From ACI Motors Limited

General Manager (S&PD), Motors Dhaka

To Copy to
Chief Business Officer MD, Motors
ACI Motors

Your Ref. Our Ref. GMM/17/22 Date: 21st June, 2017

Subject: Proposal for training program of service team at ITL, India

Dear Sir,

This is to be informed you that we, ACI Motors service team is a unique team of this tractor
industry. We always committed to deliver best after sales service & our goal is to provide
service within six hours to our respective customers. We always want to develop our service
team through different training sessions. Every year we also send our technical team to ITL,
India for advance training. This type of training helps to develop the skill of individual &
encourage them to be more professional in their work.

ITL has shared schedule for this year’s training program which will be held on 21 st August to 28th
August. They have also shared training agenda through mail which is enclosed here.

We want to send 27 service personnel which will be headed by Mr. Radowanul Islam, Sr. SCE.
The team consists of 1 Sr. SCE, 1 RMS, 1 Sr. SE, 3 SE, 1 SPO, 4 TSO, 8 Sr. TSA, 8 TSA. The details
tour plan is given below,

Visiting Place: India (Kolkata- Delhi- Hoshiarpur)

Visiting Time: 19.08.2017 to 29.08.2017
Team: 27 Persons (1 Sr. SCE, 1 RMS, 1 Sr. SE, 3 SE, 1 SPO, 4 TSO, 8 Sr. TSA, 8 TSA)
Visit Duration: 11 days

It needs to mention here that ITL will bear food, lodging & local transport expense during this
training period. ACI Motors have to bear travelling expense of Dhaka- Hoshiarpur- Dhaka. Kindly
advice commercial department to process travel to ITL, India.

The estimated expenditures may involve for participation of the training program is given
below,
 Expense
SL Perticipant Total
Description per
. no Expense
trainee

1 Visa Processing charge & visa fee at Embassy(Approx.) 27 1500 40500

Travelling expense (Dhaka- Kolkata- Hoshiarpur-

2 27 22000 594000
Kolkata- Benapole)
Pocket Money: (1 USD= 81 Taka)
$ 120*7
3 USD 120 (1 Sr. SCE, 1 RMS, 1 Sr. SE, 3 SE, 1 SPO) 27 181440
$ 70*20
USD 70 (4 TSO, 8 Sr. TSA, 8 TSA)
4 Meeting Expense in India 1 30000 30000
  Total Expense 845940

So, approval may kindly be accorded for estimated amount of Tk. 251,940 for participation on
training program at ITL, India & an advance amount of Tk. 251,940 by cheque in favor of Mr.
Radowanul Islam, Sr. SCE, Staff Id: 16957.

This is for your kind perusal & approval.

Regards,

Md. Asif Uddin

Enclosed:

1. Mail Correspondence with ITL

2. Participant List
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/01 Date: 21st June, 2017

Subject: Approval for payment & renew the agreement of Narshingdi service center.

Dear Sir,

We, ACI Motors service team always committed to provide better service to our customers. To continue
this smooth service & get satisfaction of our customers we established few service center throughout
the country. Among them previously we planned to close the service center of Narshingdi. The
agreement between ACI Motors & landlord has already finished on 31 st December, 2016. But that time
we got good response from our customers & from regional office they requested us to continue this
service center.

Main issue is we did not renew agreement with the landlord & payment is pending from January, 2017
to till date. We are very much sorry for this unwanted mistake. Now we are requesting to consider the
matter and give permission so that we can make new agreement (January - December’ 17) between ACI
motors and Landowner. Monthly rent of this service center will be BDT 4500.

So, kindly approve pending payment of service center rent from January 17 to June 17 & allow us to
make new agreement between both parties at monthly rent of BDT 4500.

Submitted for your kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited
General Manager (S&PD), Motors Dhaka

To Copy to
Chief Business Officer MD, Motors
ACI Motors

Your Ref. Our Ref. GMM/17/23 Date: 28th June, 2017

Subject: Approval for medical expense & instant support to family of Mr. Abdullah for Eid.

Dear Sir,

We are sorry to inform you that Mr. Abdullah, Sr. TSA, Staff id: C14631 has passed away on 23 rd
June, 2017. He was critically injured during a road accident at Sonaimuri, Noakhali. He was
returning from a customer’s house after completion of service work. After hearing the news our
staffs has taken initiative & tried to take him to Comilla Hospital for better treatment but
unfortunately he died in road. His home district is in B. Baria. We went over there to express
condolence for his family. For instant support we gave Tk. 55,000 to his family. We also borne
ambulance & medical charges for treatment purpose whose total cost is Tk. 22,500.

Please note that for emergency we could not able to collect ambulance, full medicine & family
support bill.

So, please approve medical expenses & family support of amount BDT. 77,500 & issue an
account pay cheque in favor of undersigned.

This is for your kind perusal & approval.

Regards,

Md. Asif Uddin

Staff id: 3221
Enclosed:

1. Mail Conversation.
2. Bill
3. Hospital discharge certificate
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/02 Date: 28th June, 2017

Subject: Approval for conduct Milad Mahfil at regional offices.

Dear Sir,

This is to be informed you that Mr. Abdullah, TSA, Staff id: C16452 has died on 23rd June, 2017
during a road accident. He was returning for a customer’s house after completion of service
work. His last working station was Noakhali & he was with ACI Motors for last 3 years. We
wants to arrange Milad Mahfil to pray for his departed soul. This Milad Mahfil will be held at
regional offices & during monthly meeting service engineers will conduct this program where all
the staffs will be present over there. To complete this program successfully we want to give
budget of Tk. 2000 per program. Service engineers will submit this program expense with their
monthly expenses. Total expenditure may involve for conducting this program will be,

Expense per Total Expense

Sl. Particulars Total Region
program in BDT
1. Milad Mahfil 9 2,000 18,000

So, kindly give approval to arrange Milad Mahfil & budget of Tk. 18,000 program at regional
offices.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/03 Date: 28th June, 2017

Subject: Approval for payment of Hotel expenditure incurred during Mr. Diptendu’s visit.

Dear Sir,

This is to be informed you that ITL has posted a service manager Mr. Dipendu for Bangladesh
Market. He frequently comes to Bangladesh for field visit & attend critical customers for better
service support. Recently he came to Bangladesh on 07th June, 2017 & visited different regions
to attend service complaints. As per SOP during his visit, we ACI Motors bear accommodation,
food & transportation expenses. Mr. Diptendu stayed in Dhaka, Bangladesh from 15th June to
18th June. Total Expenditure during his visit in Dhaka is Tk. 17,388.

So, kindly approve total expenses of Tk. 17,388 for Mr. Diptendu’s visit and issue a cheque in
favor of undersigned.

Submitted for your kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:

1. Mail Conversation
2. Hotel Bill
To
Manager
AB Bank, Naogaon Branch

28/06/2017

Subject: Application for confirmation of unavailability of original Pay Order (1826880).

Dear Sir,

I would like to assure you that we did not received original pay order of Tk. 25,200 which was
given in favor of ACI Motors Limited. As far as I know our Bogra regional staff lost the original
pay order. That’s why they have submitted scan copy of this pay order for our official
processing. Pay order details given below,

Pay order no. Date Amount

1826880 28.12.2016 25,200

So, Kindly issue an original pay order with same details.

Regards,

Rajib Saha
Assistant Manager
ACI Motors Limited
From ACI Motors Limited
General Manager (S&PD), Motors Dhaka

To Copy to
Chief Business Officer MD, Motors
ACI Motors

Your Ref. Our Ref. GMM/17/24 Date: 29th June, 2017

Subject: Approval to support Mr. Abdullah’s (Sr. TSA) family for his accidental death while
returning from tractor service works.

Dear Sir,
We are sorry to inform you that Mr. Abdullah, Sr. TSA, Staff id: C14631 has passed away on 23 rd
June, 2017. He was returning from customer house after completion of service work but while
returning he met with a road accident at Sonaimuri, Noakhali. He joined ACI motors on 10 th
May, 2014 as a contractual employee. He was one of our skilled mechanic & contribute a lot for
our company during his working tenure. He was renowned for his service & behavior in
Noakhali & Chittagong region. He was the only earning member of his family & has father,
mother, wife, brother & 2 sisters in his family.
It needs to mention here that our group has a policy for life insurance benefit in case of
accidental death for permanent staff. But Mr. Abdullah was a contractual staff. We want to
support Mr. Abdullah’s family through this policy as he was our loyal staff & died during official
duty. As consider grade JB, total payable amount for this grade is Tk. 600,000. If we can give
support through this policy, it will be very much helpful for this family. We want to give this
total amount into two portion. 40% will be given to his father & 60% will be for his wife. Details
of these persons is given below,

Amount in Payment
SL. Name Relation Ratio
BDT System
1. Zaz Miah Father 40% 240,000 FDR
2. Ayesha Begum Wife 60% 360,000 FDR
So, kindly give approval for Tk. 600,000 to support Mr. Abdullah’s family as per above
condition.
This is for your kind perusal & approval.
Regards,

Md. Asif Uddin

From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/04 Date: 02nd July, 2017

Subject: Approval to conduct meeting with Service & Spares team.

Dear Sir,
This is to be informed you that we ACI motors service team giving our best effort to provide
service to our respective customers. As we are planning to utilize our service staffs in all
agricultural machinery product. For that reason we want to organize a meeting on 8 th July, 2017
with our field engineers to spread this message between our field staffs. In this meeting we will
also review their last month activities & also give plan for next month. Next day we want to
organize a meeting with our spare parts team as now we have a separate spare parts unit.
Details meeting agenda is enclosed here. During this meeting period both spare parts & service
team will attend a training program on “Time Management” which will be organized by training
department. Meeting schedule is given below,
Date Time Particulars
08.07.2017 10:30am – 6:00pm Meeting with Service Engineers
10:00am – 1:00pm Training on “Time Management”
09.07.2017
2:30pm – 6:00pm Meeting with Spare Parts Officers
To conduct this programs successfully following cost involvement will require,
Total Estimated Amount/ Total Expense
Sl. Date Particulars
Persons Person in BDT
Lunch 25 500 12,500
1. 08.07.2017
Sancks (2) 25 150 3,750
Lunch 35 600 21,000
2. 09.07.2017
Snacks (2) 35 150 5,250
3. Gift 4 2000 8000
So, kindly give approval to arrange meeting within estimated budget of Tk. 50,500.
Submitted for kind perusal & approval.
Regards,

Md. Radowanul Islam

From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/05 Date: 06th July, 2017

Subject: Approval to make Job card, Installation book & History file.

Dear Sir,
This is to be informed you that we ACI motors service team giving our best effort to satisfy our
respective customers by providing good quality service. To store history of these service
activities we are using history file, installation paper & job card book. Stock of these books are
almost nil. Now we want to procure these books through commercial department. The required
quantity and estimated cost involvement is given below,

Particulars Quantity Estimated price per Total estimated price

unit
Job Card 500 112 56000
Installation Book 100 190 19000
History file 1000 17.50 17500
Total Amount 92,500

So please approve the estimated amount of BDT 92,500 to make the said books. Please advise
commercial department to initiate the process for work order in favor of suitable vendor.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited
Service Sales Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. SSE/17/12 Date: 06th July, 2017

Subject: Approval to make mini combine harvester History file.

Dear Sir,
This is to be informed you that Mini combine harvester is one of the innovative and new
product in ACI Motors. We are already delivered 335 unit harvester to customer. We ACI
motors service team giving our best effort to satisfy our respective customers by providing good
quality service. To store history of these service activities we are using history file. Thus all job
card are inside the history file and when needed easily can find the respective customer service
details. Now we want to procure these books through commercial department. The required
quantity and estimated cost involvement is given below,

Particulars Quantity Estimated price per Total estimated price

unit
History file 1000 26 26000
Details : Size 12.5”*8.5+8.5”
4 color print both sides with
Lamination

Total Amount 26000

So please approve the estimated amount of BDT 26000 to make the said books. Please advise
commercial department to initiate the process for work order in favor of suitable vendor.

Submitted for kind perusal & approval.

Thanks and Best regards

Md. Sayed Hossain

From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
Director Sales CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/06 Date: 11th July, 2017

Subject: Approval of car rent bill for Mr. Arshad Ali’s family support.

Dear Sir,
This is to be informed you that Mr. Arshad Ali, TSA, staff id: C12150 working in Meherpur
territory under ACI Motors service team. Few months ago on 18.05.2017 his father has passed
away. That day he was providing one customer service in Meherpur territory. After heard that
news he became mentally week & was in bad condition. His home district is in Kawnia,
Rangpur. In that condition as per verbal of GM (S&P) sir we rent one car for Mr. Arshad to
attend his father’s Janaja & burial. To rent that car total expense incurred was BDT. 13,000. This
total cost completely borne by Mr. Ujjal Bagchi, Service Engineer, Chuadanga.

So, please approve expenses incurred of BDT. 13,000 to rent one car for Mr. Arshard Ali. Kindly
advice finance department to issue a cheque in favor of Mr. Ujjal Bagchi (Staff id: 14626).

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. Mail communication
2. Bill

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/07 Date: 12th July, 2017

Subject: Approval for service & spare parts team’s meeting bill settlement

Dear Sir,
This is to be informed you that we have successfully completed meeting with service & spare
parts team. This meeting was held on 08 th July, 2017 where all field service engineers & spare
parts officers were present. Previous meeting approval was for 2 days but we have completed
the meeting within a day. That’s why we arranged dinner for our field force as well. To
complete this program successfully following expenses incurred,

Particulars Total incurred expense

Lunch 21700
Snacks 2903
Dinner 21701
Gift for Field force (5nos.) 7041
Transportation cost 120
Total Amount 53,465

Estimated approval was Tk. 50,500 and actual expenditure is Tk. 53,465. So approval may kindly
be accorded for amount of Tk. 53,465 as actual expenditure for conducting meeting with
service & spare parts team.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. Participant list
2. Original Voucher
3. Approval copy
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/08 Date: 13th July, 2017

Subject: Proposal for casual staff recruitment.

Dear Sir,
This is to be informed you that we have a service center in B. Baria territory. In that territory we
have 2 technician & our tractor population increasing day by day. Our commitment is to
provide service within 6 hours & most of the cases we provide doorstep service. For that reason
sometimes we have to shut down the service center during office hour as there is shortage of
manpower. Sometimes it is observed that customer came to our service center & found it is
closed. To overcome this situation & provide customer support we need one technician for
service center who will always going to stay in that service center. In this regards, to provide
better customer through service center we may recruit a casual staff. Details casual staff
information given below,

Sl Joining Reporting Salar

Station Name Designation Duration
. Date To y BDT

July–
1 B. Baria Md. Sanaullah TSA (Trainee) 18/7/17 SE, Sylhet 8000
Dec’17

Expense of the mentioned staff will be as per TSA standard.

The total cost will be about (Salary- BDT 8000)+(Approx. TA/DA- BDT 4000) for 6 months = BDT
72,000.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. CV of Md. Sanaullah
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/09 Date: 11th July, 2017

Subject: Approval to conduct training program on “Tractor Installation”.

Dear Sir,
This is to be informed you that we ACI motors service team committed to provide best after
sales to our valued customers. One of the major part of tractor service is proper installation
which we provide within 7 days of tractor delivery. Proper installation will decrease product
failure & also give instruction of tractor operation to our customers/ drivers. This installation
process is carried out by our field engineers & technicians. It is necessary to train them so that
they can deliver proper massage to our customers. For that reason we want to organize training
program on “Tractor Installation” which will be conducted by Mr. Diptendu Barman Roy,
Manager (ITL). Details training schedule is given below,

Sl. No. Date Place

1. 12.07.2017 Comilla Showroom
2. 15.07.2017 Sylhet Showroom
3. 17.07.2017 Gazipur Showroom
4. 20.07.2017 Jessore Service Center
To conduct this programs successfully following cost involvement will require,

Particulars Total program quantity Expense per program Total Expenses

Snacks 4 500 2000
Lunch 4 4000 16000
Stationary 4 500 2000
Total Amount in BDT 20,000
So, kindly give approval to arrange training program within estimated budget of Tk. 20,000 in
four regions.
Submitted for kind perusal & approval.
Regards,

Md. Radowanul Islam

From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/10 Date: 19th July, 2017

Subject: Approval to procure Raincoat for service team.

Dear Sir,
This is to be informed you that we ACI motors service team has a unique identity in tractor
industry in terms of best after sales service. Our service team provides service in all conditions
either in sunny or rainy environment as our main motto is to provide service within 6 hours
from customer complaints. As rainy season running on we want to provide raincoat to our
service field force so that they can ensure their assigned responsibilities. This will also
encourage them to fulfill their tasks in any condition.

We want to provide raincoat which will cost us about BDT. 1500 per piece. This time our
requirement is for 130 service staffs. Our service team will procure this raincoat from their
respective regions within July month & submit the original bill with this month’s expense bill. To
procure raincoat total cost involvement require is (BDT 1500 X 130 nos.)= BDT. 1,95,000.

So, kindly give approval to procure raincoat for our service team within estimated budget of
BDT. 1,95,000.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/11 Date: 24th July, 2017

Subject: Approval for advance to procure shortage tools/ parts found during transit period.

Dear Sir,
This is to be informed you that recently under different consignment of tractors we found
shortage of spare parts/ tools in transit which is usually supplied to customers during delivery
time. Our warehouse engineer has made joint inspection with C&F agent and driver of tractor
containers. In presence of all of them they made transit claim report which is already submitted
to ITL for settlement. It may be mentioned that there is some previous claims of parts/ tools
which we supplied from stock tractors by replacement process but had not made any
procurement. Now we want to settle all these claims through local procurement. Details
shortage tools list enclosed here.

It needs to mention here that we already claimed these shortage items to ITL whose total
amount is BDT. 55,750. As these parts/ tools will be supplied from Jessore warehouse that’s
why we want to procure all these parts/ tools from Jessore. To procure these tools/ parts total
estimated cost involvement will be BDT. 35,000.

So, kindly give approval to procure parts/ tools for new tractor as it came from ITL in shortage
condition within estimated budget of BDT. 35,000 & issue an account payee cheque in favor of
Md. Ashraful Alam as advance amount.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. Shortage tools/ parts list
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/10 Date: 23rd July, 2017

Subject: Approval to procure Raincoat for service team.

Dear Sir,
This is to be informed you that we ACI motors service team has a unique identity in tractor
industry in terms of best after sales service. Our service team provides service in all conditions
either in sunny or rainy environment as our main motto is to provide service within 6 hours
from customer complaints. As rainy season running on we want to provide raincoat to our
service field force so that they can ensure their assigned responsibilities. This will also
encourage them to fulfill their tasks in any condition.

We want to provide raincoat which will cost us about BDT. 800 per piece. This time our
requirement is for 130 service staffs. Procurement process will be done commercial
department. To procure raincoat total cost involvement require is (BDT 800 X 130 nos.)= BDT.
1,04,000.

So, kindly give approval to procure raincoat for our service team within estimated budget of
BDT. 1,04,000. Please advise commercial department to initiate the process for work order in
favor of suitable vendor.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Dear Sir,
This is to inform you that, ACI Motors service team has been one of the most organized & mobilized
team..ACI Motors providing motorcycle for every staff which made our team faster and efficient. Already
our peak season has started. We have 48 staffs whose don’t have motor cycle. Now we are the sole
distributer of Yamaha Motor cycle in Bangladesh. To enhance our brand visibility we want to give
Yamaha motor cycle to our entire team member. Now we want to purchase 48 nos motor cycle to fill
existing requirements. Gradually we will take off all existing motor cycle from field force. Normally we
provide 100 CC Hero splendor motor cycles to our staff whose per unit purchase amount is BDT 134,990.
Our Yamaha Saluto 125 CC Drum Brake (COGS +VAT) price will be BDT 132, 304. We want to provide our
own brand Motor cycle which will enhance our brand visibility nas stability in market place.

Costing Comparison:

Sl No Motor Cycle Brand Unit Price(BDT) Units Total Amount(BDT)

1 Yamaha Saluto 125 CC Drum Brake 132, 304 48 6,350,592

Compare to Hero Splendor if we purchase Yamahat then we can save BDT 128,928 l.

Therefore please approve the proposal of providing 48 nos Yamaha Saluto 125 CC Motor cycle for listed
staff.

This is for your kind approval.

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/12 Date: 30th July, 2017

Subject: Approval for payment of Hotel expenditure incurred during Mr. Diptendu’s visit.

Dear Sir,

This is to be informed you that ITL has posted a service manager Mr. Dipendu for Bangladesh
Market. He frequently comes to Bangladesh for field visit & attend critical customers for better
service support. Recently he came to Bangladesh on 10th July, 2017. He conducted training on
“Tractor Installation” in 4 regions & also visited few complaint customers. As per SOP during his
visit, we ACI Motors bear accommodation, food & transportation expenses. Mr. Diptendu
stayed in Dhaka, Bangladesh from 17th July to 19th July. Total Expenditure during his visit in
Dhaka is Tk. 10,226.

So, kindly approve total expenses of Tk. 10,226 for Mr. Diptendu’s visit and issue a cheque in
favor of Rosewood Residence.

Submitted for your kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:

1. Mail Conversation
2. Hotel Bill
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/13 Date: 31th July, 2017

Subject: Approval to conduct training program on “Tractor Installation”.

Dear Sir,
This is to be informed you that we ACI motors service team committed to provide best after
sales to our valued customers. One of the major part of tractor service is proper installation
which we provide within 7 days of tractor delivery. Proper installation will decrease product
failure & also give instruction of tractor operation to our customers/ drivers. This month we
already conducted 3 training session. Now in august we want to organize 3 training program at
north part which will be conducted by Mr. Diptendu Barman Roy, Manager (ITL). Details
training schedule is given below,

Sl. No. Date Place Total Participant

1. 03.08.2017 Bogra Showroom 20
2. 06.08.2017 Rangpur Showroom 15
3. 07.08.2017 Dinajpur Showroom 17
To conduct this programs successfully following cost involvement will require,

Particulars Total program quantity Expense per program Total Expenses

Snacks 3 500 2000
Lunch 3 4000 16000
Stationary 3 500 2000
Total Amount in BDT 15,000
To complete this program successfully we want to give budget of Tk. 5,000 per program.
Service engineers will submit this program expense with their monthly expenses.
So, kindly give approval to arrange training program within estimated budget of Tk. 15,000 in
three regions.
Submitted for kind perusal & approval.
Regards,

Md. Radowanul Islam

From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/14 Date: 31th July, 2017

Subject: Approval of Motorcycle for service team.

Dear Sir,
This is to inform you that, ACI Motors service team has been one of the most organized & mobilized
team. To provide quick after sales support to our respective customers ACI Motors providing motorcycle
for every staff. Now in our service team 35 staffs does not have any motorcycle & 14 staffs are using
Dayang motorcycle whose condition is not good. Other than that we need 4 motorcycles for OSS &
logistic team. As now we are the sole distributer of Yamaha Motor cycle in Bangladesh. To enhance our
brand visibility we want to give Yamaha motor cycle to our staffs. For this reason we want to procure 52
nos. motorcycle to fill existing requirements.
Now in our stock there is 24 motorcycles (22 Dayang) & 14 Dayang motorcycle used by our staffs whose
condition is not suitable for use. That’s why we want to sell these bikes through administration
department.
Sl. No. Particulars Unit price Quantity Total Amount
1 Approximate resale value of Dayang 40,000 36 14,40,000
Total Cost 14,40,000
To procure Yamaha motorcycle total cost involvement will be,

Sl. No. Particulars Unit price Quantity Total Amount

1 Yamaha Saluto (125 CC) Drum Brake 128784 53 68,25,552
2 Registration Cost 14000 53 7,42,000
Total Cost 75,67,552
Therefore please approve the proposal of providing 53 nos. Yamaha Saluto 125 CC Motor cycle for listed
staff within estimated budget of BDT 75,67,552.
Submitted for your kind perusal & approval.
Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/15 Date: 11th August, 2017

Subject: Approval to make T-shirt for participants of ITL training Program.

Dear Sir,

This is to be informed you that ACI Motors service team will attend ITL training program in India
which will start on 21st August, 2017. We have completed all the proceedings of India visit. This
year 23 persons from ACI motors service team got visa. Our team will start for ITL training
center which is situated in Hoshiarpur, India on 18 th August, 2017. As our team is going to
represent the company in ITL training center that’s why we want to give uniform which will
illustrate our corporate image outside the country.

We will give them 2 pieces of T-shirt per person. Our requirement for this training program is
50 pieces which we are going to make within budget of BDT. 300 per piece through commercial
department. For 50 pieces of T-shirt total cost involvement will be (BDT. 300 X 50 pcs) = BDT.
15,000.

So, kindly give approval to make 50 pcs T-shirt within estimated budget of BDT. 15,000 & advice
commercial department to initiate the process for work order in favor of suitable vendor.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To
General Manager (S&PD)
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/16 Date: 16th August, 2017

Subject: Settlement of family support amount given to Mr. Abdullah’s (Ex- Sr. TSA) family
member.

Dear Sir,

This is to be informed you that as per approval ref. GMM/17/24 we have given cheque of total
amount BDT. 6,00,000 to family member of Mr. Abdullah against family support. At the
presence of our honorable GM (S& PD) sir we have given cheques to Mr. Abdullah father &
wife. Cheque received copy is attached herewith.

Name Cheque No Amount in BDT

ZAZ MIAH CA 1442327 240,000
AYESHA BEGUM SHANTA CA 1442326 360,000

So, kindly give permission settle the distributed amount.

This is for your kind perusal & approval

Regards,

Md. Radowanul Islam

Enclosed:
1. Receiving copy
2. Approval copy
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors

Your Ref. Our Ref. Sr. SCE/17/19 Date: 17th October, 2017

Subject: Advance amount adjustment against ITL training.

Dear Sir,
This is to be informed you that we have successfully completed ITL training. Total 23 service staffs
attended this training program. We started for Hoshiarpur, Panjab from Benapole on 18 th August &
returned back to Dhaka on 29 th August, 2017. During our visit we bought train ticket from India
(Phagwara- Delhi) whose approval was not taken previously because we thought it will be borne by ITL.
Due to unrest in India train was cancelled & Indian railway return back the amount by deducting service
charge. As per verbal permission of GM sir, we also reserved two microbus for training participants to
travel from Jessore to Benapole. Total expense incurred during this training program as below,
Particulars Total incurred expense
Visa application processing charge 9900
Visa Token fee (24 nos.) 14400
Microbus fare for training participants (Jessore – Benapole) 6000
Travelling Tax (23*600 tk.) 13800
Immigration charge at Benapole office (23*50 tk.) 1150
Bus fare (Petrapole to Shialdah)- (6400 RS.)- (1Tk.=0.788 Rs.) 8122
Agent Charge 2000
Service charge against train ticket 2393
Total Amount 57765
Total advance amount taken BDT. 70,500 and actual expenditure is BDT. 57,765. Rest amount BDT.
12735 is deposited to company account. So approval may kindly be accorded for amount of Tk. 57,765
as actual expenditure & settle the advance amount taken for conducting ITL training.
Submitted for kind perusal & approval.
Regards,

Md. Radowanul Islam

Enclosed:
1. Bills
2. Approval copy

Fom ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/16 Date: 16th September, 2017

Subject: Approval for Gift procurement.

Dear Sir,

Please be informed that every year we provide gift to our corporate clients during Durga puja.
This year we want to provide gift to our ITL service manager & Exim International who is the
Indian dealer of Maschio rotavator. Details cost involvement for procurement of this gift as
below,
Particular Quantity Estimated Budget in BDT
ITL Service Manager 1 4000
Exim International 2 6000
Total 3 10,000

So, kindly give approval to procure gift within estimated budget of BDT. 10,000 for this above
mentioned persons.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To
General Manager (S&PD)
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/20 Date: 02th October, 2017

Subject: Approval for gift procurement bill settlement

Dear Sir,
This is to be informed you that we have bought gifts for Mr. Diptendu & Exim International &
already given to them as a gift for the occasion of Puja. Estimated approval was 10,000 for 3
nos. gift but the actual expenditure is 8,855. Original bill is attached herewith.

So approval may kindly be accorded for amount of Tk. 8,855 as actual expenditure for procuring
gift & kindly issue an account pay cheque in favor of undersigned.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. Bill
2. Approval Copy

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To
General Manager (S&PD)
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/21 Date: 02th October, 2017

Subject: Approval for Service Campaign best performer’s Team Picnic Allowance.
Dear Sir,
This is to be informed you that we have successfully completed Sonalika Day Barshik Service & Moto
Binimoy at 61 territories throughout this September month. It was a huge experience for our team &
with our hard effort we have completed this campaign. From decoration to gift distribution we have
given some instruction from head office. As per instruction they have arranged all the items & provided
service to our customers. We want to give picnic allowance for best 6 teams. Respective sales, recovery
& service team will get the picnic. Territory wise we measured activities of the service campaign.
Measurement criteria & dinner allowance mentioned as below,

Measurement Criteria Weight Bench Mark

Tractor Service 20
Spare parts sales 20 Tractor Service= 36
Tractor Booking 10 Spare Parts Sales= 84000
Co-ordination 10 Tractor Booking= 9
Arrangement 20 Maximum Achievement Criteria= 150%
Decoration 20

Amount in BDT Cheque in favor of

Grading Territory
Name Staff id Designation
st
1 Setabgonj 30,000 Md. Mahfuzur Rahman 9153 TI
2nd Kurigram 25,000 Md. Zohurul Hoque 9369 TM
rd
3 Sylhet-1 20,000 Shoce Nandan Basak 10797 TM
4th Naogaon-2 15,000 Md. Mehedi Hasan 11064 TI
th
5 Jamalpur 15,000 Nur Mohammad Amanulla 13375 TI
6th Jessore 15,000 Pijush Kumar Roy 7252 TI
Total 1,20,000
So, kindly give approval to provide team dinner Picnic for best 6 teams within budget of Tk. 120,000.
Submitted for kind perusal & approval.
Regards,

Md. Radowanul Islam

Enclosed: 1. Rating of campaign, 2. Report of Campaign.
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka
To
General Manager (S&PD)
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/22 Date: 15th October, 2017

Subject: Pocket money adjustment of ITL training

Dear Sir,
This is to be informed you that we have taken approval of BDT. 154710 as a pocket money for ITL
training participant. Including me total 23 participants attended ITL training. As per approval we have
distributed the same to the participant. Acknowledgement copy attached herewith. Details as below,

Advance amount Distribute amount

154,710 BDT 154,710 BDT

So, kindly give permission to settle the distributed amount.

Regards,

Md. Radowanul Islam

Enclosed:
1. Acknowledgement copy (22 participants).

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To
General Manager (S&PD)
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/23 Date: 18th October, 2017

Subject: Regarding payment of due Expense bill.

Dear Sir,
This is to be informed you that one of staffs Md. Sohel Khan, staff id: C27168 working in Faridpur, Vanga
territory. At the end of July month he submitted expense bill of amount BDT. 13655. But while
processing we have made one mistake instead of 13655 we wrote 3655 in top page of expense bill. Staff
details as below,

Expense Disburse amount Due amount in

Staff Name Staff id Territory
amount in BDT in BDT BDT
Md. Sohel Khan C27168 Faridpur 13655 3655 10,000

So, kindly need your approval to disburse the due amount to Md. Sohel Khan & issue an account payee
cheque in favor of him.

Regards,

Md. Radowanul Islam

Enclosed:
1. Expense bill copy.

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To
General Manager (S&PD)
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/23 Date: 18th October, 2017

Subject: Regarding payment of deducted amount & electricity bill for B.Baria Service Center.

Dear Sir,
This is to be informed you that we have one service center at B. Baria territory. Through this service
center we provide after sales service support to our respective customers. We make an agreement with
the landowner in which it is mentioned that ACI Motors will pay BDT 5000 per month. ACI Motors has
given BDT 150000 as an advance amount. In that agreement it is also mentioned that BDT. 2000 will be
adjusted from advance amount & rest BDT. 3000 will be given as monthly rent. Main problem is every
month from finance BDT 250 is deducted from his rent as Tax amount. From the beginning landowner
demanding this deducted amount. Now he is very angry & he has given an application. As a business
partner we want to give the deducted the amount to satisfy him.
Another issue is pending from the first month of agreement. We did not give any electricity bill. Last
month the land owner given us that bill copy. From this bill we calculate the amount for service center.
Details bill as below,

Particulars Total amount in BDT

Deducted Rent amount (250*21 months) 5,250
Electricity bill 8,088
Total Amount 13,338

So, kindly give approval to pay the due amount BDT 13,338 & issue an account payee cheque in favor of
landowner. Please advise finance department to pay full rent amount without deducting tax amount.
This amount will be borne by business.
This is for your kind approval & perusal.

Regards,

Md. Radowanul Islam

Enclosed:
1. Application copy.
2. Electricity bill.
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors

Your Ref. Our Ref. Sr. SCE/17/19 Date: 17th October, 2017

Subject: Approval to conduct Demonstration program with Sonalika All-rounder 55 model tractor..

Dear Sir,

This is to inform you that recently we have launched Sonalika All-rounder 55 tractor in Bangladesh
market. This is new addition in this HP range tractor. To observe the overall performance of this tractor
we want to arrange one internal demonstration program at Jessore territory. Jessore is one biggest
market for this Hp range tractor that’s why we selected this place. It needs mention that this demo
program will be conducted by Mr. Diptendu Barman Roy, Service Manager- ITL & from head office Sr.
Service Co-ordination executive will be present over there. In this demo program we will observe the
performance in Wet & Dry land. We also make competitive trail with New Holland TT 55 model tractor
to see the difference in performance. It will help us to increase confidence level of our Marketing team,
service team about this new product. To conduct this program total involvement will be as below,

Tractor Hiring Cost

Item Fuel Others In Total
(NH- TT55)
BDT 4000 2000 500 6500

Total approximate cost will be BDT 6,500.

Probable date of Demonstration program: 22.10.2017
Place: Jessore.
Therefore, kindly give approval to conduct demonstration program within estimated budget BDT 6500 &
issue an account payee cheque in favor of undersigned.

This is for your kind approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/24 Date: 26th October, 2017

Subject: Approval for payment of Hotel expenditure incurred during Mr. Diptendu’s visit.

Dear Sir,

This is to be informed you that ITL has posted a service manager named Mr. Dipendu for
Bangladesh Market who frequently comes here to attend critical customers for better service
support. As per SOP during his visit, we ACI Motors bear accommodation, food & transportation
expenses. Mr. Diptendu stayed in Dhaka, Bangladesh from 13th to 16 th September & 18th to 20th
September. Total Expenditure during his visit in Dhaka is Tk. 26,732.

So, kindly approve total expenses of Tk. 26,732 for Mr. Diptendu’s visit and issue a cheque in
favor of Rosewood Residence.

Submitted for your kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:

1. Hotel Bill
2. SOP

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/25 Date: 02th November, 2017

Subject: Approval for payment of Hotel expenditure incurred during Mr. Diptendu’s visit.

Dear Sir,

This is to be informed you that ITL has posted a service manager named Mr. Dipendu for
Bangladesh Market who frequently comes here to attend critical customers for better service
support. As per SOP during his visit, we ACI Motors bear accommodation, food & transportation
expenses. Mr. Diptendu stayed in Dhaka, Bangladesh from 13th to 16 th October & 21th to 22th
October. Total Expenditure during his visit in Dhaka is Tk. 20,616.

So, kindly approve total expenses of Tk. 20,616 for Mr. Diptendu’s visit and issue a cheque in
favor of Rosewood Residence.

Submitted for your kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:

1. Hotel Bill
2. SOP

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/26 Date: 01th November, 2017

Subject: Approval to procure Jacket for service team.

Dear Sir,
This is to be informed you that we ACI motors service team has a commitment of after sales
service within 6 hours to our respective customers. As winter season is coming & next three
months will be peak season for tractor & new machineries product that’s why to ensure
uninterrupted service support we want to provide Jacket for our service team. It will encourage
them to fulfill their tasks during this period.

This time our requirement of winter jacket is for 160 service staffs within estimated budget of
BDT. 1500 per piece. Procurement process will be done by commercial department & to
procure jacket estimated total cost involvement will be (BDT 1500 X 160 nos.)= BDT. 2,40,000.

So, kindly give approval to procure Jacket for our service team within estimated budget of BDT.
2,40,000. Please advise commercial department to initiate the process for work order in favor
of suitable vendor.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors

Your Ref. Our Ref. Sr. SCE/17/27 Date: 01st November, 2017

Subject: Approval for bill settlement of Demonstration program.

Dear Sir,

We have successfully completed demonstration program with our newly launched tractor. In this
demonstration program we have also used New Holland TT 55 model tractor as a competitor model
tractor. In this demonstration program we inspected fuel consumption, quality of cultivation & time
required for cultivation/ Trailer application. This program conducted with the presence of Mr. Diptendu-
ITL. From this demonstration we observed that our tractor can compete with existing competitor
tractor. To conduct this demonstration total cost involvement is given below,

Particulars Total incurred expense (BDT.)

Fuel 1751
Hiring cost New Holland TT 55 3000
Trailer Hiring cost for road test 1500
Others 200
Total Amount 6,451

Estimated approval was Tk. 6,500 and actual expenditure is Tk. 6,451. So approval may kindly
be accorded for amount of Tk. 6,451 as actual expenditure to conduct demonstration program
& kindly issue an account pay cheque in favor of undersigned.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors

Your Ref. Our Ref. Sr. SCE/17/30 Date: 07th October, 2017

Subject: Approval to procure shortage tools/ parts for new tractor.

Dear Sir,
This is to be informed you that we received complaint from comilla showroom on farmer kit
box shortage. During hand over-takeover from ex- employee, comilla showroom in-charge did
not received 4 farmer kit box & few of the tools become rusty. As this kit box contains some
basic tools & filter items that’s why without this we cannot make delivery of tractor. Previously
we have given this kit box from another tractor for quick support. Now the stock is nil that’s
why we want to procure this shortage items. It may be mention that some shortage tools/ parts
need to procure from local market & filter items needs to supply from spare parts stock. Details
shortage tools list enclosed here.

Total estimated cost involvement to procure these tools/ parts will be BDT. 21,020. Out of BDT
21,020, some tools/ parts needs to procure from local market whose total cost is BDT. 7500 &
rest amount i.e. BDT. 13520 spare parts will be taken from spare parts department. The local
market procurement will be done through commercial department.

So, kindly give approval to procure parts/ tools for new tractor as it is shortage from long time
within estimated budget of BDT. 21,020. Please advice commercial department to initiate the
process for work order infavor of suitable vendor for local parts procurement & rest amount
spare parts will be taken from stock through sample invoice.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. Shortage tools/ parts list
From ACI Motors Limited
Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
Director Sales DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/29 Date: 05th November, 2017

Subject: Approval to procure Jacket for Sales & Recovery team.

Dear Sir,
This is to be inform you that ACI motors has to achieve a huge target in this year. Our sales &
recovery team will give their best effort in this last quarter to meet with this target. As winter
season is coming & next three months will be peak season for tractor & new machineries
product that’s why to get proper output from our staffs, we want to provide winter Jacket. It
will motivate them to fulfill their tasks during this period.

We want to procure winter jacket for our sales & recovery team within estimated budget of
BDT. 1500 per piece. This time our requirement is 220 pieces winter jacket & procurement
process will be done by commercial department within estimated total budget of (BDT 1500 X
220 nos.)= BDT. 3,30,000.

So, kindly give approval to procure Jacket for our sales & recovery team within estimated
budget of BDT. 3,30,000. Please advise commercial department to initiate the process for work
order in favor of suitable vendor.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/31 Date: 08th November, 2017

Subject: Approval for re-issue of cheque infavor of Mr. Abdullah’s father.

Dear Sir,

This is to be informed you that we have received one account payee cheque of Md. Abdullah
against KPI incentive cheque. The incentive amount is BDT. 8,160. But we are sorry to inform
you that Mr. Abdullah, Sr. TSA, Staff id: C14631 has passed away on 23 rd June, 2017 during road
accident. As he is one of loyal staff & gave best service support during his job life with ACI
Motors, that’s why we want to give this cheque to his father. It needs to mention here that
previously we have given cheque to Mr. Abdullah’s father from ACI Limited as family support.
Therefore, kindly change the cheque name as below,

Cheque Name Cheque No Amount in BDT New Cheque Name

Md. Abdullah 2731107 8,160 Zaz Miah

So, kindly advice finance department to change the name of cheque & issue this cheque
amount BDT. 8,160 infavor of Zaz Miah (Mr. Abdullah’s father).

This is for your kind perusal & approval

Regards,

Md. Radowanul Islam

Enclosed:
1. Cheque no- 2731107

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/32 Date: 04th November, 2017

Subject: Approval to arrange lunch for invited staffs in Sonalika tractors 10 year’s celebration
program.

Dear Sir,

This is to be informed you that ACI Motors will going to celebrate their 10 years anniversary
with Sonalika tractor on 06 th November,2017. In this celebration program we have invited our
old technicians as well as engineers from field. This program will start at 11 am in ACI center. As
they are one of loyal & oldest staffs that’s why we want to organize lunch for them in head
office. From head office Sr. Service co-ordination executives & Assistant Manager, Spares will
also attend. The total estimated cost required to arrange lunch will be given as below,

Total invited staffs Estimated Expense in BDT.

20 8000

Kindly give approval so that we can arrange lunch within estimated budget of BDT.8000 for invited
staffs.

This is for your kind approval & perusal.

Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/33 Date: 12th November, 2017

Subject: Approval for service team’s lunch bill settlement.

Dear Sir,

This is to be informed you that we have successfully completed Sonalika Tractor’s 10 years
celebration with our field staffs. We have arranged lunch for invited staffs in Head office. From
field 9 service staffs were present in Head office for lunch. Total incurred expense to arrange
lunch is given below,

Total attended staffs Incurred Expense in BDT.

12 5920

Estimated approval was Tk. 8,000 and actual expenditure is Tk. 5,920. So approval may kindly
be accorded for amount of Tk. 5,920 as actual expenditure to arrange lunch for service staffs.
Please issue an account payee cheque in favor of undersigned.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. Attendance list
2. Original Voucher
3. Approval Copy

From ACI Motors ltd.

Sr. Service Coordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) DED, Motors

Your Ref: Our Ref: Sr. SCE/17/35 Date: 16.11.2017

Subject: Approval for Warranty adjustment by JVR.

Dear Sir,

This is to be inform you that ACI Motors provides warranty support to our customers as per policy. This
warranty parts claimed to ITL for reimbursement. Sometimes we provide goodwill warranty as per
industry practice. Sometimes we claim these parts in other customers file to ITL for warranty
adjustment. It needs to mention that sometimes parts may not to be available in our stock. At that time
we suggest customer to purchase from local market.
If failure occurred at early hour & satisfies warranty policy then we suggest customers to submit the bill
at Head office. Recently two of our customers faced problem at early hour. As failure occurred at early
hour & due to unavailability of parts, customers purchased it from local market that’s why we want to
adjust the amount from his file amount which will be treated as JVR adjustment. Customers list for
warranty adjustment as below,

Adjust Amount
Code Name Warranty No Remarks
BDT.
Warranty claimed to ITL in
F01305 Md. Manik 2000036-9476B5-2017-25 8100
another code
There is no warranty policy
F01556 Md. Obaidul 5500
for Maschio rotavator parts
Total BDT. Thirteen thousand Six hundred only 13,600

Therefore, please approve the proposal of warranty adjustment.

This is for your kind approval.

Thanks and Best Regards.

Md. Radowanul Islam

From ACI Motors ltd.

Sr. Service Coordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) DED, Motors

Your Ref: Our Ref: Sr. SCE/17/35 Date: 16.11.2017

Subject: Approval for Warranty adjustment by JVR.

Dear Sir,
This is to be inform you that ACI Motors provides warranty support to our customers as per policy. This
warranty parts claimed to ITL for reimbursement. Sometimes we provide goodwill warranty as per
industry practice. Recently we have given warranty support to two customers. Details as below,
1. Customer Code: F01305 – This customer faced early hour problem for battery. We suggested
customer to purchase this battery from local market & submit bill to our head office. We already
claimed this battery purchase amount to ITL for reimbursement in another customer code.
2. Customer Code: F01556- This customer also faced rotavator problem in early tractor hour. As
we are not the sole distributor of Maschio rotavator that’s why there is no agreement for
warranty with Maschio principal. Therefore we suggested him to purchase this parts from local
market.
As both the customers borne the parts amount during warranty period that’s why we want to adjust the
amount from his file which will be treated as JVR adjustment. Customers list for warranty adjustment as
below,
Adjust Amount
Code Name Warranty No Remarks
BDT.
Warranty claimed to ITL in
F01305 Md. Manik 2000036-9476B5-2017-25 8100
another code
There is no warranty policy
F01556 Md. Obaidul 5500
for Maschio rotavator parts
Total BDT. Thirteen thousand Six hundred only 13,600

Therefore, please approve the proposal of warranty adjustment.

This is for your kind approval.

Thanks and Best Regards.

Md. Radowanul Islam

Enclosed:
1. Claim Copy & bill
From ACI Motors ltd.
Sr. Service Coordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) DED, Motors

Your Ref: Our Ref: Sr. SCE/17/36 Date: 26.11.2017

Subject: Approval to conduct Motorcycle handover program for ACI Motors service team.

Dear Sir,
This is to be inform you that ACI Motors provides motorcycles to their staffs for quick after sales
support. In our service team 55 persons does not have any motorcycles that’s why we have taken
approval for procurement. Against this approval we have already procure motorcycles & registration
process will be completed within short time. As season period is running that’s why we want to
handover motorcycles on 3rd December, 2017 at ACI Center. On this day we will invite our 55 staffs from
field where we will complete agreement for motorcycles. To complete this program successfully total
approximate cost will be,
Total Estimated Amount/
Sl. Particulars Total Expense in BDT
Persons Person
Lunch 65 550 35,750
1.
Snacks (2) 65 150 9,750
Total Amount 700 45,500

Therefore kindly give approval so that we can arrange the motorcycle handover program within
estimated budget of BDT. 45,500 & advice finance department to issue an account payee cheque as
advance amount in favor of undersigned.

This is for your kind approval & perusal.

Regards.

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/37 Date: 26th November, 2017

Subject: Approval to make History file.

Dear Sir,
This is to be informed you that we ACI motors service team giving our best effort to satisfy our
respective customers by providing good quality service. We use job card after completion of
service work. This job card is given to our customers & one carbon copy also kept in our
regional office. To store service history we use history file. For individual customer we have
individual history file from where we can observe history of tractor service. Stock of the history
file is almost nil. Now we want to procure the file through commercial department. The
required quantity and estimated cost involvement is given below,

Particulars Quantity Estimated price per Total estimated price

unit
History file 1500 17.50 26250
Total Amount 26,250

So please approve the estimated amount of BDT 26,250 to make the history file. Please advise
commercial department to initiate the process for work order in favor of suitable vendor.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) DED, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/38 Date: 3rd December, 2017

Subject: Approval to procure dial gauge for service team.

Dear Sir,
This is to inform you that, ACI Motors service team has been one of the most organized & mobilized
team. Our focus is to provide best quality service to our customers. We provide tools to our technicians
so that they can able to solve any kind of problem. To check run out limit of wheel rim we do not have
any special tools in our end. That’s why to solve this kind of complaints we want to procure 15 pcs dial
gauge. This procurement process will be done through commercial department. Estimated cost
involvement to procure this dial gauge given as below,

Particulars Quantity Estimated price per Total estimated price

unit
Dial gauge 15 3500 52500
Total Amount 52500

So please approve the estimated amount of BDT 52,500 to procure dial gauge. Please advise
commercial department to initiate the process for work order in favor of suitable vendor.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

From ACI Motors ltd.

Sr. Service Coordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) DED, Motors

Your Ref: Our Ref: Sr. SCE/17/39 Date: 03.12.2017

Subject: Approval to repair new DI 50 RX model tractor.

Dear Sir,
Please be informed that we have one DI50 RX model tractor in our Shingair, Manikgonj dealer
point which we could not able to sale due to tyre problem. Basically while we received that
tractor from India, we did not observed the cut mark on the rear tyre. Our sales team tried hard
to sale this tractor but due to this issue failed. Now to solve this problem we want to purchase
rear tyre at exchange rate. Our jessore warehouse engineer talked about this tyre with different
vendor & finally got lowest exchange rate from one vendor (Quotation attached). There is also
some spare parts required to make this tractor roadworthy. It needs to mention that some shortage
parts need to procure from local market which is not supplied by ITL & some parts needs to
supply from spare parts stock. Details parts list & tractor information enclosed here.

So, to make this tractor roadworthy total estimated cost involvement will be BDT. 33,150. Out
of BDT 33,150, some tools/ parts needs to procure from local market whose total cost is BDT.
28750 & rest amount i.e. BDT. 4400 spare parts will be taken from spare parts department. This
local market procurement will be done by warehouse engineer Mr. Asraful Alam.

So, kindly give approval to procure parts for new tractor as we could not able to deliver this
tractor from long time within estimated budget of BDT. 33,150. Please advise finance department
to issue an account payee cheque as advance amount in favor of Mr. Asraful Alam for local parts
procurement & rest amount spare parts will be taken from stock through sample invoice.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. Shortage tools/ parts list
2. Mail communication & quotation for tyre procurement
From ACI Motors ltd.
Sr. Service Coordination Executive, Motors Dhaka

To Copy to
General Manager (S&PD) DED, Motors

Your Ref: Our Ref: Sr. SCE/17/40 Date: 03.12.2017

Subject: Approval to repair stock Fuel injection pump.

Dear Sir,
Please be informed that we have 11 nos. floating FIP in our stock. Basically we use this FIP to
support our complaint customer with prior approval. Out of 11 nos. FIP, 4 nos. FIP is returned
from customer which needs some repair work. As manufacturer of FIP is BOSCH that’s why we
want to repair this FIP from BOSCH authorized service center (Abedin Equipment Limited). After
completion of repair work we will store it in our Gazipur spare parts stock & we also can use
these FIP for customer support. So, to repair these FIP from Abedin equipment limited total
estimated cost will be (BDT. 16000*4) = BDT. 64,000.

Therefore, please approve the repair cost of amount BDT 64000 and issue an account payee
cheque in favor of undersigned.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:

1. List of FIP stock.

From ACI Motors Limited

Sr. Service Co-ordination Executive, Motors Dhaka
To Copy to
General Manager (S&PD) CBO, Motors
ACI Motors

Your Ref. Our Ref. Sr. SCE/17/41 Date: 10th December, 2017

Subject: Approval for service team motorcycle handover program bill settlement

Dear Sir,
This is to be informed you that we have successfully completed motorcycle handover program
to our service team. This program was held on 05 th December, 2017. To complete this program
successfully following expenses incurred,

Particulars Total incurred expense

Lunch 29900
Snacks 10458
Total Amount 40,358

Estimated approval was Tk. 45,500 and actual expenditure is Tk. 40,358. Rest amount BDT.
5142 already deposited to company account which is also attached herewith. So approval may
kindly be accorded for amount of Tk. 40,358 as actual expenditure for conducting this program.

Submitted for kind perusal & approval.

Regards,

Md. Radowanul Islam

Enclosed:
1. Participant list
2. Original Voucher
3. Approval copy