Example Letter #1
I am concerned about my sales team's turnover. For the last year, the average length of employment was just four months. Therefore, if it takes an employee two months to train for the position, we generally get only two months of solid work from that individual.
I have given the problem some thought and suggest that we modify our hiring procedure by raising our experience requirements to attract those with more stable work histories. Also, I feel we should clearly state during the interview that we expect those who we hire to make at least a one-year commitment to the company. I will be interested to hear from you soon. I hope we can solve the problem quickly.
Example Letter #2
After working with the Doe team for two months, I believe I have enough understanding of their project to offer some suggestions that would benefit both the company and our customers. Although our team members have the best of intentions, their focus ignores what we have learned from our customers in the past. Before we go any further, I think we should show the product to some customers to get their reactions. I have some ideas about this that I would like to present to you in person. I am confident you will agree after you hear what I have to say. Are you free sometime Monday morning?
Example Letter #3
The full-time employees have designated me as their spokesperson to suggest a shorter work week. We would like you to consider instituting four ten-hour days in place of the current five eight-hour days. The shifts could be staggered, of course, so the office would still be covered during the usual five days. Enclosed is a copy of an article from the local newspaper featuring companies that have adopted the longer hours for fewer days concept. They report their productivity is up, absenteeism is down, and their workers are happier overall.
Our employees would welcome the change. I have taken the liberty of charting a sample work schedule that could be implemented. A copy is attached. I would be pleased to meet with you if you think this plan has merit. I look forward to your response.
Example Letter #4
The revised management policy is causing anxiety among my department employees who object to undergoing weekly rather than monthly performance reviews. Several employees have expressed concerns that shortening the time period may not produce fair averages of individual or department production. They fear that one poor evaluation may result in sanctions.
Example Letter #5
I have reviewed the plans to move the Doe Subsidiary to Springfield and have some concerns. First, we can achieve the same benefits by moving the subsidiary to Centerville, 400 miles closer to headquarters. Second, the average hourly cost of an employee is $4.00 less in Centerville, resulting in a total savings of at least $500,000 per year. Finally, corporate taxes are lower in Centerville.
I realize that there may be other reasons to move to Springfield that outweigh what I have mentioned. Still, I wanted to express my concerns. I would welcome an opportunity to discuss this with you. Thank you for listening.
Write Your Letter Step-by-Step
Explain why you are writing.
State your suggestion to correct the problem or improve the situation. Include specific details.
Close with a request for feedback and, if appropriate, a meeting to discuss the idea.