GUIDELINES
- 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.
- Give background information, if it is needed to explain your solution.
- State which course of action is suitable.
- State what benefits the reader can gain by following your suggestion.
- Describe how to take advantage from your suggestion: steps to follow, where to sign up, who to contact, etc.
- Make a few remarks about your proposal but don't pressurize the reader.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am aware that you are discouraged by the events that recently occurred, but I do wish that you would reconsider the matter carefully before finally deciding to resign as a supervisor.
It is normal for an individual in a management position to be challenged with unanticipated problems. Just recently, you faced such a problem and by reason for your immediate decision making, production time was lost, which, thankfully, was recovered by your subordinates.
As a production manager for several years now, I have come to realize that the best lessons I've learned were from the times things went wrong. Because of what I learned, I never made the same mistake twice. It is the same case as what happened to you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to suggest a solution to a subordinate's problem.
Further things to consider when writing suggestion letters to management
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 Management
Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.
Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.
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