Negative Memo (Versions A and B)
Date: 28 May 2009
From: Walt Cummings, Director of Travel and Meeting Services
To: AZ Venture Traveling Executives
Subject: Travel Budget Cuts Effective Immediately
We need to start making some budget cuts in our travel expenditures. These include staying in cheaper hotels, arranging flights for cheaper times, and renting more reasonable cars.
The company needs to cut travel expenses by 25 percent. This means you’ll no longer stay in fancy hotels and make last minute, costly changes to your travel plans.
Never return a rental car with an empty tank! That causes the rental agency to charge us a premium price for the gas they sell when they fill it up upon your return.
You’ll be expected to make these changes in your travel habits immediately. Travel allowances will reflect the 25% reduction. In the future, any expenses beyond the allowance will come out of your own pockets.
From: Walt Cummings, Director of Travel and Meeting
Services
To: AZ Venture Traveling Executives
Subject: Cutting Travel Expenses
Date: February 25, 2009
I have received positive feedback from all of you regarding your attendance at conventions and trade shows. As we all know and understand, they are a vital part to this company’s growth and success. However, after analyzing our travel expenses, it has come to my attention that we can and have to curb our expenditures.
Listed below are a few ways that this goal can be easily achieved:
1. Travel and airfare are huge expenses. Please book flights no less than three weeks prior to the event. You may also consider taking advantage of Southwest’s “ding” or other discounted tickets.
2. When renting a car, remember that carpooling and renting fuel-friendly economy cars will save lots of money. As you all know, the price of gas is a major factor in travel expenses, so cutting down on gas usage is vital. Also take the time to refuel the vehicle before returning it so that we can avoid the company surcharge on gas.
3. Please book hotel rooms in advance to qualify for lower rates. If at all possible, consider sharing a room with one of your coworkers.
If you apply these money saving tactics to your travel plans, travel expenses can be cut by 25%. In the future, any money spent above the allowed amount will be your personal responsibility. If you have any questions or comments, please feel free to contact me. Thank you for your understanding and cooperation.