I) Provide details of the problem;
II) Recommend actions to take to recoup the loss;
III) Advise on a penalty for the executive.
This unfortunate incident took place when you were off-base, attending an important meeting, so your hands-on knowledge is limited.
As I progressed in my commercial officer/business developer/executive secretary roles, I came to realise three crucial points which are non-negotiable for successful communications:
Find out details about the recipient. Prior to drafting the letter, make enquiries. Ensure that you are clear about official positions of the recipient and titles by which he must be addressed; as well as the correct spelling of his name(s) etc. It is also useful to enquire about the procedure or protocol for sending official documentation.
"Yours respectfully”; "Yours faithfully"; "Yours sincerely"; or other appropriate closings.
Here it is again: the point about keeping everything simple.
We, XCompany Limited/Incorporated, are a reputable multinational operating in the fast-moving consumer goods sector, with head-office in Xlocation and branches across the Xcontinent and in Europe/the Americas/Asia. We employ X professionals in Y countries. Last year, our turnover was USDX billion, with net profit of USDY billion. This year, we are poised to increase our revenue by Z%. Moreover, in accordance with our focus on quality and operational excellence, we are committed to investing USDZ billion in the next N years in research and cutting-edge technology to enhance our manufacturing capacity.
November X, 2013
Dr./Mr./Mrs. X. Y (G3)
XCompany Limited/Incorporated. was established in Xyear to provide affordable but cutting-edge engineering services in the oil and gas sector.
Since its inception, it has recorded (G5)…
- ZZZ (G6)
Short–term and long–term business goals: (G7)
Honourable Minister Sir/Madam, as mentioned in the paragraph above, it is our immediate goal to introduce high–quality engineering services into the nation’s oil and gas sector to enhance production.
With revered regards,
Other samples of formal letters include memos, emails and a letter sent to company as seen below:
3) An official query from ‘Management’
1) The location of the ‘lost’ stock;
Failure to respond to any of the listed points above, within the given time frame, would result in punitive actions undertaken by Management.
Dear Mr. X. Y,
Thereafter, you shall be informed about the final decision taken regarding your job.
November X, 2013
Mr. X. Y
REQUEST FOR INVESTIGATION OF MISDIRECTED MAIL
So take a deep breath and go write that memo/email/letter/speech you've shelved for the past hour. Remember the tips given in this post and soldier on.
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For example, the President of Nigeria recently stated that all government functionaries should desist from addressing him as the “Commander-in-Chief of the Armed Forces of the Federal Republic of Nigeria” at non-military functions2. The directive, released by the Secretary to the Government of the Federation, Pius Anyim, on October 14, 2013, advises that the official title should be: "President of The Federal Republic Of Nigeria". Therefore, if writing to him, the proper salutation should be:
(G4) The official title should be listed. For a President of a country :
(G7) Skip this section if it is already included in a business plan.