Revised Memo

Koller Construction Company
Interoffice Communication

To: All Employees
From: Ruby Leal-Sanchez
Subject: Using Photocopier for Personal Copies
Date: March 29, 2008


The purpose of this memo is to present my concerns over the repeated attempt Ms. Ponds has made in keeping all employees from using the photocopy machine for personal purpose, and come to a solution to improve the copy machine situation.

Summary
In general, I was informed of the repeated attempt Ms. Ponds has made to all the employees at Koller Construction Company to refrain from using the photocopy machine for personal copies. Since Ms. Ponds’ requirement was not well followed, our company has the problem of over budget for several hundred dollars each month for the copy machine. To resolve this problem, I have to introduce a new plan/policy for the use of copy machine.

Discussion
Ms. Ponds is in charge of monitoring the copy budget, yet it is consistently over by several hundred dollars. The amount of copies being made for personal use is unreasonable and unnecessary to be done at a place of business. Because the use of the photocopy has been abused there will be a new plan/policy introduced to resolve this problem.

Recommendation/Conclusion
As the Assistant Personal Manager, I have come up with a solution to continue using the photocopy machine for personal copies and staying within the budget.
The accounting department has set up an account for each employee. When using the photocopy machine, you will enter your code provided by the accounting department. This will allow you to make the copies needed and a 10cents fee will be withdrawn from your account. You will be required to sign a permission letter allowing the accounting department to withdraw $10 from your payroll monthly. The $10 is for photocopies only. If this amount is not used within that month, it will roll over to the next month. Another $10 will not be withdrawn from your payroll until that has been used. If this letter of permission is not signed then the photocopy machine will not be accessible to you. If business copies are needed they will be turned in to the Supervisor’s receptionist; she will take care of those copies.