Director of Emergency Management
Treasure Township Emergency Deployment Services
Person to who letter is being addressed
Director of Development
Corporate Technological Upgrades
Street # and name
Dear ____:
RE: Follow up on Proposal
Thank you for considering the grant proposal from Treasure Township Emergency Deployment Services to cover the costs associated with the purchase of and training associated with the enhanced 911 deployment system.
As described, with fewer people using landline phones to place 911 calls in times of emergency and instead becoming more reliant on the use of cell phones in these instances, it is necessary for our township to enhance its current system to be able to identify the geographic location of these calls. It is often not possible to identify this information from the caller, due to a wide variety of reasons, and having an enhanced system that will instead automatically provide the GPS coordinates of the caller’s location is essential to dispatch necessary emergency responders to the scene as quickly as possible. By having the location provided automatically, dispatch services can not only send out needed response teams in a more timely and efficient manner, but the call center can also try to ascertain other relevant information from the caller, such as details of the emergency, to help ensure that all essential services are on route to the emergency location.
The enhanced 911 communication call center dispersement system has the potential of saving lives in the cases of emergencies. There are times when just a few seconds saved can result in the difference between life and death. By being able to bypass the need to gather location information from the caller and instead being able to automatically dispatch personnel to the scene, these seconds, or minutes, can result in the difference between life and death during some emergency calls.
The enhanced system can be integrated with our current system to effectively dispatch police, fire, and EMS responders. Coordinates of the caller’s location will be sent automatically to the responders’ vehicles along with turn-by-turn directions using the latest available traffic reports and updates to ensure that the responders are using the fastest route possible to reach their destination. In instances where there is the need to transport an injured party to a hospital, the EMS services will be able to use the same technology to ensure the fastest route to the hospital while also using the network to be patched in the Emergency Department’s communication system so that the most efficient triage services are available to the patient upon arrival.
Thank you for your consideration to fund this upgrade in the Treasure Township Emergency Deployment Services’ Emergency Management System. On behalf of all of the emergency responders, I would like to personally let you know how much this dispatch system means to the responders and the township residents .
Director of Emergency Management
Treasure Township Emergency Deployment Services
Person to who letter is being addressed
Director of Development
Corporate Technological Upgrades
Street # and name
Dear ____:
RE: Consideration of Proposal
On behalf of the Treasure Township Emergency Deployment Services’ Emergency Management System I wanted to again thank you for your consideration for a grant to cover the technological upgrades to enhance our current 911 calling system. Although we did not receive the requested grant, we were at least able to demonstrate the services that our township response team offers and hope that in the future we may be able to work together on another initiative.
Since the Treasure Township Emergency Deployment Services’ Emergency Management System is an integral part of the Centre County government system, and Corporate Technological Upgrades is based within the same county, there are many areas in which I hope that we may be able to combine our resources and services in the future. As technology always is improving, the Treasure Township Emergency Deployment Services’ Emergency Management System will definitely be in need of other systematic, software, and hardware upgrades in the future. Perhaps our shared interests will bring us to work together on future projects.
The Treasure Township Emergency Deployment Services’ Emergency Management System is always trying to be on the breaking edge of informational technology. Providing the fastest and most efficient response to all entities of out township is our ultimate goal. As a member of Centre County, we also offer to provide supportive services to other townships, boroughs, and entities within the county. It is feasible that at some point even your company may benefit from one or more of the services in which Treasure Township specializes. In Centre County, each local government agency has specialty areas that are offered to other county entities since it is unrealistic that each individual governmental district can provide all possible services to all residents. Through this cooperative atmosphere, and sharing of specialized services, all residents and businesses of the county can best be served by the emergency services departments.
On Saturday, September 28, 2013, Treasure Township Emergency Deployment Services’ Emergency Management System will be holding another open house. During this time people from the township and the count are invited in to our facility to take tours and see our command center, learn tips on what to do in case of different common emergency situations, and share lunch and fellowship with our staff, directors, and community leaders. I hope that you will accept this as an invitation to visit our command post and see the areas in which Treasure Township Emergency Deployment Services’ Emergency Management System specializes and the services it offers to the county.
I do hope that in the future we will be able to collaborate on projects and form a beneficial partnership as we serve the county and your services would be of great value to help us as we are always in need of the most up to date technology. On behalf of Treasure Township Emergency Deployment Services’ Emergency Management System, I hope that you will be able to join is on September 28th. If that date does not work for you, yet you would still like to receive a tour of our facility, please call me directly to arrange such a visit at (555) 222-5152 ext. 213 .
Director of Emergency Management
Treasure Township Emergency Deployment Services
Person to who letter is being addressed
Director of Development
Corporate Technological Upgrades
Street # and name
Dear ____:
RE: Thank You
On behalf of the Treasure Township Emergency Deployment Services I wanted to inform you that the enhanced 911 calling system that we were able to provide to the residents and businesses of our township due to your generosity has now been installed and operational. As life is priceless, the ability for our emergency responders to be able to be on the scene of emergencies faster than ever is necessary, and due to this system, there is potential for human lives to be saved.
There were some software issues that occurred during the installation of the system. As it was not a replacement system, but one in which the focus was to provide GPS coordinates as an additional feature of our already operational system. Since so many houses no longer have landlines, and more callers are using cell phones to call in their emergencies, the current caller identification and location system was not compatible with cell phone technology. The installation and support teams of Corporate Technological Upgrades were professional in offering their support and trouble-shooting all of the encountered problems until the old and new interfaces were working seamlessly together. Our first call was from a five-year-old girl who didn’t know her address but knew that her mother needed help. She called 911 from her mother’s cell phone. Later her mother was diagnosed as an epileptic and this was her first grand mal seizure. The new technology greatly reduced response time and may have played an integral part in the complete recovery of the young mother .
The green and white split screens above are images of the newly enhanced 911 calling feature technology that are dispatchers are able to use from the renovated dispatch resource center, pictured above. The white screen is the text in print of the call from both sides and the green screen is the GPS application system. This is the same information that now is displayed in all of the emergency response vehicles that are being dispatched to the place where the emergency is located. While en route, responders are able to get additional information at times from the classer since time does not need to be spent trying to get an exact location since that information is now automatically provided by the callers location whether they are calling from a cell phone or landline.
Please join us on Saturday, September 28, 2013 as we unveil our new call services center to the community during an open house. The control room will then be officially renamed the CTU Centre for the generous support of Corporate Technological Upgrades. The ribbon cutting will be attended by the Emergency Services Director for Centre County and all local government officials have been invited. We have also invited newspaper and media outlets. We would like you to be there as a part of the presentation and able to receive the credit that you deserve for making this dream become a reality for the citizens and businesses of Treasure Township .
References
Northstrom, A. (2010, June 10). Step by step fundraising. Retrieved from Proposal Rejection: Saying Thank You is Critical: http://www.stepbystepfundraising.com/proposal-rejection-saying-thank-you-is-critical/
Professional RFP Letters. (2013, August 22). Writing Professional RFP Letters. Retrieved from Professional RFP Letters: http://rfptemplates.technologyevaluation.com/template-and-sample-of-an-rfp-cover-letter.html
Shamshad, A. (2010, October 28). Sample Letters. Retrieved from Business Follow Up Letter, Sample & Format: http://www.sampleletters.net/business-follow-up-letter.html
