Assignment 1: Procedural Email Message

Write a procedural email message to employees reminding them of standard operating procedures or organizational changes that take the form of step-by-step instructions. Be creative, or use an issue applicable to your work environment. (Example can be found on page 76, Figure 5.1, of the course text.)

The message should take the form of an email; however, you will submit your assignment to the online course shell.

The procedural message must adhere to the following requirements:

1. Content:
   1. Introduce the main idea of the message in a concise, informative manner.
   2. Itemize three to five (3-5) key points with detail.
   3. Provide information about where and to whom questions should be directed.
2. Format:
   1. Use a descriptive subject line or heading.
   2. Use bullets to separate ideas and simplify reading.
3. Style:
   1. Include an appropriate and professional greeting / salutation.
   2. Use email form including: To:, From:, Subject:, and Signature.
4. Clarity / Mechanics:
   1. Ensure that there are no grammar or spelling errors.
   2. Ensure that there are no clarity, writing, and mechanical errors.

Your assignment must:

• Be typed, single-spaced, using Times New Roman font (size 12), with one-inch margins on all sides. Check with your professor for any additional instructions.

To: [email protected]

From: Catherine Francis

Subject: New Procedures for Apartment Maintenance Requests 

Team, 

The number of apartments being rented monthly has increased approximately 9% from last year. This increase has resulted in additional maintenance service requests. To ensure our ability to continue to service our residents’ requests in a timely manner, an additional porter has been added to the staff, and a new procedure for maintenance requests will be implemented on August 1, 2014. 

To service a maintenance request, follow the new instructional procedures outlined in the attached file. These procedures are also available in the maintenance shop should you need to refer to them outside of the office. 

I look forward to your anticipated cooperation in the coming months as we implement these new procedures. Please reach out to your immediate supervisor with questions as they arise. 

In Support,

Catherine Francis, Operations Manager 

Attachment: Procedures for Completing Maintenance Requests 

Procedures for Completing Maintenance Requests 

·         Sign into the maintenance log each morning at http://www.fancyapartments.com/maintenancelog/index.html, and choose the “Pending Requests” option.

·         Choose four (4) service requests, and provide your initials to indicate your intent to service the units.

·         Service the assigned units utilizing the guidelines provided to you in your employee manual.

·         Return to the office after completing service requests, access the maintenance log at http://www.fancyapartments.com/maintenancelog/index.html, and choose the “Pending Requests” option. Click the box that states “Service Completed,” and enter the time stamp to indicate when the service order was completed.

·         Choose additional service requests as shift time allows, and repeat the procedure mentioned above.