Letter Communication to Community Member, Ms. Winifred Doucette Lejeune.
The Business Letter style was chosen because it is a formal communication. The communication of a project manager and a community member would be a formal communication. The wording and intonation should be friendly but reserved.
Document to Ms. Winnifred Doucette Lejeune, who after further investigation, is a local resident that seems to spearhead any effort the town needs
Civil Engineering Company
111 Corporate Address
Ms. Winifred Doucette Lejeune
111 Mouth Dr.
Lafayette, LA 66666
Dear Ms. Lejeune;
Please be advised that Civil Engineering Company has received three of your letters and is taking your concerns very seriously. Civil Engineering Company wants to work with the community and its concerns to achieve a positive project experience for all.
This process is a good way to reduce the amount of dust from excavating. This process is being started at an extra expense to the company on your behalf. It is anticipated that the additional process will not increase or delay the completion of the project. Please be advised that the successful completion of the project by the target date is in the best interest of all concerned.
Again please let me express the sincere apologies of Civil Engineering Company to you, Ms. Lejeune, for any inconvenience that this process has caused you and please rest assured that you, and the citizens of Lafayette, will benefit from the completed project. As of now the project is on schedule and is slated to be finished in the construction phase shortly. Please feel free to contact me directly at (111)222-1234 with any additional concerns that you might have.
Sincerely yours;
Civil Engineering Company
Bcc: VP Richard Smith
The memorandum format was chosen as it is an accepted business communication between employees of the same company. Memos are often used as an update on a project and are very helpful in short communications as this one is.
Document to the company vice-president, Richard Smith, who asked to be told of any problem, or in his words, “anything that even remotely smells like a problem” with the project.
Please not that a resident of Lafayette has contacted me regarding the noise and dust at the job site in Lafayette. I traveled there and there is not an extraordinary amount of noise and dust but there is some as can be expected.
I made the Supervisor aware of the complaints and he suggested using a water spray to cut down on the dust. I approved that because the cost was minimal and would possibly help to show the residents some good faith on our part.
I have copied you on my response to the letter. Let me know if you see the need for further action but I am hoping it is contained for now.
All the Best
The memo by email was chosen for the communication between the project manager and the job site supervisor. The project manager had just been to the job site and was familiar with the new supervisor so this was a simple follow up.
Document to sub-contractor supervisor at the construction site. Your firm has used this sub-contractor for almost five years, but this is the first project you've worked on with this particular supervisor.
Just a quick follow up from my visit yesterday. Several residents have been complaining about the noise and dust. I realize you are doing the project in a time frame to complete the project as scheduled. So with that in mind the course of action to appease the community will be to water down the construction area while excavating to alleviate the dust problem.
The funds have already been added to the miscellaneous category and I realize that this requires additional time and work on your part but as discussed if the community starts an initiative against us the problems will escalate.
Thanks for a good project so far. It was good to meet you in person and I am looking forward to a successful project completion.
