There have been several complaints about the reception area where visitors to your company arrive. Your manager has asked you to suggest how the reception area could be improved.

Sample Answer 1:

Dear Mr Reynold,

I am writing to you regarding the complaints about our reception area that we have received over the past few months, and to share my opinion about how to address them.

Many visitors stated their dissatisfaction with our reception area and most of the complaints were due to the fact that the place is overcrowded, they often have to wait for a long, and there is no desk to fill in the forms. They also showed their concerns that only one receptionist cannot serve them promptly, and it kills their valuable time waiting and talking to the receptionist.

Needless to say, the area where visitors arrive and wait is extremely important as it represents the image of our company and gives the first impression of the organization. Taking this into consideration, it is highly important to enlarge the reception area by annexing the room next to it. Moreover, it would be a good idea to equip the place with an additional sofa set and a desk for the visitors to use. Finally, hiring a second receptionist would be definitely worthwhile.

I am hoping that you would look into the recently lodged complaints and implement the suggested changes to better serve the visitors and keep our reputation intact.

Yours sincerely,

Mark Almond