|Sample 44:|| ||Message Introducing Changes|
One Ridgely Place N.W.
Haverhille, MA 01830
| ||16 January 20xx
| ||Mr. William Gehts
1601 Northside Avenue
Atlanta, GA 30303
| || ||Dear Mr. Gehts:|
|Pace the reader by stressing a benefit associated with the change.||As you know from our discussions at the National Sales Managers meeting last month, in our ongoing effort to ensure that our sales force is able to maximize profits and ensure the kind of customer service that have made Standard Brush the most trusted name in brushes, we are redistricting our sales territories and changing our quota system to help District Managers increase their profits.|
|When the reader knows that the change is probable, present it early to avoid increasing anxiety.||The enclosed map shows you the district boundaries of the new territory for which you will be responsible. You will now have responsibility for the entire north side of Atlanta, an area bounded roughly by I-20 to the south and I-285 to the west, north, and east. This territory has been resubdivided so that you will gain one new salesperson. With three sales people working the area for you, someone from Standard Brush should be calling on every appropriate retail outlet at least once a month.|
|Acknowledge problems honestly. Show how it is to the reader's benefit to help solve problems as they occur.||The increased rate of sales calls, combined with our new national advertising campaign will create a much improved demand for Standard brushes. To take advantage of this increase, we are increasing all quarterly sales quotas by 8 percent. Along with the change in quotas, we will be increasing quarterly bonuses for individual salespersons who meet their quotas and for District Managers who are successful in exceeding their district quotas.|
|Let the reader know what action is required and encourage cooperation by reminding him or her of the benefits.||To ensure that you and the other district sales managers will have sufficient opportunity to make appropriate adjustments in sales personnel, the new policies will take effect on 1 March to coincide with the first of our national television spots. Although the change will initially mean more work for you, the increased profits for you will make it worthwhile. As a special incentive to our 10 most successful district managers, we will provide an additional cash bonus of $1000 to the district managers who exceed their summer quarter quotas by the greatest margin.
Please review the enclosed map and new sales agreement forms carefully, and give me a call if you have questions or concerns.
| || ||Sincerely,
Butch Stanley, Vice President