Lesikar's Business Communication: Connecting in a Digital World 13th Edition by Kathryn Rentz,Paula Lentz

تمرين 33

Next week auditors from company headquarters will be visiting your branch office, observing and interviewing employees to ensure that your company follows corporate policies and procedures. You see this as a routine activity, so you are surprised at the hostility and resistance your employees are showing toward the auditors and their visit. Many are threatening to take vacation or call in sick during the week of the visit. You worry that the auditors will sense the negativity of those who are here, especially given employees' comments such as "Well, they better not expect to set up their desks and computers in my department."
You simply will not tolerate this negativity. Auditors visit the company every three years, and employees know this. Plus, if they are doing their jobs correctly, employees have nothing to worry about. They just need to show up for work, be mature, and treat the auditors with respect.
Write an announcement to employees letting them know what week the auditors will arrive. Tell the employees in the Accounting Department that temporary workspaces will be set up in the department for the auditors. Yes, this may be inconvenient, but it's the most centrally located and spacious area in the building. In addition, tell the employees that they will not be allowed to take vacation during this time unless they already received vacation approval prior to the sending of this message. You should also remind employees of the company policy stating that if an employee calls in sick and the supervisor thinks the employee is lying, the employee may be required to provide a doctor's note. No, the policy is not oft en used, but you have no problem enforcing it if employees use sick days to avoid the auditors. Be sure your message leaves your readers feeling better about the auditors' visit.