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Reply Letter for Unsolicited Resume

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COMPANY HR / EMPLOYER RESPONSE EMAIL / LETTER FORMAT TO UNSOLICITED RESUME CANDIDATE

[DATE, ex. Wednesday, June 11, 2014]


[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We thank you for your interest in our firm.  Although we do not currently have any available positions to offer you, your resume has been preserved and placed on file for future reference.  We will be happy to inform you in the case that an opening suitable to your strengths presents itself.  In the meantime, we sincerely hope you keep our firm in mind as you advance in your career.

Yours truly,


[YOUR NAME, ex. Jill Jones]



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Request Letter for Salary Increment

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REQUEST LETTER / EMAIL TO COMPANY HR / EMLOYER / BOSS/ REPORTING OFFICER FOR CONSIDERING FOR SALARY RAISE

[DATE, ex. Wednesday, June 11, 2014]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

As you know, I am very happy to work and contribute to [FIRM, ex. XYZ Inc.] under your authority, and I wish to add to the firm’s future profits by [STATE NATURE OF YOUR WORK, ex. continuing an aggressive and effective sales plan to bring in new customers.]

I am also confident that you are happy with my efforts.  As I am sure you know, [MENTION YOUR PERFORMANCE, ex. my sales-in dollars for the past year was roughly $425,000, which far surpassed the $250,000 goal we anticipated at our year-end meeting twelve months ago.]  [STATE FUTURE GOAL(S) Rest assured that I plan to beat this figure next year.]

You will understand, hence, my interest in a raise.  You will agree that my request is a reasonable one; it is simply that my salary be based upon my performance.

I understand that you are a very busy person.  I will thus be delighted to meet with you at any time you please to discuss my request.

Cordially,


[YOUR NAME, ex. Jill Jones]


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Request Letter Format for Second Interview

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COMPANY’S HR / EMPLOYER REQUEST LETTER / EMAIL TO CANDIDATE FOR SECOND INTERVIEW

[DATE, ex. Wednesday, June 11, 2014]


[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It was a pleasure to meet with you on [DATE, ex. June 5].  Our company is indeed interested in your qualifications and abilities as we consider filling the [STATE POSITION, ex. sales manager] position at [STATE FIRM, ex. ABC Co].  Accordingly, I would like to schedule a second interview to discuss, in detail, some new matters uncovered in your initial interview.  Please call me at XXX-XXXX at your earliest convenience to arrange a date and time.

I am looking forward to meeting with you again.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Resignation Letter Format Getting New Job

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RESIGNATION  LETTER TO COMPANY HR / EMPLOYER / BOSS FOR BETTER JOB OPPORTUNITY

[DATE, ex. Wednesday, June 11, 2014]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Please accept my resignation from [FIRM, ex. XYZ Inc.], to be effective on [DATE, ex. July 11, 2014].  {STATE NEW EMPLOYMENT, IF ANY, ex. I have recently accepted an offer from ABC Co. in Tucson, Arizona.  I believe the position I have been offered there is better in alignment with my career goals.}

I would like to take this opportunity to mention that my employment here has been thoroughly gratifying and rewarding.  I wish the firm success in the future and I am sincerely proud to have had the opportunity to be with [FIRM, ex. XYZ Inc.] for [DURATION, ex. two years].

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Self Promotion Request Letter

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REQUEST EMAIL / LETTER TO COMPANY HR / EMPLOYER FOR CONSIDERING YOUR PERFORMANCE FOR PROMOTION

[DATE, ex. Wednesday, June 11, 2014]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

As you know, I am very happy to work and contribute to [FIRM, ex. XYZ Limited]’s profits under your authority.

Allow me to mention an opportunity I see for greater profits.

I’m confident that you will agree that my efforts as [CURRENT POSITION, ex. your salesman] have been successful to [FIRM, ex. XYZ Limited]; [MENTION YOUR PERFORMANCE, ex. my sales-in dollars for the past year was roughly $425,000, which far surpassed the $250,000 goal we anticipated at our year-end meeting twelve months ago.]

I would like you to know that I believe I can be of even more benefit to you and [FIRM, ex. XYZ Limited] as [REQUESTED POSITION, ex. your Sales Manager].

[MENTION QUALIFICATIONS AND STATE A CONCRETE GOAL, ex. Having had four years of experience in selling our computer software, I have gained a clear idea as to what our customers’ needs are and how we can meet them.  I know how we can increase sales dramatically and I can gear our sales team to do precisely that.  As your Sales Manager, I truly believe that we can achieve in excess of $10,000,000 in sales by the year 2016.]


I understand that you are a very busy person.  I will thus be delighted to meet with you at any time you please to discuss my request.

Cordially,


[YOUR NAME, ex. Jill Jones]


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Warning Letter To Employee for Late Coming

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COMPANY HR / EMPLOYER DISCIPLINE LETTER / EMAIL TO TARDY EMPLOYEE FOR EXCESSIVE TARDINESS / LATENESS ATTENDANCE

[DATE, ex. Wednesday, June 11, 2014]


[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms.  As we discussed on [DATE, ex. June 10, 2014], the company greatly values your time.  For this reason, late arrivals at the office blemish the quality of the service you provide.

With city congestion and the difficulties of transportation, occasional lateness is indeed reasonable to expect.  Unfortunately, however, you have been [X] to [Y] minutes late, on each of [Z] occasions during the past month.  Regrettably, this is unacceptable.  If you are late more than once in the next month, I will be forced to review your employment with our firm.

[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which prevents you from arriving at the office on time, please contact me and we will discuss the situation accordingly.  Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.

Please contact me at your earliest convenience.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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Your Suggestions Are Valuable

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CORPORATE HR EMAIL / LETTER TO ENCOURAGE SUGGESTIONS FROM EMPLOYEES / STAFFS

To:                    [GROUP, ex. Sales Staff]

From:                [YOUR NAME]

Date:                [DATE, ex. July 5, 2014]

Subject:            Your suggestions are valuable


I have a request.

As you know, we are always looking for opportunities--they are the blood of our business.  Whether it’s an opportunity to better serve our customers, to make working here easier for you, or to expand into a new market, they are all highly valued.

I am writing because I know that your are often in a better position to perceive these opportunities than I am.  I encourage you, thus, to voice your suggestions.  [STATE HOW SUGGESTIONS SHOULD BE SUBMITTED, ex. I will indeed be delighted to hear them at your convenience.]  {MENTION INCENTIVE, IF ANY, ex. We will be awarding a “Best Suggestion” award on a yearly basis, with this year’s winner receiving a weekend vacation to Lake Havasu.}



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RBI EFFC DECLARATION LETTER FORMAT

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Sample Template Example of RBI EFFC Declaration Letter Format in Word / Doc / Pdf Free Download


Date:  June 12, 2014

To
The Branch Manager
ICICI Bank Limited
163, H.T. Parekh Marg,
Backbay Reclamation
Backbay Reclamation, Churchgate
Mumbai 400 028.

Dear Sir,

Sub:  Import Bill Reference No. 1234MFC1234567890

Declaration in compliance with RBI circular No.124 on EEFC Account dated May10,2012
I/We hereby declare that:
o No EEFC accounts is/ are maintained with ICICI bank. Please note that we had EEFC account No. 12345678912345 with State Bank of India, Corporate Account Group Branch, Kolkatta with no  balance in the account. There is no other EEFC account other than aforesaid account.
o Nil balances are available in all EEFC accounts maintained with ICICI Bank or with other banks (and / or)
o DebitourEEFCAccountNo (s) -------------foranamountof------------------alongwithyourcharges towards this remittance request.
(Tick (a) where ever applicable)
I/We further declare that the undersigned has/have the authority to give this declaration and undertaking on behalf of the company.
Yours faithfully,
For Rocket Sales Limited

 


AUTHORISED SIGNATORIES






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Office Circular Format for Customers

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ROCKET SALES LTD.

CIRCULAR

December 7, 2015

To
All Branches
Rocket Sales Ltd.

Reg : Sales Tax liability against non-submission of Declaration Forms

It is noticed from Sales Tax Assessment Orders of Depots and our factory that differential amount of Sales Tax has been imposed on us mainly due to non-submission of Sales Tax Declaration Forms for concessional rates of tax charged to our dealers on the implied understanding with them that they will be submitting the Declaration Forms entitling them for concessional rates of tax. In some of the cases the Declaration Forms submitted by them have been found to be defective at the time of assessment. In so far as the defective Declaration Forms are concerned, we can argue our case with the appellate authority but for non-submission of Declaration Forms we will have to bear the Sales Tax amount involved in lieu of such forms.

You will appreciate that we extend the facility of concessional rates of tax to the dealers on the implied undertaking by them that they will submit their declaration forms to us soon after the raising of our invoice on them and against unqualified supply of our products. It is learnt that Sales Tax Department provides the required number of Sales Tax Declaration Form to the dealer whose Sales Tax payments and Sales Tax returns are in order and hence if any dealer takes the plea that he is not getting the Forms it cannot be accepted. He can take up the matter with the higher authority if the Sales Tax Officer does not supply the requisite number of forms. In case if it is general complaint that the declaration forms are not supplied by the Sales Tax Dept., the matter may be agitated through Chamber of Commerce or  by approaching the higher authority.

It may, therefore, be clearly noted that henceforth the company will not bear the liability in lieu of non-receipt of the Declaration Form. If a dealer is not in a position to submit the Declaration Form, he is obliged to pay the amount represented by sales tax declaration forms and the amount is to be realized by raising debit note on such dealer.


In order to keep a track on pending Declaration Forms to be received from dealers, a dealer wise pending list of Declaration Forms is being circulated from Head Office from time to time for collecting the Forms.




NEETU SINGH
Vice President


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Office Circular Template

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ROCKET SALES LTD.

HEAD OFFICE : MUMBAI

Ref: RSL/PERS/2014-15/004                                        Date : January 14, 2015

MANAGEMENT CIRCULAR FOR HEAD OFFICE

To
All concerned


As decided by the Management, Lunch Room facility will be available to the General Manager and above only. Hence those members who fall below the rank of the General Manager and having Lunch Room membership will no longer be eligible for the facility with effect from 01.04.2015.



(NEETU SINGH)
Sr. Vice President

(RAM PRASAD)
Vice President



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Employee Termination Letter Due to Poor Performance

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COMPANY HR / EMPLOYER LETTER FORMAT TERMINATING EMPLOYEE DUE TO BAD PERFORMANCE

[DATE, ex. Wednesday, June 11, 2014]


[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I regret that [STATE GOAL NOT MET, ex. the cost overruns at your division have reached unacceptable levels].  As I mentioned in my memorandums of [DATE, ex. April 5] and [DATE, ex. May 10], and at our meeting of [DATE, ex. May 20], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].

I am forced, therefore, to terminate your employment as of [DATE, ex. July 30, 2014].  [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.]  I regret that matters could not have been redressed in a more amicable manner.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Employee Vacation Policy Sample

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COMPANY HR STAFF VACATION POLICY

Vacation Policy

Each full time staff member is entitled to five (5) days of paid Vacation Entitlement for each Period of employment with the company.

A "Period" means a period of time equal to (i) six months in the case of a staff member having less than two (2) full years of employment with the company; (ii) four (4) months in the case of a staff member with two (2) years to six (6) years of employment with the company; and three (3) months in the case of a staff member with over six (6) years of employment with the company.

Vacations are tracked on a calendar year basis.

Vacation Entitlement must be taken within twelve (12) months of the year end in which it was earned failing which it will lapse. All vacation requests must be pre-approved by management. While every effort will be made to accommodate the duration and timing of a vacation request by a staff member, such request will be subject to workload and seniority among staff.



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Employee Termination Letter format Sample

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COMPANY’S HR / EMPLOYER LETTER TO EMPLOYEE FOR TERMINATING DUE TO BAD BEHAVIOR / ATTITUDE IN INDIA

[DATE, ex. Wednesday, June 11, 2014]


[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

[STATE CONTEXT AND NATURE OF BAD PERFORMANCE, CITING ALL WARNINGS GIVEN, ex. As you know, customer relations is key to the survival of our business.  It thus alarms me when I receive several complaints from key customers which involve impoliteness and rudeness on your part.  You will recall my letter of June 1 and our meeting last week in which I informed you that this type of behavior is unacceptable and urged you to changed your behavior.  Unfortunately, however, I have continued to receive such complaints.]

I am forced, therefore, to terminate your employment as of [DATE, ex. July 30, 2014].  [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.]  I regret that matters could not have been redressed in a more amicable manner.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Memorandum to Staff Sample

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COMPANY HR / EMPLOYER MEMORANDUM LETTER / NOTICE TO ALL STAFF /  EMPLOYEES FOR EXCESS USEAGE OF SUPPLIES


M E M O R A N D U M

To:                    ALL STAFF

From:                [NAME OF SENDER]

Date:                [DATE OF MEMORANDUM]

Subject:            RECYCLING CONTAINERS


I have recently noticed that the supplies in the supply room are being consumed at an accelerated rate, which is not in proportion to our level of business activity. I have also observed a trend toward hoarding supplies at individual's work stations.

These trends must be reversed. I would ask all staff to review their supplies at their work stations and return any excess or duplicate supplies back to the supply room. This will ensure an adequate inventory of supplies for all staff, and will reduce our costs.

Your anticipated co-operation is greatly appreciated.


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Redundancy Termination Letter Template

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COMPANY HR / EMPLOYER LETTER FORMAT TERMINATING EMPLOYEE DUE TO REDUNDANCY

[DATE, ex. Wednesday, June 11, 2014]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We regret to inform you of the termination of your employment with NAME OF BUSINESS] effective [EFFECTIVE DATE OF TERMINATION - ex. July 31 2014]. On [DATE, ex. April 12, 2014], the Director of Sales and Marketing left our company to pursue another business opportunity. As a result of his decision, your position as his [POSITION, ex. Administrative Assistant] has become redundant and there is no other job function within the company that we can offer you.

Our Group Health Benefits Co-ordinator will be contacting you within seven (7) days to explain the options available to you regarding your group health benefits and life insurance.

As you recall, a Record of Employment form was completed for you that included your vacation pay.  If you have any other questions concerning the Group Health Plan, please contact [NAME OF GROUP HEALTH BENEFITS CO-ORDINATOR ex. Jill Johnson].

When you are able, please make arrangements with me to hold an Exit Interview and ensure that we have all company materials from you and you can collect your personal effects.

We wish you all the best in your future endeavours.



Sincerely,


[YOUR NAME, ex. Jill Jones]


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Leave Announcement Letter format

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COMPANY HR ANNOUNCEMENT RE EMPLOYEE ON MATERNITY LEAVE

To:                    [RECIPIENT, ex. Sales Staff]

From:                [YOUR NAME]

Date:                [DATE, ex. July 5, 2014]

Subject:            [NAME, ex. Sara Williams]


We are pleased to announce that [NAME, ex. Sara Williams] will be taking her maternity leave effective July 10, 2014.

She will be away until January 1, 2015, and she expects to return at that time. In her absence, [NAME OF PERSON ASSUMING EMPLOYEE'S RESPONSIBILITIES, ex. Diane Smith] will be assuming her responsibilities.

Please join me in wishing [FIRST NAME, ex. Sara] a healthy delivery and all the best with her newborn.



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Resignation Letter Format for Medical Reasons

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EMPLOYEE RESIGNATION LETTER TO COMPNAY HR / EMPLOYER : DUE TO ILLNESS / ILL HEALTH / ON MEDICAL GROUND

[DATE, ex. Wednesday, June 11, 2014]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Please accept my resignation from [FIRM, ex. XYZ Inc.], to be effective on [DATE, ex. July 11, 2014].  I regret that my current state of health impedes me from discharging my duties and providing the firm with the quality of service I have been able to in the past.

I would like to take this opportunity to mention that my employment here has been thoroughly gratifying and rewarding.  I wish the firm success in the future and I am sincerely proud to have had the opportunity to be with [FIRM, ex. XYZ Inc.] for [DURATION, ex. two years].

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Sample Termination Letter to Employee Due to Downsizing

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COMPANY HR / EMPLOYER LETTER FORMAT TERMINATING EMPLOYEE DUE TO DOWNSIZING

[DATE, ex. Wednesday, June 11, 2014]


[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

As we discussed on [DATE, ex. Tuesday], [REASON FOR DOWNSIZE, ex. increased competition in the accounting software industry has eaten our profits and caused us to eliminate several positions at PowerAccount Limited.]  Unfortunately, we were forced to eliminate your position.

[STATE TERMS OF TERMINATION, ex. Accordingly, your employment will be terminated on July 15.  Your company medical insurance plan will also be terminated at that time and severance pay will be in the amount of $8,000.]

{STATE WILLINGNESS TO GIVE LETTER OF REFERENCE, ex. I will be happy to provide you with a letter of reference if you so request.}

Sincerely,


[YOUR NAME, ex. Jill Jones]



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SICK DAYS POLICY NOTICE

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COMPANY HR / EMPLOYER CIRCULAR FORMAT FOR EMPLOYEE / STAFF SICK DAYS POLICY

Sick Days

Full time employees will be paid for a maximum of [MAXIMUM NUMBER OF ANNUAL SICK DAYS, ex. 10] sick days per calendar year. Employees must contact the Office Manager when they phone in sick.

The Company reserves the right to request a doctors note to evidence the illness.



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Suggestion Submission Letter Format

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EMPLOYEE PROCESS IMPROVEMENT SUGGESTION LETTER TO BOSS / EMPLOYER : SUBMITTING A SUGGESTION

To:                    [NAME, ex. John Smith]

From:                [YOUR NAME]

Date:                [DATE, ex. July 5, 2014]

Subject:            [SUBJECT OF SUGGESTION, ex. Order processing]


I’m writing regarding a matter I am confident will interest you.

[STATE PROBLEM AS IT RELATES TO RECIPIENT, ex. You may know of the large amount of paperwork involved in processing our customers’ orders.  What’s more interesting is that there exists considerable redundancy, resulting in increased order processing time, later shipments, and potential customer dissatisfaction.]

[STATE YOUR SOLUTION AND HOW IT BENEFITS RECIPIENT/FIRM, ex. As most of this paperwork comes through my office, I have a good idea as to how we can streamline the process by reducing the amount of paper used, and put some dollars in the firm’s pocket.

Since our new order requisition software automatically reconciles purchase orders with packing slips, there is no longer a real need to have the salesperson review the packing slip before shipping the order.  Here’s the results:

o Salespersons no longer need to review packing slips, giving them more time to sell products
o Less paper is used, saving us money
o Orders are shipped faster as they will no longer sit on our loading docks, waiting for the salesperson to inspect the packing slip
o I spend less time processing packing slips, allowing me to spend more time on processing new orders]

I hope this suggestion is of benefit to you.  I will be delighted to speak to you if you require additional information.


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