Dear All, Request you to kindly help me with the below matter. I want to let them know to all the employees that whosoever is requesting for designs for Graphics team, they should have given them at least 2-3 working days to make the designs ready. Any urgent request will not be entertain. Looking forward to seeing you soon.
From India, Bengaluru
Dear Meenakshi,
For the time being, let me compare your requirement with the indents received by the Purchase Department from all other departments in the manufacturing companies.
It is impossible for the purchasing department to keep each and every item in their store. Therefore, to provide the service to the user departments in an organised manner, they prepare "Lead Time Chart". This chart is revised every year and they make an exhaustive list of the items enumerating how much it would take to fulfil their requirement. Depending on the type of material, mode of the freight, how far the supplier is located etc., they decide the time limit for each item. The purchasing department is expected to clear the indents as per the time limits mentioned in the "Lead Time Chart".
Now coming to your case. In your case, you need to prepare the "Lead Time Chart" for the various types of designs, get it approved by the competent authority and circulate it to the user departments. Secondly, you need to prepare "Design Requisition Form" or "Indent for the Designs". The format of either of the two has to be circulated to the user department. This will bring the process clarity to one and all, whichever department the employee is working that does not matter.
Thanks,
Dinesh Divekar

From India, Bangalore
Dear Mr. Dinesh,
Thank you for writing and give me a good suggestion to put across in my organisation, however I need 3-4 lines circular so that I can circulate the same via email.
Looking forward to hearing from you.
Regards,
Meenakshi Chauhan

From India, Bengaluru
Dear Meenakshi,
Before circulating a circular, I recommend you doing preparatory work. In the circular, it is better to mention the entire flow i.e. what to do, when to do, how to do, who will do and what is the time limit assigned for each activity. An issue of a circular sans this groundwork could create confusion in the minds of the recipients. Are we not expected to avoid it?
Lastly, we the members of this forum are outsiders and we do not know the internal dynamics of your company. Therefore, I recommend you prepare the draft of the circular on your own and circulate it. Some seniors like me will correct it.
Thanks,
Dinesh Divekar

From India, Bangalore

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