. Make directives regarding these matters clear and explicit.

Steps

1. State your request and give a deadline.

Sentences
  • The quarterly personnel reports are due in my office by June 30. Since they take some time to prepare, please don't leave them until the last minute.
  • Your monthly report was due last Friday. Please have it on my desk before you go home today.
  • Effective March 15, please submit your written reports within two days of returning from sales trips.
  • I have not yet received your expense statement from your April trip to Springfield. Please submit this within the next week so that we can balance our books for the quarter.
  • Please prepare your department's proposed budget for next year and get it to me by March 15.
  • Please submit departmental reports within the first week after the end of the quarter.
  • Please prepare a performance evaluation for each of the employees in your department, including job descriptions by March 15.
  • I would like to have your reports by March 15, so I can use them during our annual interviews.
  • Be sure to submit your time cards by 6:00 p.m. on Friday evenings.
Phrases
  • add any items
  • are due on the
  • as soon as possible
  • budget projections for
  • by close of business
  • calculate your budget needs for
  • complete the attached
  • for final approval
  • have it on my desk by
  • have these ready for review by
  • have not yet received
  • keep written records of
  • must be completed by
  • must be submitted no later than
  • must be ready by
  • necessary in order to
  • need your input
  • please complete a
  • please submit a written report
  • prepare an evaluation of
  • received after this deadline
  • return this promptly to
  • send me a copy of
  • submit these within one week of
  • submitted for initial review

2. Add explanations or details as necessary.

Sentences
  • This is the third monthly reminder I have sent to you. Kindly get your reports in on time.
  • I need to present the final budget to the board on March 30.
  • If you have any questions about this, please call me.
  • Let me know if you have any questions about my request.
  • I understand that these are estimates, but please use your records and be as accurate as you can.
  • We trust that this decrease in paperwork will lead to an overall increase in productivity.
  • A brief description of each employee's major strengths and any serious weaknesses would be helpful.
  • We process the checks over the weekend, so if you submit the cards late, the checks will be a week late.
Phrases
  • discuss this further
  • feel free to call
  • for further information
  • if you have any questions
  • if you need help
  • increase the efficiency of
  • increased productivity
  • iron out any details
  • is available to
  • late submission means
  • let me know if
  • need any further information
  • need to present the
  • pay careful attention to
  • received after the deadline
  • the processing of
  • will result in
  • without further delay
  • would be helpful to

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