Dear all
The A4 size paper has increases at our organization (almost triple comparing with last year . I have been asked to send a communication to all our employee s to bring down the usage of a4 size paper as much as possible.
I seek help in drafting A message indicating the necessity in controlling the usage of A4paper to bring down the expenses and the environmental impact of excessive use of paper.
Thanks in advance
Truly yours
Anil
From India, Ferokh
The A4 size paper has increases at our organization (almost triple comparing with last year . I have been asked to send a communication to all our employee s to bring down the usage of a4 size paper as much as possible.
I seek help in drafting A message indicating the necessity in controlling the usage of A4paper to bring down the expenses and the environmental impact of excessive use of paper.
Thanks in advance
Truly yours
Anil
From India, Ferokh
Dear Anil,
Sending a circular is a standard practice which employees may ignore. These exhortations may not work. Sending a circular to the employees apart, what you can do is to check with the stores and find out which department draws maximum number of A4 sheets. If the consumption has increased at Photocopier, then you may check which department is taking maximum number of photocopies.
Alternatively, you may issue a card to each HOD that after inserting allows the photo copies. With the introduction of the card, paper consumption will come down drastically. Be assured of that.
Thanks,
Dinesh Divekar
From India, Bangalore
7879Sending a circular is a standard practice which employees may ignore. These exhortations may not work. Sending a circular to the employees apart, what you can do is to check with the stores and find out which department draws maximum number of A4 sheets. If the consumption has increased at Photocopier, then you may check which department is taking maximum number of photocopies.
Alternatively, you may issue a card to each HOD that after inserting allows the photo copies. With the introduction of the card, paper consumption will come down drastically. Be assured of that.
Thanks,
Dinesh Divekar
From India, Bangalore
Dear Mr dinesh divakar,
Thank u very much for the kind advise. However my management still insist to send a good message to all employees intimating the necessity to save papers. All the advise you rendered will be implemented in the 2nd phase.
I shall be highly greatful to u if you could send me an appropriate draft in this regard.
Thanking you in advance
Yours truly
Anil
From India, Ferokh
Thank u very much for the kind advise. However my management still insist to send a good message to all employees intimating the necessity to save papers. All the advise you rendered will be implemented in the 2nd phase.
I shall be highly greatful to u if you could send me an appropriate draft in this regard.
Thanking you in advance
Yours truly
Anil
From India, Ferokh
Dear Anil,
Ok. If you insist in issuing the circular then I have one more suggestion.
What you need is correction of the draft and not model draft itself. Therefore, I recommend writing on your own and uploading the draft there. Some senior like me will correct it. Asking a ready made draft would tantamount to spoon-feeding. It will not be conducive to your professional growth. This is what I have recommend earlier to other members whoever asked for the draft.
Thanks,
Dinesh Divekar
From India, Bangalore
Ok. If you insist in issuing the circular then I have one more suggestion.
What you need is correction of the draft and not model draft itself. Therefore, I recommend writing on your own and uploading the draft there. Some senior like me will correct it. Asking a ready made draft would tantamount to spoon-feeding. It will not be conducive to your professional growth. This is what I have recommend earlier to other members whoever asked for the draft.
Thanks,
Dinesh Divekar
From India, Bangalore
Respected sir,
As per your kind advise I have drafted a letter based on my little knowledge and request you to kindly do the needful;
"A substantial increase in the consumption of A4 paper has been noticed in the year 2015-16. In many departments the usage of paper have increased manifold, even beyond a reasonable limit and consequently the expense on A4 papers have also increasedconsiderably.
All of you are aware, excessive usage of paper has not only cost impact but has a significant environmental impact as well 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.
So think green and save the environment while we remain into 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 the 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.
From India, Ferokh
As per your kind advise I have drafted a letter based on my little knowledge and request you to kindly do the needful;
"A substantial increase in the consumption of A4 paper has been noticed in the year 2015-16. In many departments the usage of paper have increased manifold, even beyond a reasonable limit and consequently the expense on A4 papers have also increasedconsiderably.
All of you are aware, excessive usage of paper has not only cost impact but has a significant environmental impact as well 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.
So think green and save the environment while we remain into 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 the 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.
From India, Ferokh
Dear Anil,
Draft of your circular is verbose, educative and pedagogical. There is scope to make it short and crisp. The revised draft is as below:
+++++
Date: -
1. Technological advancements of the current times were expected to reduce the consumption of A4 and sheets and not increase it. However, it has been observed that there is substantial increase in the consumption of A4 sheets for the year 2015-16. In many departments the usage of paper was beyond a reasonable limit. Cost of purchase A4 sheets has been increased by ____ % compared with the preceding financial year.
2. Paperless work, how environment friendly it is, merits no reiteration in this circular. In view of this, all staff members are urged to reduce the paper consumption. Take the printout of the mails or other office correspondence only if it is mandatory. HODs are requested to personally monitor the consumption of the A4 sheets for their departments. Expecting that the staff members will cooperate in the curtailment of the consumption A4 sheets, as of now no physical controls are established. However, consumption of the A4 sheets is being monitored closely.
Authorised Signatory
+++++
Comments: - Brevity is soul of wit said famous poet Shakespeare. However, this saying is applicable to drafting also. Circulars are either informative or instructive. When to use what type of language depends on the situation. If it is instructive, then try to make it little punchy.
Dinesh Divekar
From India, Bangalore
Draft of your circular is verbose, educative and pedagogical. There is scope to make it short and crisp. The revised draft is as below:
+++++
Date: -
Office Circular No _____/2016
Inordinate Increase in Consumption of A4 Sheets
Inordinate Increase in Consumption of A4 Sheets
1. Technological advancements of the current times were expected to reduce the consumption of A4 and sheets and not increase it. However, it has been observed that there is substantial increase in the consumption of A4 sheets for the year 2015-16. In many departments the usage of paper was beyond a reasonable limit. Cost of purchase A4 sheets has been increased by ____ % compared with the preceding financial year.
2. Paperless work, how environment friendly it is, merits no reiteration in this circular. In view of this, all staff members are urged to reduce the paper consumption. Take the printout of the mails or other office correspondence only if it is mandatory. HODs are requested to personally monitor the consumption of the A4 sheets for their departments. Expecting that the staff members will cooperate in the curtailment of the consumption A4 sheets, as of now no physical controls are established. However, consumption of the A4 sheets is being monitored closely.
Authorised Signatory
+++++
Comments: - Brevity is soul of wit said famous poet Shakespeare. However, this saying is applicable to drafting also. Circulars are either informative or instructive. When to use what type of language depends on the situation. If it is instructive, then try to make it little punchy.
Dinesh Divekar
From India, Bangalore
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