MGT 3213–07 Chapter 6 Lehman/Dufrene

Begins with an ____________ sentence Gets ________ by responding to audience’s ______ to know Puts reader in good frame of mind in order to be _________ to details Allows easy _________ through the details after main idea is presented

Positive news messages Thank you and appreciation messages Apologies Routine claims Routine requests Order acknowledg- ments Credit information messages Messages extending credit

A casual dress policy has been approved for First National Bank and will be effective July 1. As most of us agree, casual attire in the banking industry generally means “dressy casual,” since virtually all of us interact with our clientele regularly throughout the day. To maintain our traditional professional image while enjoying more relaxed attire, please follow these guidelines: MenWomen Sport or polo shirt, with collarsPant suit Khakis or corduroysSweater or blouse with pants or skirtLoafers with socks Low heels with hosiery Tennis shoes, open-toed shoes, sandals, jogging suits, shorts, jeans, sweatpants and sweatshirts are inappropriate. Formal business attire should be worn when meeting with clients outside the office. Please visit the HR website for the complete casual attire policy and illustrations of appropriate casual attire. If you have questions as you begin making changes in your wardrobe, please call me at ext. 59. A casual dress policy has been approved for First National Bank and will be effective July 1. As most of us agree, casual attire in the banking industry generally means “dressy casual,” since virtually all of us interact with our clientele regularly throughout the day. To maintain our traditional professional image while enjoying more relaxed attire, please follow these guidelines: MenWomen Sport or polo shirt, with collarsPant suit Khakis or corduroysSweater or blouse with pants or skirtLoafers with socks Low heels with hosiery Tennis shoes, open-toed shoes, sandals, jogging suits, shorts, jeans, sweatpants and sweatshirts are inappropriate. Formal business attire should be worn when meeting with clients outside the office. Please visit the HR website for the complete casual attire policy and illustrations of appropriate casual attire. If you have questions as you begin making changes in your wardrobe, please call me at ext. 59.

1.Thank them regularly for their business 2.Offer them discounts if they order every month or every quarter 3.Provide small “gift with purchase” over a certain amount

Send promptly Avoid exaggerated language that is not believable Make specific comments for what you are thankful Write briefly beginning with main idea Convey a genuine tone Consider sending copy to reader’s employer or writing employer with copy sent to employee

Provides sincere thoughts because few people take time to write Provides tangible evidence that can be used to support a performance evaluation May be treasured over the years

Appreciation for Outstanding Work Will, Completing the ropes course at Camp Horizon was a memorable and life-changing experience for every member of our office staff. Your facilitators were masterful in allowing our teams to take risks while ensuring their safety. The course provided a diverse series of activities that enabled each staff member to participate, regardless of our physical limitations. It was interesting for us to identify the real leaders in our office. In the words of one colleague, “The ropes course has shown me I can do more than I have come to expect of myself.” Thank you for helping us see our potential. Appreciation for Outstanding Work Will, Completing the ropes course at Camp Horizon was a memorable and life-changing experience for every member of our office staff. Your facilitators were masterful in allowing our teams to take risks while ensuring their safety. The course provided a diverse series of activities that enabled each staff member to participate, regardless of our physical limitations. It was interesting for us to identify the real leaders in our office. In the words of one colleague, “The ropes course has shown me I can do more than I have come to expect of myself.” Thank you for helping us see our potential.

Check ethical codes Make sure it’s clear that the gift is “no strings attached” Be creative

Maintain files of articles, industry information Even if the client's already seen it, he or she will appreciate that you're supporting his or her interests.

Consider when to send for maximum impact

Complaints are a valuable gift Thank them for giving you the chance to correct the problem Assure them that you want to do everything you can to make them happy

10% of employees report they have supervisors who say a daily "thank you" for a job well done More than half of employees (55%) said they were thanked never, seldom or only occasionally.

Begin each numbered step with action statement Place each step on separate line for easy reading Consider preparing flow chart Follow your own instructions Ask someone else to follow your instructions

TO: All Employees FROM: Joe Brown, HRM Director DATE: March 7, 2012 RE: Earthquake Preparedness Because earthquake tremors have been jarring Evansville and we are located in a high-rise building, we need to be sure that we are prepared for an earthquake. Therefore, the following actions should be taken in the event of an earthquake: TO: All Employees FROM: Joe Brown, HRM Director DATE: March 7, 2012 RE: Earthquake Preparedness Because earthquake tremors have been jarring Evansville and we are located in a high-rise building, we need to be sure that we are prepared for an earthquake. Therefore, the following actions should be taken in the event of an earthquake: 1.Elevators should not be used. 2.Fire alarms or sprinkler systems may activate and startle people. 3.Earthquakes do not kill; buildings do. 4.If outside, open areas are safer than areas near wires, signs, buildings, or trees. 5.People in offices should drop to the floor, take cover under desks, and ride out the tremor. 6.If no desks or tables are near, people should seek cover against an interior wall. 1.Elevators should not be used. 2.Fire alarms or sprinkler systems may activate and startle people. 3.Earthquakes do not kill; buildings do. 4.If outside, open areas are safer than areas near wires, signs, buildings, or trees. 5.People in offices should drop to the floor, take cover under desks, and ride out the tremor. 6.If no desks or tables are near, people should seek cover against an interior wall.

TO: All Employees FROM: Joe Brown, HRM Director DATE: March 7, 2012 RE: What Do In Case of Earthquake As many of you are aware, earthquakes have been occurring more frequently in Evansville. Because our offices are located in a high-rise building, we need to be as prepared as possible in the event of an earthquake. Please use the following guidelines when necessary: TO: All Employees FROM: Joe Brown, HRM Director DATE: March 7, 2012 RE: What Do In Case of Earthquake As many of you are aware, earthquakes have been occurring more frequently in Evansville. Because our offices are located in a high-rise building, we need to be as prepared as possible in the event of an earthquake. Please use the following guidelines when necessary: Take cover under desks or drop to the floor. Seek cover against an interior wall. Avoid windows, glass doors, tall furniture, and hanging objects. Use the stairs. Elevators should not be used. Avoid areas near wires, signs, buildings, or trees if outside. Take cover under desks or drop to the floor. Seek cover against an interior wall. Avoid windows, glass doors, tall furniture, and hanging objects. Use the stairs. Elevators should not be used. Avoid areas near wires, signs, buildings, or trees if outside. An earthquake drill will be held early next week to make sure everyone knows what to do in case an earthquake should occur. If you have any questions about these procedures, please call me at ext. 303.

Procedures for Requesting Computer Service 1.Access and click the Service option. 2.Provide the information requested. Be certain to complete the required items denoted with asterisks. 3.Check your for a service order confirmation, typically within 24 hours. 4.Complete normal shut-down procedures when leaving your computer station. Although the service work will be performed after hours, technicians will start your computer using their personal login procedures. 5.Check your for a service completion notice, and message us if the work was not completed to your satisfaction. Revised 6/20/08 Procedures for Requesting Computer Service 1.Access and click the Service option. 2.Provide the information requested. Be certain to complete the required items denoted with asterisks. 3.Check your for a service order confirmation, typically within 24 hours. 4.Complete normal shut-down procedures when leaving your computer station. Although the service work will be performed after hours, technicians will start your computer using their personal login procedures. 5.Check your for a service completion notice, and message us if the work was not completed to your satisfaction. Revised 6/20/08

Don’t minimize your wrong-doing Don’t blame someone else Be sincere

Use the “because” clause Apologize for the action and how it made the other person feel “I’m sorry I was 20 minutes late because I was rude and disrespectful to keep you waiting.” Be specific and clear about how you will change your behavior Avoid self-pitying statements Keep it as short and as clear as possible Stay focused on your own behavior.

When you don’t know what you did wrong Admit that you’re confused Be respectful "I'm sorry to have upset you so much. I'm not sure exactly what I did wrong, but I would really appreciate it if you could tell me so I don't repeat it again.“

Mike, Please accept my apology for missing yesterday’s meeting of the Planning Committee. Had the plane from Denver arrived on schedule, I could have attended. The report on tax considerations for the proposed site of the Windermere Apartments is ready. Let me know if you plan to include it on next week’s agenda. Thanks, Jerry Mike, Please accept my apology for missing yesterday’s meeting of the Planning Committee. Had the plane from Denver arrived on schedule, I could have attended. The report on tax considerations for the proposed site of the Windermere Apartments is ready. Let me know if you plan to include it on next week’s agenda. Thanks, Jerry

Fast and efficient Personalized Negative connotation Enthusiasm

Yesterday evening I stopped by the construction site of the apartments you are under contract to build. You appear to be well ahead of schedule. According to our agreement, all requests and complaints are to be made in writing. I noticed that water heaters had been installed in two of the apartments. The units are 30-gallon heaters, but the specs call for 50-gallon heaters in each of the 12 apartments. For some families, the smaller size may be sufficient; but others may need the larger size. Because the larger size is specified in the agreement we signed, I respectfully request that the two 30-gallon units be removed and that 50-gallon water heaters be installed in all the apartments. Thank you for your consideration in this matter. Yesterday evening I stopped by the construction site of the apartments you are under contract to build. You appear to be well ahead of schedule. According to our agreement, all requests and complaints are to be made in writing. I noticed that water heaters had been installed in two of the apartments. The units are 30-gallon heaters, but the specs call for 50-gallon heaters in each of the 12 apartments. For some families, the smaller size may be sufficient; but others may need the larger size. Because the larger size is specified in the agreement we signed, I respectfully request that the two 30-gallon units be removed and that 50-gallon water heaters be installed in all the apartments. Thank you for your consideration in this matter.

Dear Mr. Jackson: Please replace the two 30-gallon heaters (installed last week) with 50-gallon units. Large units are essential for families with children. For that reason, the contract specifies a 50-gallon heater for each of the 12 apartments. The project appears to be well ahead of schedule. Thanks for your efforts. Sincerely, Peter Allen Dear Mr. Jackson: Please replace the two 30-gallon heaters (installed last week) with 50-gallon units. Large units are essential for families with children. For that reason, the contract specifies a 50-gallon heater for each of the 12 apartments. The project appears to be well ahead of schedule. Thanks for your efforts. Sincerely, Peter Allen