Correspondance package: Memo

To: Employees of Koller Construction Company
From: Zach Tijerina
Subject: Photocopy machine regulations
Date: October 15, 2007

The purpose of this memo is to discuss the regulations of the company photocopy machine. It has been brought to my attention that the copy machine is being used for personal use rather than company use.

Summary
I regret to inform everyone that the photo budget is being overdrawn in an excess of several hundred dollars. The photocopy has been monitored. As a result we have found out many employees are using it for personal use. I think we should move to an animated card system to help track who makes copies. I would like to speak with each of you when you are free.

Discussion
In the past, the company has let employees use the photocopy machine freely. This is resulting in the company going over budget. The new animated card system that I propose will give each employee a number of free copies per month. After the free copies are used, the employee must purchase copies for the remainder of the month.

The number of free copies will be sufficient enough to handle all business copies within the month. However, any personal copies will need to be paid for. This will help reduce the amount of personal copies being made by employees. It will also help pay for the budget, if we go over again.

Although we would like to provide each employee the privilege of free personal copies, we feel the privilege is being taken advantage of. The new system is fair and because a small number of our employees actually need the photocopy machine, the budget will be benefited. Hopefully, if the budget sees a dramatic improvement, we can provide the employees with other privileges.

Recommendation
I’d like to speak with any one who has questions on the topic as soon as possible. I would like to hear your opinions on the matter. You can e-mail me at Zachary.tijerina@ttu.edu or call me at 806-734-5678.