Example Letter #1
The electrical load into the building has increased by nearly one half over what it was a year ago. This increase is mainly due to the large number of computers, printers, and copiers that are now in use. In order to keep up with the demand for electrical power, we must install another line into the building.
Please schedule a planning meeting with the building supervisor, the director of computer operations, and the electrical contractor as soon as possible. Since this work may involve some remodeling, consider how we might still function without undue interruptions. We will need everyone's cooperation. If you need secretarial help with the planning, contact Ms. Doe.
Example Letter #2
I meet with the board of directors next Monday to review the progress of our ongoing loan sale. Please prepare an update of your loan study so that I can illustrate the improvement in our loan-to-asset ratio over last quarter. I need it by 1:00 p.m. Friday. If you have any questions, don't hesitate to call me.
Example Letter #3
I want you to make a sales presentation at Doe International when you are in Springfield. Your contact person there is John Doe. He has indicated his willingness to meet with you on June 14 or June 15.
Please meet with me on your return from this trip to discuss the results of the Doe presentation.
Example Letter #4
Please plan to attend the occupational safety meeting for all department heads Tuesday, April 27. We will need your department's response to the safety issues raised during the March 23 meeting with OSHA. Please have a copy of your agenda items on my desk by Monday and call me if you have any questions.
Write Your Letter Step-by-Step
State what needs to be done. Add explanations or details as necessary.
1. fence the job site
2. box and lock all tools at the end of the work day
3. hire a night watchman
Give a deadline or arrange for follow-up or evaluation. Offer to answer questions if you like.