Carefully Bettering a Business Correspondence

The following is a sample of a business correspondence. The purpose of this is to act as a communicative document, specifically about some form of work done and the repercussions thereof. It serves a purpose as a functional document and can even be sent between members of a company to discuss simple matters. Below is a sample of one such document. Of course, you should always know how start a letter from the top:

 


Company Name

Company Address

City, State, Zip code

Company Website

 

Date

 

BE-TECHNICAL DESIGN AND MANUFACTURY CO.

279 Grand Avenue

Freehold, NJ 07728


 

Now that the letter has a for and from address, the real part of it begins. Ask yourself four questions:

1. To whom are you sending the letter (their name and occupation)?

2. For what reason do they need this letter sent to them?

3. What do you want them to do about it (do you just want to talk, or do you want immediate action)?

4. Should anybody else be receiving this letter?

Once you have these questions answered, you can start up the body work.

*As an aside: Personal sounding language is not recommended in these kinds of letters. These are written to discuss work that needs to be done, and as such should be blunt and to the point*

 


Attention: Director of Management

 

Subject: Warning regarding Worker and Resource regulations

 

Dear Director:

It has come to my attention that your facility has purchased and is the process of installing automated machinery into the factory assembly procedure. I must regretfully inform you that while we would normally promote this type of enhancement and proactivity, that you currently are at risk breaking procedure and established legal and civil guidelines.


 

The key here (above) was to quickly and clearly establish the topic of discussion. You can afford to be short here, as the next few paragraphs will be more explanatory with your intent.

Speaking of which, you can take as long as you feel is needed to write the body, but it is recommended to do it in a methodical way. Sort out the problems into key topics and write them together. Here are three examples:

1 – Finances/Resources

2 – Meetings/Inspections

3 – Workers/Unions

It is best to keep the information sorted to in such a way as to make the letter coherent (with demands appearing multiple times because the same problem is brought up in multiple parts.)

 


First and foremost, while the materials you have purchased are of a usable quality, and the machines are all usable in operations at your facility, you have not made any mention of updating factory safety measures. In order to stay in line with guidelines established by the department of labor’s robot safety protocols, barrier guards, emergency brake, warning systems, and other such precautions should be prepared as well, if not ahead of installation. We do not want to risk an employee injury, or a much more grievous incident.

Your installation of these devices also interfere with the available financial resources we have at our disposal, which in turn will affect our employees. These devices will require regular upkeep and maintenance, which will necessitate other specialists to be hired as well as costs for repair materials. Several of these costs on their own will not allow us to retain all of our workforce, potentially meaning letting go of some of our members. This in itself will also be problematic, as our most recent negotiations with the labor union has made the minimum number of workers we can have quite constraining.

If at all possible, I request that you slow or halt the installation of these machines until these complications can be dealt with. In the case they cannot, we hope that this purchase can be refunded in some way, or that it can be dealt with in some other way. This issue will also be a topic of discussion at the next conference (held April 20, 2016) at our offices in Howard Beach, and I would like you to attend in order to provide a more in depth explanation of the situation to the rest of our executive staff. If you cannot attend, please send a report instead including all products purchased, costs, and suppliers.


 

Of course, remember to end the letter formally, but for a Business Correspondence, you can include an extra part at the end. If a ‘c:’ is present, then that is where you write whether or not the letter is being copied and sent to other people within the company. The reason usually come up if a copy is being collected for legal purposes, or more importantly, if the letter requires the attention of more than one individual.

 


Sincerely,

 

 

Brandon Kelly

 

c: Johnathan Godfrey, Director of Finances

 

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Utilizing Useful Usability Letters

Usability letters serve a very big role in industry. If you want to develop a product, you are going to need testers to collect data on said product. The point of this session is learning how to approach these testers – in letter form – and instructing them on how these tests are to be handled. As always, remember to include an appropriate and formal greeting and goodbye.

The first and foremost thing you should do with the letter is inform the read of what they are getting into. Include any safety information, emergency notes, and any other important information that they should know before anything else begins.

 


Esteemed User,

            Possessing this document indicates that you are currently a hired tester of Beta Testing and Designs co. and understand that you must adhere to the specifications listed in the employee conditions and conduct manual, a copy of which has been included with this document. If you have any further questions or concerns, please contact our office at: (718) – 445 – 7261


 

 

Here the letter refers to an unseen document, this is okay, as we are solely looking at the letter itself right now, but understand that if the information is being included SOMEWHERE, and that somewhere is mentioned in the letter to the reader, then it can be expected of the reader to handle the rest. *Just don’t separate sections of information unless they are large enough to justify it.*

Onward to the meat of the matter, you should use the next paragraph or two giving the general ideas of what is expected of the client. What are they working with, why are they working with it, and how are they expected to use it?

 


            Thank you for helping with our quality assurance assessment of the Oscarson’s Model III Office Chair. It is our hope that the results of your testing will provide accurate assurance of the comfort, sturdiness, and ergonomic qualities of our product.

            The Oscarson’s Office Chair product is designed with the intent of providing a combination of comfortable seating, while avoiding creating distractions in the working environment, as well as providing convenient, transportable seating. To accomplish that goal, this product is to be tested routinely over the course of several days in various conditions to ensure that all intended functions of the chair uphold to both product quality regulations, as well as the hopes and intentions of our sponsors. Below are a list of recommended tests of how to use the chair, as well as a proper explanation of what this activity is expected to show. If you cannot participate in the recommended activities, please use an alternative that will produce similar data.


 

 

Part two of the instruction section should be where you  put the actual instruction, and finer details of the product. Give a quick description of the product’s qualities adn how to go about testing them. Be sure to keep these tests rational; unless it is for a professional wrestler, there should be no point in testing the aerodynamic qualities of a chair.

 


  • Displacement and Transport – The current model of this product is intended to be easily relocatable. Whether in an office building, living room, or event hall, this product should be capable of transport without difficulty. To accomplish this, our product’s design allows for six legged collapsible support, and a foldable rest. Please properly compact our product every few hours and relocate it to new positions around your environment. The intent is to verify the functionality of our product’s compaction feature, as well as the level of ease this provides in moving between rooms.
  • Weight and bearing Load – A necessary function of any chair based product is the ability to bear substantial loads of weight to fit the varying physiques of customers. We expect that our material composition and frame design will allow our product to support heavy loads without raising concerns regarding its stability. While seated, please add additional weight to your person – by any means you find safe – that will increase load directly to the chair. Intended Minimum: 130kg (300lbs)
  • Comfort – Our product utilizes a combination of high density foam and layered rubber padding in order to limit impact and make prolonged seating experiences more comfortable, lessening the distractions caused by extreme discomfort. Stay seated in the chair for a prolonged period of time (min 1 hour. 30 min), engaged in any activity of your choosing. Attempt to continue this activity until you leave the chair due to discomfort, or have lasted the minimum amount of time or greater seated. Please also include information on whether or not you were able to continuously engage in your selected activity, or if the design of the seat had become distracting at any point.
    • If you have received the package of this product including the arm and leg rest additions, please include information on the product with AND without the additions attached.
  • Recline/Rotate Function – A secondary function of this product that has been considered is the possibility to recline the back of the seat as well as the capability to rotate on point. This function is purely for convenience, but is should be possible with the current design. At any point – while not testing other qualities of the chair – attempt to recline back and/or rotate the chair, but not simultaneously. The folding permissible design of the seat and back frame should allow you to recline at a small, safe angle. As well, the braces of our single-bar leg design should allow you rotate the chair on point in a complete circle without restrictions of any kind. Please attempt to fully rotate the chair at least once per day.

 

The rest of the letter should be the proper closing statements. Include secondary information, relevant numbers or addresses, and potentially a reminder of any emergency protocols they may nee during testing. Again, remember that you should always be open with your client, as they are potentially putting themselves on the line for your product, or at the very least they are investing time for this and wasting it would be rather rude.


If you have any comments regarding the quality of the product, effects the product has had on your personal health or the health of others, or if the product in some way did not include or adhere to specifications included in the assembly instructions, please write these on the attached page labeled “Data/Testing/Concerns/Comments.”

 

We hope that the quality of the product will meet up to standards, and that your two week experience using our product is pleasant and unhindered. We will contact you if there are any changes to testing length or product retrieval.

 

We thank you for lending your support to Oscarson’s Furnishings LTD. and Beta Testing and Designs co.


 

 

Ultimately, the usability letter should not be too complicated to draw up, so long as you follow these three guidelines:

1. Keep the client informed – The purpose of these letters is to let the buyer know what hey are getting into. In the case of this sample, it is a tester collecting data, so they are briefed as such. It tells them how long they will be using the product, a recommended routine for using it, and the kind of uses it was intended for. This keeps the employee without questions or complications.

2. Give contact information – Easy to understand; If you plan to sell a product to an person(s) uneducated with its build or how it operates, then accidents are a factor to consider. In this case, it would be smart to provide the customer with some way of asking for help or voicing grievances.

3. Be formal – You are running a business, and as such you should give an air of professionalism. Be direct with the reader, do not waste time they could be spending figuring out the product, and give them the most efficient instruction you can so as to make the most of their contributions.

Composing Competent Complaint Letters

Have you ever been lied to, harmed by, or disappointed with something you were offered? Was the chair leg too weak or too short? Did the computer part you had to order for arrive at your house as a pile of silicone chips? Is your coffee too hot? Then the best way to voice your complaints to the management is using what is called a complaint letter.

The purpose of this type of letter is (obviously), to voice your complaints regarding a poor service or product. It is relatively simple and easy document to produce as it can be separated into three short parts – heading excluded of course.

 

The first part of the letter should give a brief explanation of the whole situation being discussed. It informs the reader of who you are to them, what happened that caused you to write the letter, and most importantly of all, why this involves them in the first place. Providing this explanation will eliminate confusion, making the person(s) responsible more likely to take your complaint seriously.


 

Dear Mr. Kaplan,

This recent October, I had requested your service in reconstructing a recently vacated apartment I planned on moving into. The request had included repairs to damaged walls and ceilings, repainting several rooms, and installation of a new carpet. I had paid the necessary billing, and left your men to their work until the job was completed, only briefly seeing progress early on to answer any unmentioned questions. The day after completion I went in to inspect, finding spots of poor work quality, or no work being done at all.

 


 

The second step of this letter is where the most effort is going to be needed. Details about the problem are placed here, elaborating on everything that was brought up in the first paragraph – that have to do with the complaint, of course. If anything is going to be done to make repairs or compensation, then as much information as necessary should be provided for the reader, so that they can judge the situation as needing to be approached, and know what needs to be done to fix it.


 

The bedroom has not been painted properly, with several walls not being completely covered, and the ceiling showing signs of dripping which left several obvious bulbs. This situation is similar for the living room and kitchen, with the exception of the ceiling which in this case was not painted on at all. As well, hidden behind several pieces of furniture are cracks and holes which are unsightly, and prove that the repair work was not completed or possibly even attempted. Lastly, I have found some small tools and a bucket of drywall in my closet which I believe were left behind.

 


 

The third and final part of this letter should be the closing comments. Here is the point where requests can be made, such as specific returns or compensation, a date for discussion on these returns, or even contact information on a person that can be referred to, should you be so inclined. You can also make more personal points, such as expectations, re-voicing the complaint one more time, or even declaring your abandonment of their service outright. Just be sure to close the letter formally.


 

While my opinion of this job is quite low to say the least, the reputation you have established with my neighbors makes me assume that I have been misinformed about your level of completion. I would like you to get in contact with me to further discuss these issues, as well as possible changes to the billing for incomplete service. If I have made any mistakes, please inform me immediately.

 

Sincerely yours,

Brandon Kelly

Prior Customer


 

Worker’s Resume

Writing a workers resume is not the easiest thing to do. It is all about knowing what information should and should not be mentioned to the interviewer, and whether or not that information will help your cause in any way.

With some practice, however, it is possible to create a simple, yet effective resume if you think of it like writing an essay, and break it into a few, simple parts.

Introduction
Summary
Background
Skills

The Introduction of an effective resume should inform the reader of who you are – literally. You want to let them know your name, where you currently live, and how to contact you when needed.


Brandon Kelly

14926, 84th Street

Howard Beach, NY 11414

(718) 323-1791

bkelly000@citymail.cuny.edu


The following sample shows this in a simple format:

Name
Address
Phone Number
Contact e-mail (It may be easy to have an email strictly for work purposes)

There is nothing too complicated about this part as long as you keep it this simple.

The second step is a bit more personal as it is all about a simple question: who are you? The goal in a summary should be to give the reader a good idea of who you are and what your goals are. It should be brief and the information should not be overly personal.


 SUMMARY

Undergraduate student at the City College of New York Electrical/Mechanical Engineering Major. Has background experience in mechanical and digital design and manufacturing. Currently furthering education in engineering and computer science. High communication and management skills.


Here, the reader is informed of who the person is (education-wise) and includes a mention of the background experience and current goals. It should be noted that the sample above is shorter than an average resume summary would be – even if marginally so. When writing your own resume, you are allowed to include some more information, but pay attention to what you write, and ask yourself some questions. Do I need to mention this to the reader? How does this information improve the image of myself that I am trying to present, and how can I build upon it?

Expanding on your summary is done in the following part of the resume. The difficulty here is clutter.

The background information portion is all about listing off details about your self, presenting the case as to why you are qualified for he position you are being interviewed for. Besides prior employment experience, the following bits of information could be helpful to include:

Formal/Current education: A learning background in a particular subject is appealing when applying for a specialized job. You can say you are a Harvard graduate, but if you apply for an accounting job, a local university business degree is arguably more useful. As such, you can be open about where you went to school and what you learned there.

Skills: A list of any talents you have that would be useful in the workforce. Surprisingly, there is more room here than expected at first glance. While you can write about how you have expert hacking or counting skills, you can also include some more subjective information, because you can be as appealing as a person than as a worker. Are you good working with others? Are you a resourceful or creative thinker? Do you like waffles? You never know what the person reading this document will want to read, so find what you think would be most appealing to the reader, and write it down.

Be sure to remember that pointless information is as toxic to your resume as relevant information is good for it


EDUCATION

Brooklyn Technical High School New York, NY (9/2011 – 6/2015)
Grade Point Average: 3.2 (On a scale of 4.0)

Electrical Engineering/Mechanical Engineering Courses—————————–

Manufacturing Materials

Robotics/Mechatronics – Design, Manufacturing

Digital Systems Design

+++++++++++++++++++++++++++++++++++++++++++++++++++++++

EMPLOYMENT EXPERIENCE

12/2012 – 10/2013 (6 hours during weekends) : Filing, Material Delivery

The Kelly Group Construction Co.

9/2011 – 8/205 (3 hours per day during weekdays) : Library staff, Student Affairs office staff

Brooklyn Technical High School

+++++++++++++++++++++++++++++++++++++++++++++++++++++++

SKILLS

Autodesk Certified User

Knowledgeable in the operation of manufacturing devices including lathes, drill presses, 3D printers, and CNC mills.

Can readily manage large work groups.

Team Player


 

This draft of a resume is not the best formatted, nor the most effectively informative, but it does do its job. It presets who the applicant is, and tells the reader bit about them. Based on the information given, what kind of job do you think the applicant was applying for? Would you have hired them if given this sample? Give it some thought when writing your own worker’s application.