How Can We Encourage Employees to Cut Down on A4 Paper Usage for Cost and Environment?

Dear all,

The A4 size paper has increased at our organization (almost triple compared with last year). I have been asked to send a communication to all our employees to bring down the usage of A4 size paper as much as possible.

I seek help in drafting a message indicating the necessity of controlling the usage of A4 paper to reduce expenses and the environmental impact of excessive paper use.

Thanks in advance.

Truly yours,
Anil

Sending a circular is a standard practice that employees may ignore. These exhortations may not work. Apart from sending a circular to the employees, you can check with the stores to find out which department uses the maximum number of A4 sheets. If the consumption has increased at the photocopier, then you may check which department is taking the maximum number of photocopies.

Alternatively, you may issue a card to each HOD that, when inserted, allows for photocopies. With the introduction of the card, paper consumption will come down drastically. Be assured of that.

Thanks,

Dinesh Divekar

Dear Mr. Dinesh Divakar,

Thank you very much for the kind advice. However, my management still insists on sending a good message to all employees intimating the necessity to save papers. All the advice you provided will be implemented in the second phase.

I would be highly grateful to you if you could send me an appropriate draft in this regard.

Thanking you in advance.

Yours truly,
Anil

Dear Anil,

Ok. If you insist on issuing the circular, then I have one more suggestion. What you need is correction of the draft and not the model draft itself. Therefore, I recommend writing it on your own and uploading the draft here. Some seniors like me will correct it. Asking for a ready-made draft would amount to spoon-feeding, which will not be conducive to your professional growth. This is what I have recommended earlier to other members who have asked for the draft.

Thanks,

Dinesh Divekar

As per your kind advice, I have drafted a letter based on my limited knowledge and request you to kindly do the needful:

"Increase in A4 Paper Consumption

A substantial increase in the consumption of A4 paper has been noticed in the year 2015-16. In many departments, the usage of paper has increased manifold, even beyond a reasonable limit, and consequently, the expenses on A4 papers have also increased considerably.

Environmental and Cost Impact of Paper Usage

All of you are aware that excessive usage of paper not only has a cost impact but also has a significant environmental impact since creating paper requires a lot of natural resources like trees, water, and energy. Whatever we do to save paper will help reduce the amount of trash going into landfills, and it will also reduce energy use and pollution associated with manufacturing, transporting, and recycling new paper products. Perhaps most importantly, when we save paper, we reduce the need to cut down trees to make new paper.

Call to Action: Think Green and Save

So, think green and save the environment while we remain within our budget by using less paper as much as possible. Most importantly, when we save paper, we reduce the need to cut down trees to make new paper!"

With regards,

Anil

Under the circumstances, it has become essential to take necessary steps to reduce paper consumption wherever possible.

We shall interact with departments where excessive consumption has been observed to ensure that A4 paper consumption is brought down to reasonable levels. So, all are requested to limit printing to the barest minimum.

I have reviewed the draft of your circular, and it appears to be verbose, educative, and pedagogical. There is potential to condense it to be more concise. The revised draft is presented below:

Date: -


1. Technological advancements in current times were expected to reduce the consumption of A4 sheets, not increase it. However, there has been a substantial increase in the consumption of A4 sheets for the year 2015-16. In many departments, paper usage exceeded reasonable limits. The cost of purchasing A4 sheets has increased by ____% compared to the preceding financial year.

2. The benefits of paperless work and its environmental friendliness need no further emphasis in this circular. In light of this, all staff members are urged to reduce paper consumption. Print out emails or other office correspondence only if necessary. Heads of Departments (HODs) are requested to personally monitor A4 sheet consumption in their departments. We expect staff members to cooperate in reducing A4 sheet consumption. At present, no physical controls are established; however, A4 sheet consumption is being closely monitored.

Authorised Signatory

Comments: "Brevity is the soul of wit," said the famous poet Shakespeare. This saying applies to drafting as well. Circulars are either informative or instructive. The choice of language depends on the situation. If instructive, aim to make it concise and impactful.

Dinesh Divekar