Informative Memo, Essay Example

We had been receiving complaints about lack of a reliable parking facility for some time and many of you wrote about being forced to park half a mile away from the building. Last week, I was advised by the company’s CEO, Mr. John Smith to look into the matter on an urgent basis and come up with a reliable solution. After carefully analyzing the situation, we have concluded that a color coded parking system will be the most effective solution to the parking issuefacing our valued employees.

The new parking system will be effective as of Monday next week and is applicable to all employees without any exception.The department manager will distribute the cards on Friday this week. We have hired a parking attendant who has been issued a strict notification to not allow anyone parking without a company-issued parking card.For your information, the main details of the new parking system are as follows:

• Each employee will be issued a color-coded parking card, depending upon the department in which he/she works. For e.g. Finance department employees will have blue parking cards, Marketing department employees will have green parking cards, HRM department will have red parking cards, Accounting department will have yellow parking cards and so on.
• The color-coded sign posts will be installed in the parking lot over the weekend. Please park your car in the parking slot assigned to your department. Violators will be fined and multiple violations may result in termination of parking rights.
• Each parking card will have official company seal and non-official color-coded parking cards will not be acceptable.
• The color-coded card should be visible on the car’s dashboard while the car is parked in the company’s facility.
• All employees will be issued only one card. If an employee is found to be in possession of more than one card, his/her parking rights will be terminated. Should an employee lose his/her parking card, he/she should immediately notify the Facilities Management
• Company’s parking facility can only be used during business hours.
• Parking cards will be digitally embedded with the employees’ corporate identification data and will be non-transferrable.

During our investigation, we found that the company’s parking facility was being used by non-employees in the neighboring commercial buildings. This didn’t only cause inconvenience to our employees but also resulted in waste of valuable time resources that could be used for other productive activities. In designing this parking system, we didn’t only want to restrict the access to our employees only but also make it easy for them to find the parking spot.

We believe you will be pleased with the new system. We welcome your feedback and always take your suggestions seriously. In the meanwhile, please do not hesitate to contact the Facilities Management department should you have any questions. For your convenience, the information has been posted on the company’s announcement board as well. We thank you for your patience and cooperation.