Directive Letter to Submit Report | Word & Excel Templates

In organizations, professional letters are used as a source of communication between management and staff. These letters not only facilitate solid communication between two parties but also record the information that has been transferred between them.

With the advancement in science and technology, the letter has become an older way of communication. However, it is not completely obsolete.

What is a directive letter?

The organization writes a directive letter to its employees to give them different directions. Most organizations use directive letters when they must delegate different tasks to their employees. However, this is not the sole purpose of the directive letter.

A company can also write a directive letter to its employees when it wants to get a report on the task assigned to the employee. These letters are used at different levels in different departments of the company.

Tips for writing the letter to submit a report:

Here are a few tips to help you draft a professional directive letter to your employees.

The letter should be written in a professional tone.
Ensure that the language you use in the letter is perfect without any grammatical or punctuation mistakes that can create confusion.
The letter should avoid ambiguous details and clarify any confusion.
Many employers want an update about the assigned work. For this, they ask the employee to provide paperwork or a report.
The letter should provide the details of the assigned work in case the employer has assigned multiple tasks. This enables the employee to understand the paperwork or report for which the assigned work is being demanded.
The directive letter should give the employee the date by which he is responsible for submitting the report.

Report submission is the most important task an employee must handle. Most organizations measure employees’ performance based on how quickly the employee submits the requested report.

Sample Letters

#1

As we approach the end of the month, it’s time to submit our monthly progress report. Please make sure you include all important details, including the project milestones achieved this month.

This report should be submitted by the 25^th of this month and sent directly to the XYZ department.

Thank you for your attention to this matter.

#2

This is to inform you that the data for the XYZ report has been mailed to you. Please follow the attached template for formatting. Finalize the report by the end of this week and ensure timely submission. You must seek approval before making any amendments.

The final submission date is July 12th, 20XX. We look forward to your response.

#3

I want to provide a quick reminder that the Financial Analysis Report is due on the 30^th of June, 2024. Don’t forget to include the following information:

The organization’s expense breakdown
Revenue analysis
Profit and loss statement
Cash flow statement

If there are any data discrepancies, please inform me promptly. The report must be ready for submission within the provided deadline.

Thank you for your attention to this matter.

#4

We are writing to follow up on our request for the Annual Performance Report. We need the document as soon as possible so that we can start working on our yearly employee evaluation for this session’s salary increments.

Please include all information as directed initially. Also, highlight each employee’s weaknesses and areas for improvement.

Please ensure that the report is submitted by May 30th. We appreciate timely submission due to management’s requirement.

#5

This is to provide important directives regarding our Market Analysis Report based on last month’s research. This report is crucial to helping us start working on our new product line.

Please ensure the report comprehensively analyzes the market trends and current customer demands. We also need to evaluate our main competition in the market. Kindly make sure there are no discrepancies and errors. Double-check the findings with the R&D department before finalizing the report.

This document must be submitted by March 15th in order to start working on the next phase of your production plan. We look forward to your timely submission.

#6

As announced, the new project kicked off before the decided time. This means we will have to work hard to meet all the deadlines.

Every employee must know their respective deadlines and work accordingly. If any employee feels unable to meet the deadline, they should notify the management and discuss it beforehand.

I cannot overemphasize the importance of delivering this project. Therefore, I will be monitoring its progress personally. Please feel free to familiarize yourself with the supervisors and the job descriptions.

Letter File Sample

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