Dear HR Manager,

Informing about the Director’s Visit

I am pleased to inform you that the Director, Mr. John Kennedy, will be visiting our company on
Tuesday, August 15th, 2023, and will be staying for one week. As mentioned by Mr. Kennedy, he
will be visiting to observe and evaluate the current operations of our company. Therefore, we are
required to make the necessary arrangements to welcome him. Additionally, we are required to
organize all necessary logistics. Furthermore, we are required to construct a plan for him to follow
during his first week of stay.

As discussed with my immediate manager Ms. Natalie Farooq, it would be great if five
representatives from each division of our company could go to the airport to welcome Mr. John
as it will give a positive impression on the unity of the company. Followed by that, we could
arrange lunch at a renowned restaurant as I believe it would provide the opportunity for Mr. John
to start a casual discussion with the employees of the company and get to know each other better.

The organization of the operations should be done in a tactful manner. The divisional managers
should be able to provide a detailed report about the operations of each division along with the
names of the employees responsible for each task. Further, a section on the current challenges
that are faced by the division and the solutions that have been taken to overcome the mentioned
challenges should be included in the report. Additionally, it would be much appreciated if
anticipated problems and solutions could also be mentioned in the report. Thus, I believe this
detailed report would present a clear idea for the director to comprehend the operational
activities and the planning.

To mention, several key activities should be planned for the first week of his stay. The first day
should have a managers’ meeting with the divisional managers to discuss the reports. The second
and the third day should be allocated for him to have a field visit to check whether for the possible
areas which we could improve. The fourth and the fifth day will be allocated for the employees
of the staff to talk about incentive schemes and to raise their concerns with the director. The sixth
day will be allocated for him to address the gathering with the information that he collected from
the staff. The final day will be allocated for a get together at a hotel.
Thus, I believe this plan would be beneficial for the development of the company. I would really
appreciate it if you could make the necessary arrangements for the above-mentioned strategies.
If there are any concerns or if you wish to make any changes, please let me know.

Best Regards.
(Name)
(Designation).