Issue Directives Concerning Studies and Investigations • Example Letters, Guides and Samples
Guides
Use this letter to direct the gathering of information. You may want to give details about how you want the reader to accomplish this task.
How to write this directive letter:
- State was needs to be done.
- Add explanations or details as necessary.
- Establish deadlines and offer to answer questions, as appropriate.
Example Letter #1
Preliminary reports indicate that our new cereal will have high acceptance among 7-12 year-olds. However, we fear that the sample of respondents was too small and self-selecting, so we want to do a broader study before we can trust the data. Members of the Doe Group will be on site Monday, May 10, to discuss the problem.
Please plan to meet with the Doe representatives and work out a survey in which we can have more confidence. It is doubtful we can get financial backing without a more thorough study. Keep me apprised of your progress.
Example Letter #2
I am extremely concerned about the leveling off of sales. Please meet with each of our salespeople and review their sales records. I am most interested in what their target market is, the number of person to person contacts they have each week in their target markets, and the number of times they ask for the sale during each contact. Compile your findings in a report and have it on my desk by next Friday. I am open to any other ideas you may develop while meeting with the salespeople.
Example Letter #3
I need you to conduct a study on the advisability of our proposed expansion to the Pacific Rim market. I have enclosed Jane Doe's list of consultants. Please use this as a starting point. Jane has access to any files you may need. Please call me if you have any questions. Your report must be ready for presentation on June 15.
Example Letter #4
We have received several complaints about the Doe Gas Grill, Model #123. Some customers claim that the attachment hose poses a potential fire hazard. The complaints have come from different parts of the country, so a design feature is likely to be causing the concern.
Please get with Research and Development quickly to assess the complaints and to do a design study. Have the results to me by April 21. We need this information as soon as possible in case we have to issue a recall. Call me Friday to give me an update on your progress.
Write Your Letter Step-by-Step
1 State was needs to be done.
Sample Sentences for Step 1
- Thank you for your suggestion about doing a telephone survey. Please proceed as you outlined in your proposal.
- I need you to organize a study on refrigerator buyers.
- Please complete your supply inventory as soon as possible and give me an estimate of our book needs for the rest of the year.
- Please take an inventory of all merchandise in stock.
- I have received several reports of problems with the work stations we purchased from Doe Corporation late last year. Please contact all departments that are using them, including our branch offices, and determine the operational status of each.
- Because the area in which you wish to build is listed as a habitat of the endangered white-legged rat, it is necessary for you to secure an environmental impact study before you can get a building permit.
- Please investigate any changes that may have been made in the design, manufacture or handling of our model #47.
Sample Phrases for Step 1
- according to the enclosed
- conduct a survey
- do some research on
- give me an estimate
- have attached a copy of
- investigate the situation
- is important that
- is necessary to
- make sure that
- need you to
- plan to attend
- please proceed as outlined
- please prepare a
- please proceed with
- please organize a
- prepare a list of
- prepare an evaluation of
- prepare a tentative
- request that you
- see that everyone
- suggest that we
- take the following steps
- take an inventory of
- with the following
- would like you to
- you will need to
2 Add explanations or details as necessary.
Sample Sentences for Step 2
- To make it easier to compare responses, please make sure the interviewers use your exact wording as they ask the questions.
- Which age groups and income levels are buying the different models? Please pay particular attention to the walk-in purchases.
- The market is looking very unstable, and it would be wise to stock up on these items before the prices rise.
- Send me two signed copies of your report by noon on March 15.
- We especially need immediate answers to the attached list of questions.
- You can obtain the necessary forms, along with a list of individuals licensed to perform such a study, from my office in the Federal Building, or you may request them by mail.
- After years of outstanding reliability, we have received an unprecedented number of customer complaints about the Model #4 in the last two months. It appears that the defective machines were all purchased within the last six months.
Sample Phrases for Step 2
- are deeply concerned about
- can obtain them from
- discuss this further
- in order to simplify
- increase the efficiency of
- increased productivity
- iron out any details
- keep written records of
- keep copies of
- make sure that
- most urgent need is
- necessary in order to
- need to present the
- pay particular attention to
- submit for initial review
- the attached copy of
- will result in
- will improve our
- will make it easier to
- would be helpful to
- would be wisest
3 Establish deadlines and offer to answer questions, as appropriate.
Sample Sentences for Step 3
- The board will make a decision on March 15. Have your preliminary results ready by March 1, so that we can prepare our recommendations.
- We need this information by March 15, a week before our meeting with Doe Corporation. This is an important account, so give this study top priority.
- I need this information as soon as possible. Can you get it to me by noon tomorrow?
- The inventory information will form part of our annual report that we will distribute in April. We need to get it to the printers by March 20.
- This is an urgent matter because our warranty expires on March 15. Please bring the information to a meeting in my office on Thursday at 2:00 p.m.
- This is a very serious matter. Please devote your time to tracking down the source of the problem. I have asked the plant management team to assist you in any way they can. Call me on Friday to let me know what you have found.
Sample Phrases for Step 3
- are due on the
- as soon as possible
- be prepared to
- by close of business
- feel free to call
- for final approval
- get together on
- have it on my desk by
- have these ready for review by
- if you need help
- if you have any questions
- is available to
- must be submitted no later than
- must be completed by
- must be ready by
- need to have this by
- need any further information
- our deadline is
- plan to present
- please let me know
- will review this on
- will meet on
- would appreciate hearing
