[DATE, ex. Wednesday, June 11, 1998]
[NAME AND ADDRESS, ex.
1234 First Street
Anycity, Anystate 85245]
Dear [NAME, ex. John Smith],
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 1998], the company must closely watch its costs. It is for this reason that I am concerned about the level of long-distance charges made on our company telephone lines.
In the course of business, I do understand that long-distance calls must be made to maintain relations with our customers and suppliers. However, our long-distance bills for the past [X] months have totaled $[AMOUNT]. Unfortunately, I am unable to reconcile this figure with my expectations. I ask, therefore, that you keep track of such calls and attempt to keep them to a minimum by eliminated all unnecessary calls.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which warrants such quantity of calls, please notify me. Otherwise, I am confident that the matter will be immediately resolved.
[YOUR NAME, ex. Jill Jones]