- Provide all the information about how you want the reader to do the task in this letter.
- Mention how exactly you want the task to be done.
- Explain in detail if need be.
- Give a deadline. Offer to respond to any queries by the reader if required.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Recent reports have shown that we have not been able to meet our monthly sales quota for the past two months. This issue is a severe problem that we need to address immediately. I would like you to take the first step in solving this by collating information on all our sales representatives and the numbers they raked in for the last 30 days. Please include their sales percentage to date for this year. I would like to have a copy of this report by Friday, 8:00 am. Thank you for your compliance.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to order a new plan to increase sales.
Further things to consider when writing directive letters to colleagues
Directive letters are letters written to give official or authoritative instructions. These letters allow individuals or companies to carry out tasks in an efficient way. There are countless scenarios that may require one to write a directive letter. The most common ones include giving directions on how to carry out a task and introducing or reaffirming new procedures at work. It can also be written to a bank to authorize a transfer.
Directive letters should be drafted carefully keeping in mind every instruction that the recipient is required to follow. These are formal letters, and therefore the tone must be professional. Clearly state what needs to be done and provide as much information as possible regarding the situation. If it is a problem that needs to be resolved, indicate what the problem is as well as suggestions on how to resolve it. If necessary, mention the reason for the directive and its benefits to the recipient. Give a deadline for which you expect the task to have been completed. You might also include the names of individuals the recipient can contact or the resources that might help him/her complete the assignment. End with a note of appreciation.
Letters to Colleagues
Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.
Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.