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Cooperations, Requesting












Guidelines : Cooperations, Requesting

Requesting Cooperation

Guidelines

  • State the problem and/or request immediately. Be specific about requests.
  • Give reasons for your request. Not to do so seems arbitrary. Parents may not always give children reasons for their orders, but adults owe that courtesy to other adults.
  • Find positive motivators. Point out the benefits of cooperation to your reader–smoother operations, safety, savings in time and dollars, commendation, or simply goodwill.
  • Don’t sound demanding. A reader will have an adverse reaction simply because the tone sounds like a complaint rather than a request for cooperation.
  • Don’t use underlining, unusual punctuation marks (such as an exclamation point), or quotation marks when your message could be construed as a complaint. Emphasize important details by putting them in a separate sentence or paragraph, or by repeating them.
  • Anticipate and tactfully handle any negative reactions you expect.
  • Include courtesy words. Soften commands with words and phrases such as “we would appreciate…,” “would you please…,” “thank you for….”
  • End on a positive note. Assume your reader will comply. Either express gratitude or show confidence in the desired outcome rather than referring again to the situation as a problem.
  • Add humor, when appropriate, to get attention and make your message memorable. You’ll undoubtedly recall political cartoons you’ve seen in newspapers and magazines; humor can be just as effective as a sledgehammer in getting your message across.

Example 1: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Necessity for More Documentation

Written documentation of our division’s activities has been lax. Word-of-mouth is the easiest, but definitely not the safest, means of communication. In fact, at present we have an ongoing disagreement about a rather large nonbudgeted expenditure that presumably was okayed by telephone but not in writing.

For your own protection as well as for the smooth operation of our division, please emphasize to your staff the importance of file copies documenting agreements, approvals, directions, solutions to problems, minutes of meetings, reprimands, and other such matters. On occasion, a handwritten note will be sufficient; at other times, an officially typed and signed letter is appropriate. Please give individual guidance to your supervisors to make sure they understand when documentation is necessary.

Thank you for your help to “put it in writing.”

Example 2: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Power Shutoffs

Could you please have your maintenance staff notify our geologists when the power is to be shut off to any part of our laboratory for any length of time? Since power shortages of even a few seconds severely affect our research projects, we need this information in advance to prevent loss of both time and dollars.

This request for advance notification, of course, is in no way an attempt to regulate the work schedule of your men but simply a request for improved communication between our departments.

Thanks for the consideration you have given us in the past.

Example 3: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: The Auditors Are Coming!

From April 23 through May 4, the Durham auditing team will return to do a full accounting audit of First City. They will be checking balancing procedures, approvals, documentation, and tickler files as they apply to each of our departments–Loans, Credits, New Accounts, Bookkeeping, Operations, and Security.

Let’s strive for excellence in every area. You can do it!

Example 4: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Flag, Motherhood, Apple Pie, and the Monthly Report–Accuracy, Timeliness

The monthly ERT report has become the number-one financial report in all of Newmell, Inc., having attained a prominence that ranks right in there with the flag, motherhood, and apple pie. In fact, it’s management’s single best tool for planning and, therefore, deserves top priority in timeliness and accuracy.

I’ve enclosed a poster that clearly depicts the report’s importance; please display it on a wall in your department or over the desk of the person responsible for getting this report to me each month. With this reminder, I encourage you to give the ERT your finest efforts.

Thanks. (Apple pie is coming under separate cover.)

Example 5: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Time Clock

Beginning next Monday we will switch over to a new magnetic strip card system of time keeping. Could you inform your drivers they will receive their cards in their paychecks on Friday, and show them how to operate the new time clock?

Although it may be difficult to adjust to at first, this new system is ultimately meant to be more efficient than our old punch card time clock. In the future, drivers will be able to use their cards to fuel their vehicles and track mileage. We plan to install card readers at the pumps in May and in all the trucks by July.

Thank you for approaching this switch with your usual cooperative spirit.

Example 6: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: The On-Line Version of the Sunrise Colombian Coffee Campaign

Can we count on your help with the Sunrise Coffee web site? Sue Kreeger and her team did such a great job on the Loco Wave Board site, I am hoping they can lend us their expertise. As you know, Sunrise wants us to include a web site component as part of our ad campaign.

Besides just getting our ad copy on the site, we would like to do a few fancy things. Would your computer whizzes be able to provide a link to National Foods site? Also, we would like to have a place where people visiting the site could register for the Sunrise in England Bed & Breakfast Contest. This may get a bit tricky though; we want people to be able to register only once so we don’t get bombarded with e-mail.

I think we can create something really polished if our departments work together on this one. The folks at Sunrise should be impressed.

Example 7: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT:

Kathy Schroeder and I are presenting our investment proposal to Nagy & Feller on September 7. We think our pitch will be stronger if we show them our stock figures for the last quarter. Would you be able to send us those numbers in graph form? We would like graphs showing the investment and the return for each of the following categories: pharmaceutical, computer, aerospace, and chemical stocks. If you could get them to us by the 30th, I’ll have time to send them over to the printer to be blown-up to poster-size.

We appreciate your help, Sarah. Having better visuals will certainly help us land this account.

Example 8: Cooperations, Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ross:

As agreed, we will begin to repave your parking areas June 4th. In order for us to complete the project, we will need the cooperation of your employees to keep our work areas free of traffic or parked cars. Barring any delays due to bad weather, this is our schedule:

• June 4-7 South lot repaving

• June 8-10 West lot repaving

• June 11, 8:00-12:00 South lot line painting

• June 11, 1:00-5:00 West lot line painting

Our crew will be as considerate as possible, however, noise from jackhammers, back hoes, and dump trucks is inevitable.

With your help, we can complete this project smoothly and promptly. Please extend our thanks to your employees for their cooperation.

Sincerely,

Example 9: Cooperations, Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Woodland Corners tenant:

As part of the improvement project at the Woodland Corners Shopping Center, we would like all of our tenants to have uniform signage. I realize you are anxious to avoid unnecessary expenses right now, but I think new signs are vital to the shopping center’s future.

The design I have in mind would be 3’ x 9’ tan fiberglass signs with 2.5’ high raised green lettering. I have discussed the idea with Larry Martucci at Centerville Custom Signs, and he assures me he can keep the cost under $600.00, including installation, for each store.

On Tuesday, Larry and I will come by to talk to each of you. I hope you will consider this change an investment in your business.

Sincerely,

Example 10: Cooperations, Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Dobbels:

We have a new program designed to reduce the time and effort it takes to book a cruise on a Luau Cruise Ship. The codes in the program are the same ones used in the Sabre system, but travel agents do not have to search for airfares separately. Once an agent keys in the number of the cruise a customer wishes to take, the airline choices automatically appear on the screen.

Most cruise lines have been hearing the complaint for years from travel agents that the standard booking system requires too much going back and forth between air and sea options. Luau Cruise Lines is the only line that has responded. We are sure your agents will find this new program to be time-saving and easy-to-use. However, the only way it will benefit you is if you use it. I know agents are wary of new booking programs because it means memorizing new codes. Our program is different. If your agents know Sabre, they can operate our system without any trouble.

You can download the new program through our web site at http://www.luau.com. Click on the “travel agent resource” button and then select “booking options.” Type the code number 3975987 followed by your agent code to download.

Thank you for giving this a try. If you experience any difficulties using this software, our reservations staff will be happy to help you.

Sincerely,

     

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