Responding to Inquiries About Personnel

Aside from the types of inquiry messages that we have already discussed, companies receive inquiries from other firms, from other divisions within a firm, outside organizations and other organizations about personnel or credit issues. As a Spanish translator in Houston explains, plan for answering such inquiries is identical to that for questions about services or products:

Begin by identifying the topic and stating the main point, then provide supporting information.  When replying about past or present employees, you have additional responsibilities. They include: (I) being fair to both employee and inquirer by providing a frank performance report, and (2) providing the information in “good faith.” For additional information regarding what you can and cannot do in a personnel report, consult a lawyer or visit your local legal library.

The following memo supplied by a Washington D.C. Translation company is Susan Harris’s reply to Michael Brady’s inquiry about Jacob Davis, a candidate for promotion to the company’s San Francisco office. Note that Harris’s appraisal is specific. Rather than simply saying that Davis is intelligent and highly motivated, she shows this with specific examples. Note also that she is fair and honest in her evaluation of Michael’s flaws, subordinating them to his positive traits, which, she believes, outweigh the negative ones. Harris’s evaluation contains several items essential in personnel reports. She notes the length of time she has known Davis, and the type and quality of his work. She answers all direct and implied questions concerning his suitability as sales director.

Michael Brady is an intelligent, highly motivated salesperson. During his six years in our Northeast office, he has reversed declining sales trends with three major accounts, opened and serviced six accounts totaling over one million dollars yearly, developed merchandising surveys for prospective accounts, and created and implemented sales proposals in conjunction with the General Manager and Director of Sales. For the past three years, he has been our top salesperson.

Our clients are pleased with Michael’s work, often mentioning his warmth and reliability. At least four times that I know of, when stock couldn’t be delivered by the promised date, Michael has loaded his own car and trailer and driven all night to get the merchandise to clients on time for a sale.

Michael’s motivation has led to some problems in the office. Because of his competitiveness, Michael has little patience with less competent sales people, and will, at times, make disparaging remarks about them to the office staff. And his constant striving to meet his clients’ needs has led to some heated arguments with the shipping department when merchandise isn’t delivered on time.

Overall, however, he is the best salesperson I’ve seen in my 18 years with the company. Would he be a good sales director for the west coast? I believe so. His ambition and motivation would certainly help west coast sales, and his belief that clients deserve full support will impress our clients there as it has here. Because Michael has no patience with incompetence or half-hearted efforts, he would quickly weed out mediocre staff, only keeping people who demand as much of themselves as he does of himself. With some guidance from you on interpersonal relations, he could possibly become our most effective sales director.

Writing and Translating Reports For International Business Managers

Reports present ideas and facts to international managers who use them to make informed decisions. The short report’s purpose is to communicate concisely. Depending on the subject, your client’s needs, and your client’s company’s policy, you might record your data in memo form, letter form, or on a prepared form.

Letter reports are often translated by Tampa Translation professional to communicate information to people outside the client’s organization. They therefore follow a standard letter format, with the addition of a subject line and headings as needed.

Memorandum reports, the most common form of in-house communication, follow a fixed format. Generally, when consulting with clients and translating these reports a Baltimore Translation worker will recommend the liberal use of headings and itemized lists to guide readers through the report.

Unlike most reports, justification reports, written to suggest changes in policy or procedures, are typically initiated by the writer rather than authorized or requested by someone else. As described n the previous blog entry by a translator with The Marketing Analysts Translation Company, justification reports list recommendations, benefits, and conclusions before providing discussion, details, and the means used to arrive at the conclusions.

Progress reports are informational reports that help supervisors keep track of activities, problems, and progress on various projects. Whereas progress reports summarize project accomplishments, periodic reports summarize daily, weekly, or monthly work routines.

Miscellaneous reports follow no specific conventions, since their data are so variable that no conventions can serve as adequate guidelines. Organize the information in such reports to best answer the questions readers are likely to ask.

Understanding Standard Memorandum Design For Translation Workers

As explained by Portland Translation worker, James Montgomery, the primary method of written communication in an organization. Unlike conversations, memos leave a “paper trail” so directives, inquiries, instructions, requests, recommendations, and so on can be used for future reference.  Memos cover just about any topic and purpose.

NAME OF ORGANIZATION
MEMORANDUM
TO: Name, Title DATE:|
FROM: Name, Title, Initials (for authentication)
SUBJECT: CLEARLY TITLED IN FULL CAPS

Introductory Paragraph (single spaced)
Body Paragraph (single spaced)
Concluding Paragraph (single spaced)

Typically, San Francisco Translation workers use a normal memo format that contains a header that provides the name the business, the sender, recipient, subject (often in caps or underlined for emphasis), and date. Just likecompany business stationary such as letterheads, positioning of this information can vary among businesses and other organizations.) A memo frequently contains section headings for quicker reading and improved layout.

In the event that the memo runs longer than a page, Susan Xu, a Chinese Translator recommends that translation workers list the recipient’s name, the date, and the page number three lines from the top of the page. Start your message three lines under this point. Direct plan memos conclude with a final point; no concluding comments or synopsis is required. Memorandums never need a complimentary close and signature. If authentication is necessary, initial the “FROM” line following, or near to, your name. While you are circulating the memo to several people, list a distribution note at the conclusion of the memo showing recipients.

Memorandums deal with any subject matter that is considered significant to a company’s function. Typical kinds of memorandums consist of educational, recommendation/suggestion (see the previous blog entry), clarification, updates, routine, and survey reports.