Example 1: Instruction for company procedure letter
SUBJECT: Recommendations for loss-control procedures
After reviewing the available information, I have concluded that we may choose from two basic considerations in terms of loss-control procedures.
The first involves minor recommended changes that will not affect the commercial viability of the property. These would include the addition of fire safety equipment in all plant facilities, sound barriers around the test range, and general maintenance of the area’s landscaping.
The second part addresses hazards posing a significant risk to regular operations and employee safety. These include faulty wiring and connectors through the original fabrication facility, inadequate security structures to present entrance to restricted areas, and hazardous working conditions in the sealed development environment.
The proper procedures to follow when considering the above loss-control recommendations involve the documentation of our deliberations and decisions in this matter. These reports should contain documentation showing those considerations in the first category were reviewed by the underwriter and judged to be non-critical.
Critical recommendations should be noted as to whether they have been recognized and will be acted upon.
Simply put, all considerations and issues should be categorized as either “critical”or “non-critical.” Those deemed critical will require immediate attention and resolution. All follow-up procedures should be documented and verified for completion.
Loss-control reports and documentation, along with summaries of previous reports, should be logged and archived.
Example 2: Recommendation memos to employee
SUBJECT: Customer account numbers
The rapid growth of this company has resulted in a rather haphazard system for assigning customer account numbers and making sure those numbers correspond to the appropriate policies and coverage.
As you know, one insured customer can hold several policies and a variety of coverages. However, due to our current system some policies might be listed under the customer’s name while others are under another name. This leads to confusion on both our part and the customer.
To address this situation we’ve developed the following recommended procedures. Please review and let me know your thoughts.
Each representative will be provided with a set of customer account number labels. These labels will be attached to each customer file as it is processed by the representative. The same number will then be used on all transactions involving that customer file.
This is a bit more tricky. Some effort has been made to identify policies and coverages that belong to the same account. Still, the majority of this effort will depend upon the individual representatives taking the time to identify and correctly label accounts and policies. Whatever information is required by the reps to accomplish this task will be provided by the records division.
Let’s get together the first of next week and discuss this in more detail. I would welcome any suggestions or comments you might have.
Example 3: Reports instruction memos to employees
SUBJECT: Office equipment estimates and recommendations
Attached are copies of our initial request for bids on office equipment and the response we received from Office Tech, Inc. They were the only ones to respond to our bid. Therefore, in the interest of time, I am recommending we accept their bid.
The bid includes the following items: desks, computer workstations, filing cabinets (both letter and legal size), lighting fixtures, chairs and conference tables.
These total out at $16,854. This is $5,000 more than the lease price for the same furniture. The major difference in price is the computer workstations. Those from Office Leasing are of lesser quality. Those from Office Tech, Inc., do include concealed writing systems and extensive hutch/storage attachments.
I am recommending we purchase all furniture except the workstations from Office Tech, Inc. We could lease the workstations available from Office Leasing.
Example 4: Interoffice correspondence examples
SUBJECT: Report quality review procedures
As a measure to enhance each department’s training efforts, I am recommending the following procedures be adopted.
First, each division manager will review the reports of their respective departments. This quality review will include service account activity (including reports, goals and plans, etc…) as well as survey results.
Second, each manager will be responsible for providing feedback to the other managers regarding their reports and making suggestions for improvement. This will be done on a monthly basis.
The idea behind this is not to pass or fail each other, but instead to exchange ideas, approaches and concepts. The overall goal of this program is to improve the inter-divisional communication and accuracy of our reports.
Example 5: Memos related to instruction
SUBJECT: Recommendation of vendor
We are currently arranging a support and control review (SCR) for three of our products well in advance of their introduction. We believe this review will help us to identify any problems or issues that need to be corrected before our customers see our products.
Samuel has authorized the hiring of a CPA firm to conduct the SCR. We must first determine the scope of the work in order to determine the total cost and completion time. Also, following that an appropriation must be developed and approved.
Because of the urgency of this matter, I have recommended DHP Accounting Services as the vendor to be used to conduct the SCR. They are familiar with our company and our procedures.
Let me know how you wish to proceed.
Example 6: Reports And Recommendations
SUBJECT: Recommendations for technical support changes
As we explore the realities of hiring more people for our department (namely, Sales and Tech Support people), we need to thoroughly understand what each of these positions really require.
We are starting this process by analyzing tech support. Joe and I met on Thursday night to discuss this and agreed that to be successful, we need to conduct a limited and measurable study of three months in the life of Tech Support Staff. To assist us, I am asking that only Joe take tech support calls. Since he understands the technical aspects of our programs best, AND that’s his job, he is the most qualified to gather information on standard concerns of customers and our responses to them.
So that we can still offer the best support to our users, Joe will be working on a one-hour-at-a-time calling campaign for the remainder of the upgrade round up. If he is unavailable, please send all calls into voice mail for him, and he will get back to them within the hour. Thanks to everyone who has taken support calls in the past, hopefully, we will soon have enough people to eliminate the need for additional help with calls in the future.
Also, to free up Joe, please direct sales calls to me when Josephine is not available, or take a message and we will return calls promptly.
If you have any questions or suggestions, please see me.
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