GUIDELINES

  1. Provide all the information about how you want the reader to do the task in this letter.
  2. Mention how exactly you want the task to be done.
  3. Explain in detail if need be.
  4. Give a deadline. Offer to respond to any queries by the reader if required.

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],

A large number of calls have been made to our customer service hotline in the past week regarding our Smith Gas Grill with product reference number 45820-1. Many of our clients are relaying their concerns about the gas line, which they feel is a fire hazard. The calls have not been just from the tristate area but have come from as far as Arizona, making this issue possibly a design flaw in nature.

I need you to coordinate with our Design Team to investigate the validity of these complaints. I want you to present your findings to me and the rest of the management by Tuesday of next week. We need to do this immediately to minimize any potential risks, both physical and financial in nature. Thank you for your cooperation.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Sample letter to order an investigation concerning a product.

Further things to consider when writing directive letters to team members

Further things to consider when writing directive letters to team members

Directive Letters

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 Team Members

Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.

Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.

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