September 9th, 2011
Mr. Richard Brockmeyer
1840 South 1300 East
Dear Mr. Brockmeyer:
My name is Ian Coppock and I’m a mail sorter in the campus post office. An urgent situation has arisen here and my coworkers and I need your expertise.
At 7:00 last night, one of our industrial copiers broke down. Jessica Lind, my coworker, looked the machine over and believes that an internal mechanical failure is responsible. The copier’s maximum output is about 200 copies per hour, or 1/3 of our total copying capacity. Without this copier, our ability to print efficiently will suffer, and will cause a marked reduction in communication, office and education efficiency campus-wide.
After talking with my coworkers and a Xerox rep, I have a potential solution. These machines last about seven years before breaking down; ours is six years old. They tend to suffer more problems as they age, and this copier would probably break down not long after fixing it, which would cost $300.
I suggest that we purchase a new industrial copier. While its $4,000 price tag is admittedly high, we’d save a lot of money on maintenance costs over time. I also believe that this is our best solution because newer copiers can produce about 300 copies in an hour, which would improve our printing capacity, and therefore the campus’s communications efficiency, by about 30%. Newer copiers also last about 10 years. This morning I suggested this idea to Karen Thurber and Dixie Egan, our maintenance managers. Both agreed that this is a long-term, cost-efficient solution.
I appreciate your taking the time to read my message. Please respond to it quickly and we will make all efforts to run this department of plant operations at top efficiency once again. Thanks again for your time.
Sincerely,
Ian Coppock
P.S. I corresponded with the Xerox representative by email. I’ve attached the transcript for your convenience.
Great job.
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