You manage the chemical stockroom at Enterprise Pharmaceuticals. Chemicals are purchased and stored centrally. Departments are billed for whatever they use. It is your job to tell employees that on the first of next month the weekday stockroom hours will change from 1-3 p.m. to 9-11 a.m. Most of Enterprise’s shipments during the week arrive in the afternoon, and shifting the stockroom hours will allow your staff to do an inventory and shelve new stock without interruption. You’re willing to fill weekday requests that arrive in the afternoon, but a 15 percent markup will be added.
The stockroom will also be adjusting its weekend hours; so beginning on the first of next month, Saturday orders will only be filled between the hours of 8 a.m. and 12 p.m. The stockroom will be closed Saturday afternoons and Sundays.
You should send “courtesy copies” (CC:) to your fellow department managers as well as Tim Johnson, Vice President of Enterprise Pharmaceuticals. Be sure to proofread your work carefully for grammar, mechanics, and usage.
Plan your communication by answering the following questions
Who will read your message?
What is the main idea?
What details must you include?
What positive thoughts would you use to open and to close the message?