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Inter-office Memorandum (Sample)

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Department
Writing
Course
Writing 2111F/G
Professor
Brock Eayrs
Semester
Summer

Description
Inter-­‐office  Memorandum     To:     Joseph  Mirola     From:     Anna  T     Date:     July  10,  2011     Subject:   Fitness  Centre  Essential  for  Company’s  Continued  Success       Rocky  Mountain  Mutual  is  always  looking  for  ways  to  continuously  raise  its  annual   sales,  maintain  high  employee  feedback,  and  minimize  its  overall  spending.    Below   you  will  find  valid  reasons  for  the  retention  of  the  fitness  centre  to  present  to   Zachary  Evans.     Draft  Letter  to  Zachary  Evans     It  is  important  in  maintaining  the  balance  between  the  financial  aspect  of  Rocky   Mountain  as  well  as  the  level  of  satisfaction  of  the  employees,  which  includes  their   well-­‐being.     Excluding  the  start  up  cost,  the  fitness  centre  costs  $100  000  a  year  to  pay  the  staff’s   salaries,  maintenance  of  the  machines,  and  other  expenses  of  the  facility.     Understandably,  this  is  a  significant  amount  of  money  spent  annually  on  a  facility   seen  as  leisure.    The  Fitness  Centre  serves  a  long-­‐term  benefit  for  the  company  and   for  its  employee.    The  facility  serves  a  stronger  purpose  than  leisure;  it  promotes  a   healthy  lifestyle.     An  experimental  Wellness  Program  was  instituted  in  the  Claims  Department,  which   demonstrated     • 18%  increase  in  productivity   • 5%  decrease  in  sick  days     There  has  been  positive  feedback,  where  most  of  the  Claims  Department  employees   are  trying  to  use  the  Fitness  Centre  at  least  twice  a  week.    Some  have  even  started   support  teams  to  encourage  one  another  to  continue  their  exercise  programs.     Morale  appeared  to  have  improved.    Expanding  the  Wellness  Program  to  other   departments  would  greatly  benefit  the  firm  if  other  departments  demonstrate   similar  results.     Implementing  the  Wellness  Program  in  the  Claims  Department  further   demonstrates  that  the  Fitness  Centre  has  become  an  essential  aspect  of  Rocky   Mountain.    Starting  the  Wellness  Program  in  this  department  was  a  step  forward,   and  continuing  with  the  progress  already  made,  Rocky  Mountain  will  see  prolonging   success.     Decline  in  Absenteeism  Seen  With  Fitness  Centre  Users     The  absenteeism  report  was  compelling:  see  chart  below.    It  showed  that  Fitness   Centre  users  missed  half  as  many  workdays  as  non-­‐users.    Users  averaged  six  sick   days  per  year,  whereas  non-­‐users  averaged  twelve  sick  days  per  year.         14   12   10   8   6   4   2   0   Users   Non-­‐Users       Although  it  has  not  been  proven  that  the  fitness  centre  has  a  direct  effect  on  the   decreasing  medical  costs,  it  is  more  than  a  mere  coincident.    The  relationship   between  the  fitness  centre  and  medical  costs  is  re
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