Dear John:
It has been five years since I started working at P&G, but the time has passed quite fast. I was fortunate to start my career under your guidance, and I am still grateful for the many things I learned from you including the importance of open communication. This is why I am writing to you to secure your support over an issue that requires urgent attention in my opinion.

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I have been seeing signs of burnout, not only among my colleagues but also in other departments. My investigation has revealed many are afraid to say no to their bosses because they fear negative repercussions on their career. As a result, they take assignments even when they don’t expect to meet the project deadlines, either due to inadequate resources or time or both. They do realize saying ‘no’ at times will probably benefit them more in the long term yet they find it difficult to refuse due to the uncertainty of potential reactions from their bosses .

I would like to use this opportunity to propose a training program for both the managers and the subordinates in which they learn how to say ‘no’ and how to respond to such refusals in an effective manner. First of all, we will raise awareness about the potential reasons behind an employee’s refusal such as inadequate resources or time or both, ethical reasons, and commitment to high customer service standards. We will also train the employees to say ‘no’ in an effective manner , and encourage more open communication between the managers and the employees to get rid of the stigma attached to saying ‘no’.

I believe this measure will significantly enhance employees’ commitment to the company and should also improve the company’s productivity and profitability measures. Please do not hesitate to let me know should you have any questions. I may also forward you additional research that affirms the benefits of having an organizational culture in which an employee is not afraid to say ‘no’ for legitimate reasons.

Your Name
Marketing Associate
Procter & Gamble
Cincinatti, OH

    References
  • Puleo, Geri. Have We Lost the Ability to Say “NO” at Work? . 27 April 2015. 18 February 2016 .