GUIDELINES

  1. If you want to suggest a solution to a problem, write a detailed letter. You can send this message to one person or many people to offer your suggestion. Don't make it sound definitive like a reminder or a directive. Give your opinion in a courteous tone. Don't put pressure on the reader to follow it.
  2. Give background information, if it is needed to explain your solution.
  3. State which course of action is suitable.
  4. State what benefits the reader can gain by following your suggestion.
  5. Describe how to take advantage from your suggestion: steps to follow, where to sign up, who to contact, etc.
  6. Make a few remarks about your proposal but don't pressurize the reader.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Due to the increasing workload of the secretaries in your office, I believe that more help is needed. The downside of things, however, is that there is not enough space in the room for more than one additional secretary. As such, we need to work out a flexi-time for the other work staff. Other than the customary 8:00 AM to 5:00 PM shift, we can also consider the following schedules:

1. 6:00 AM to 3:00 PM, with a scheduled break at 11:00 AM or 12:00 NN

2. 10:00 AM to 7:00 PM, with a scheduled break at 2:00 PM or 3:00 PM

3. 4:00 PM to 1:00 AM, with a scheduled break at 8:00 PM or 9:00 PM

It would be great if we schedule part-time workers for the very early and very late hours. We need to discuss this plan with all your secretaries because they might like the idea or they might give their suggestions. Please inform me about your opinion on this matter by April 1st.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter to suggest a solution to a company's problem.

Further things to consider when writing suggestion letters to human resources

Further things to consider when writing suggestion letters to human resources

Suggestion Letters

Suggestion letters are letters written to give an option, recommend something or give a point of view on an issue. A suggestion letter can be written to either request for a suggestion or give a suggestion requested for. The letter can be formal or informal based on the setting. In a business setting the letter should be formal and professional while in a personal or private setting the letter can be informal and casual. A suggestion letter should be sent promptly and should provide the best advice to help the recipient solve the issue at hand.

When writing suggestion letters, you need to be genuine. State that the opinion you are giving is up to the best of your knowledge. If you have given any suggestions successfully in the past, this is a great opportunity to refer to the effectiveness of those suggestions. Be courteous and assure the recipient that you have carefully analyzed the situation and that the given recommendation is the best solution or settlement. Do not forget to mention any potential benefits of the given recommendation. Be polite and maintain a soft tone. Conclude by asking the recipient to contact you in case of any queries.

Letters to Human Resources

Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.

When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.

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