Letter What does it Stand for? Explain it for the case study.

P Purpose The purpose of my message to staff is to inform them

of the new photocopier policy and to ensure that they
follow the new policy. A secondary purpose is to
maintain the relationship with your colleagues.

A Audience The audience intended for my message is for all staff

in all departments.

I Information The information in this message is that it has been

an ongoing issue that staff have been using the
photocopier for personal business. A code will be
given out for all employees to use to be able to use
the photocopier.

B Benefits The benefit of this new policy is to accurately track

project costs. As well as to cut down on employees
using the photocopier for personal business. The
addition of this policy will reduce budget cuts in other
areas.

O Objections The objections is that some may object as they hope

to continue to use the photocopier for personal use.

C Context With the context of this memo and the new policy
some may not be open to these changes.
TO: All Staff

FROM: Alysha Goddard, Department Manager

DATE: February 4, 2022

SUBJECT: New Photocopier Policy

This message is to inform every one of the new policy we are implementing for our photocopier.
From now on every employee and project will be given a code to use for the photocopier. Before
anyone may use the photocopier, you will have to enter your code and the project code to use it.

As many of you know it has been an ongoing issue that staff has been using the photocopier for
personal business. This has put a strain on the budget and unfortunately resulted in budget cuts
in other areas. We hope by implementing this policy it will eliminate the photocopier use for
personal business and will help us accurately track project costs to save money to use in other
areas.

I know this isn’t an easy transition, but we hope with the addition of this new policy that
everyone will follow and adhere to the new photocopy policy.

If you have any questions or concerns, please feel free to contact me at

alysha.godddard@dcmail.ca.

Thank you

ag