Example Letter #1
I noticed that the finishing work on the last batch of picture frames was unusually rough. I know the quality of work that you personally produce is superb, so I am wondering what the problem may be in your group. Would you please monitor the production of this next order very carefully to see where the problem is?
As you know, careful attention to quality control is what has helped us gain our large market share, and we can't afford to let up now when we hope to expand abroad.
Thank you in advance for following through on this. Please let me know what you find out.
Example Letter #2
Last week, after everyone had gone home, I found trash on the floor, crumbs on the desks, and even a drink leaking out of its paper cup.
Please do not put your drinks on the desks because the liquid could damage your computer, and bring only spill-proof drinks into the office area. Also, if you must eat, make sure the crumbs do not land on your keyboard and that you clean up after yourself.
If we all follow these simple guidelines, we can have a more pleasant work environment and can reduce the possibility of damaging our computers. I trust you will help me keep the office clean and orderly.
Example Letter #3
I understand that the building was left unlocked last night. By my count, this has happened three times in the last month. To solve what could be a very expensive problem, I am establishing a policy where someone will be responsible each week for locking all doors and windows at the end of the day. An open door or window is an invitation to theft. I have attached the May calendar, showing weekly assignments. If you have a conflict with your assignment, please let me know immediately. Thank you for helping me resolve this problem.
Write Your Letter Step-by-Step
State the problem clearly and briefly, without directly blaming anyone. Using passive sentences that omit reference to the responsible party is sometimes helpful. Make your tone positive and direct.
Explain what has been done or what you expect to be done to correct the problem. Request a reasonable, possible solution.
Without dwelling on the problem, explain the benefits of this corrective action.
Close with a positive statement showing confidence in the reader, or requesting support or cooperation.
have every confidence that you can turn the situation around. Please let me know how this new policy works out over the next few weeks. Let's make every effort to make next month one we can be proud of. With such careful attention to details, I am sure we will see improvement that will benefit us all. Thank you for helping me correct this situation. May I count on your full cooperation? I will appreciate your help in correcting the situation. If you need more information, please call me.