THE SITUATION

Welcome aboard!

I just wanted to welcome you to the team. You’ll find that this place offers many challenges that give you the opportunity to go as far as you want.

I announced your appointment yesterday so you could get in touch your new employees before formally meeting them next Monday.

I am sorry you won’t have time to go into the office and have to communicate in writing with people who you have never met, but I really need you to come to Vancouver to meet some people, discuss your new position and it’s many challenges.

I know that you're just starting but I will need your plan to improve the effectiveness of this business and cut spending drastically as soon as possible. This year, we also want to focus on the quality of our client relationships. We can discuss this when we meet later today.

I look forward to working with you!

P.S. My wife and I would like to invite you to dinner Thursday night at 7:00. I also intend to invite some other people from the Argon team. Let me know if you can come before I talk to the others.

Arthur
Vice-president (Argon Corporation)

Hello, welcome to ABC! I’m your new assistant. This is my first job and I’m looking forward to meeting you. Everyone has been so nice to me since I started 5 months ago.

Anything I can do before you arrive on Monday? You have your work cut out for you, as you will see from all the emails in your inbox!

You will find emails that came in since your appointment as well as messages sent to your predecessor, Gerry Marchand, which were not handled and which I forwarded to you directly.

I invite you to consult our org chart to help you quickly become familiar with the names and positions of everyone. It’ll help you better respond to urgent requests.

Mr. Leroy from Vancouver just called to tell me to advise you that he would meet you at the airport upon your arrival tomorrow. He also asked if you could bring back some maple syrup for him.

Also, Mr. Marchand had planned to invite a decorating firm in to redo his office. He kept calling it a dump. Anyway, the decorating firm has been calling every week, so I thought I would let them come in next Tuesday, September 15th at 10:00 a.m. to explain their ideas to you. They said they’d only need a couple of hours. I’m sure you’d like to start off with nice new office furniture.

Let me know if you need anything. Here is my cell phone in case you need it.
514-753-9521

See you on Monday!
Marie
Administrative Assistant

Hi boss,

Carol Duval from the Canadian Furniture Show just called. She would like to meet with you on Thursday evening, September 10th in Vancouver to discuss your possible participation in the Canadian Furniture Show. This can be a great business opportunity for us. Do you want me to confirm an appointment?

Marie

Hello again… I thought you would want to know…Mike Teller, the union representative, stormed in here just now demanding to see you first thing tomorrow morning. I told him you were out of the office until Monday, but he insisted and said he wants you to call him on his cell phone from the airport on Monday morning. His number is 514-987-6543.

I wonder what the big fuss is about.

Is there anything I can do?

P.S. I told Mike there’s no need to yell at me ☹️

Marie

Hello,

I wanted to be the first to welcome you aboard. You’ll find that this is a great place to work. People really support each other here.

I would like to submit for your approval a request from Bob Pirelli, our Accounts Payable Supervisor. He believes he would benefit from attending a 3-day course on Management Information Systems. The course starts on September 14th. I believe this training would assist him in his work.

At the moment we have no problem in preparing financial reports, but there is always room for improvement. Registration fees for the course total $3,500, excluding food, lodging and other expenses. Although it is company policy not to pay for such expensive courses, I feel that it is justified in this case.

Apparently there is limited enrolment in the course, and Bob should reply tomorrow at the latest in order to be accepted. Could you possibly let me know your decision before you leave for Vancouver?

Thanks for your support.

Roger Cartier
Director of Finance

Hi again!

Stephany Kelly, our sales representative for the Maritimes, recently advised Phil Arnold that our best customer in St. John, New Brunswick, has asked to obtain exclusive distribution rights for our products in the Maritimes.

All the Maritime provinces’ sales combined presently make up only 8.3% of our sales volume. Although we have never given exclusive rights, I think that in this case, we could contemplate doing so. The customer in question apparently led Stephany to understand that he would stop selling our product lines unless he obtains these exclusive rights for the Maritimes.

Although it means cutting our ties with some of our old customers in the Maritimes, I think we should give him the rights. I have planned a meeting of our Maritimes people to discuss the matter, next Monday, September 14th at 8:30 a.m., in our offices here. Will you be able to attend the meeting?

Eric Samson
Director of operations

Hello,

As you may be aware, the Association’s monthly dinner will take place on Wednesday, September 16th at the Intercontinental Hotel. We had asked Mr. Gerry Marchand to speak to members of the children’s furniture industry on this occasion. However, Gerry recently called me to say that unfortunately he will not be able to attend this dinner, but he suggested that we invite you to speak, since you have been appointed to his position.

Your presentation doesn’t need to involve all aspects of the industry. I am sure our members would be quite happy if they could discuss trends and market conditions in this area of activity. Usually, our guest speaker gives a talk lasting about fifteen minutes and then answers questions from the audience.

I am sorry to have to ask you this at the last minute, but if you think you will not be able to attend this dinner meeting, we will have to make alternate arrangements. Could you possibly give me your answer by Wednesday, September 9th at the latest?

Thank you and I hope I will have the pleasure of meeting you soon.

Respectfully yours,

John Damien, President
Quebec Furniture Manufacturer’s Association
514-852-9876

Hello and welcome aboard!

Could we quickly meet to discuss the best time to distribute the bonuses to the people in my department? The Bonus Plan has already been discussed in detail with Gerry, and he approved the plan I submitted to him two weeks ago.

The amounts decided upon had already been budgeted, so this year’s budget planning will not be affected at all.

For your information, we have had a few difficulties with the reports produced by the Accounts Payable Department. Not only are there errors in the reports, but we also receive them late, and I believed that their distribution is not controlled properly. I have discussed this with Roger a few times and he just doesn’t seem to get it!

By the way, I am available if you have any questions whatsoever. My cellular phone number is (514) 521-2327.

Have a great day!

Eric Samson
Director of operations

Gerry, please take care of this. This is no time to lose her.

Arthur

First, I would like to congratulate you on your recent promotion. I heard that you would be coming to Head Office sometime next week, and I was wondering if you’d be able to give me some details about the types of coverage provided by the current insurance policies for ABC.

I am sure you are quite busy. It seems to me that the simplest solution would be to bring along the policies, with your comments, so that we can look over them.

Cheers!

Paul

Paul Hamilton
Controller
Argon Corporation
(604) 987-4563 #230

Dear Sir,

I wish to congratulate you on the quality of the products made in your workshops. When our second child was born, we had to replace some of the furniture in the children’s room, and we had to buy a new high chair, as the original one was no longer in good shape. We were hesitant about buying your product in view of its high price, but some of our friends recommended it, and I must admit that I am not at all sorry.

We have since had two more children and are still using the same high chair, which is as sturdy as ever. It is very practical, easy to store, and you have managed to combine the fine appearance of wood with a simple, but effective tray mechanism that ensures the safety of even a boisterous child.

I must confess I have given you good publicity within my circle of friends. Almost all of our children’s furniture comes from ABC. Each piece reflects the same excellent quality, which lasts from year to year.

I wanted to thank you and encourage you to continue along the same lines.

Sincerely,

Dan Lambert
(514) 123-4567

Hi Gerry, I believe you should know about an incident that took place yesterday in the plant. Leonard Baskin, a new employee, had a heated argument with Albert Davinport, the general foreman.

Apparently, Albert asked the reason for Baskin’s absences during the previous week. Baskin got angry and told him to mind his own business. Davinport told him that it was, in fact, his business, and at that point, it seems that Baskin pushed Davinport and told him to go to hell. Albert fired him immediately and told him to leave the plant.

I feel that Albert’s action was justified given the nature of the incident. However, Baskin made a complaint to the union representative about the severity of the punishment. Mike Teller, the union representative, agrees with him and fully intends to defend him. We will need to discuss this a.s.a.p.

By the way, I'm still waiting for your approval for my annual vacation to Florida from September 21 to 28.

Simon

Simon Murray
Production Manager

Dear Mr. Marchand,

I have not often had the occasion to write to you, but this time, I am afraid I must protest vehemently about delays in the delivery of your new baby furniture models with the “matte white Masonite” finish.

This type of finish is in great demand at the moment. Last year, I received a letter from Mr. Arnold, your Sales Manager, assuring me that I would receive the floor models by the end of October, and that sufficient stock would be available around Christmas time. Well, nothing of the sort ever happened. I informed him repeatedly about the situation, but all I ever received were evasive answers.

This brings me to another problem I must discuss with you. I recently received a letter from one of my steady customers (see email below), who is obviously quite frustrated by the delays in replacing a part in a defective dresser.

I have already received several complaints of this type, and I have always been understanding with the delays. However, it seems to me that you are not very concerned about your customers. I discussed this matter with your local sales representative, Ron Fleming, and although he promised to look after it, I have not heard from him since. I need to be guaranteed better service.

Your competitor assures me that he could fill my orders in less than three weeks. Although I prefer to deal with an all-Quebec company, if I cannot get immediate satisfaction, I will be forced to go elsewhere.

I am expecting a quick response.

Claude Vincent, President
Vincent’s Plaza
(514) 851-9654

Mr. Marchand,

Would it be possible for us to talk next Wednesday? I have something very important to discuss with you.

Could you please let me know when you will be available?

Thank you in advance,

Vince
Sales Supervisor
Ontario (Region 2)
416-357-9512

Hi Phil,

The average time for us to receive payment on our accounts receivable for the Maritime region is now 46 days. After an analysis of the situation, we feel that some of our smaller retailers are not paying promptly enough. In other regions, payments are received within the normal time limits.

Would it be possible for the supervisor of this region, Stephany Kelly, to put a little pressure on these delinquent retailers so that the company gets paid more quickly? Denise Fournier’s team can do their best, but I think I little extra help wouldn’t hurt.

J

Jacques St-Jean
Controller
(514) 234-5678

Good morning Gerry,

I will arrive from Vancouver on Air Canada flight 303, Wednesday, September 10th. I will be on vacation in Montreal for three days. If possible, I would like to visit the ABC plant. Please let me know.

Thanks!

Paul Marshall
Executive Vice-president, Argon Corporation
(604) 987-4563 #292

Hi boss,

Aline Simon, our receptionist, has recently had a baby boy. We have taken up a collection to send her a card and some flowers. Do you wish to contribute? I think that $5 would be sufficient.

Marie

Gerry, given the amount of Phil’s attached expense account, I am submitting it for your approval.

In addition, I would also like your approval for the attached invoice in the amount of $18,454. Three weeks ago, the Production Department bought two months’ supply of the same item.

Roger

Roger Cartier
Director of finances

Dear Sir,

We have gone twice to the department of Mr. Davinport, your General Foreman, with the intention of inspecting the electric wiring on your new premises. In both case, we were asked to wait and, after a long time, we were asked if we could possibly delay the inspection until a later date. We were not given any explanation for these delays. I have tried to contact Mr. Davinport myself, but he did not return my calls.

I am convinced that you are aware of the importance of this inspection, and I am sure you will understand that we cannot possibly afford to waste so much time on every inspection assigned to us.

If you have no objection, my colleague, Frank Blair, and I will visit you next Tuesday, at 2 p.m. Our inspection should take about an hour and a half.

We expect full collaboration this time.

Yours truly,

Carl Diggers
Municipal Inspector
Permits and Inspection Department
City of Montreal
514-456-9874

Gerry,

I have been chosen to organize the company’s Christmas party this year. I know I have ample time, but I think it is preferable to begin as soon as possible. I would appreciate if you could answer the following questions:

• Would it be possible to use the main office for the party?
• How much will the company contribute for food and drink?

Could you please let me know as soon as possible?

Thanks!

Denise
Supervisor, Accounts Receivable

Dear Mr. Marchand,

Would you be interested in sponsoring a Peewee hockey team this year? In past years, several companies in the area have advertised their products or services in the manner, and most of them seem to agree that it has indeed been an effective way of maintaining a good public image.

The costs we incur are not fixed, but full sponsorship involves an outlay of approximately $1,000. Most of this is used to by equipment such as hockey sticks, sweaters, etc.

For more details, please contact me at (514) 381-8721 (office) or (450) 583-3189 (home). We are anxiously awaiting your reply.

Sincerely,

Richard Taylor
Peewee League
Municipal Minor Hockey Association
514-356-9851