Email Drafting For Supervisor

Summary

When drafting an email to a supervisor about a business development visit, focus on summarizing key findings like mechanical issues and the need for working capital. Avoid directly implicating individuals in ownership concerns if advised against it. Instead, suggest discussing sensitive matters in person to ensure proper handling and avoid future repercussions. This approach maintains professionalism and adheres to guidance while protecting against potential ethical concerns.

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Please Help me write an email to my supervisor summarizing findings from a business development visit to a financed client who has been handed over by the Credit Department to the Business Development Unit on the basis of missed repayments and poor business performance. Findings on the ground are to the effect that the financed asset (truck) has developed mechanical issues and the promoter needs working capital to fix the mechanical issues. Also, the is reason to believe that the documented promoter or applicant is not the true owner of the business, but someone higher up internally within the institution owns the business. The email should therefore summarize these findings, carefully without incriminating anyone but also reflect that the issue has been reported to the supervisor, who when a verbal update was given to advised that we do not implicate the high ranking official, much against policy provisions. The email should basically get the monkey off my back carefully so.
Hi ****,
Sure, here's a draft for your email:
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Subject: Summary of Business Development Visit Findings
Dear [Supervisor's Name],
I hope this email finds you well.
Following our recent business development visit to the financed client handed over by the Credit Department, I would like to summarize our findings:
- The financed asset (truck) has developed mechanical issues.
- The promoter requires working capital to address these mechanical issues.
- There is a concern that the documented promoter may not be the true owner of the business. Indications suggest potential internal ownership by a higher-ranking official within our institution.
During our verbal update, you advised against implicating the high-ranking official, despite policy provisions. This matter has been reported as per your guidance.
Please let me know if further action or investigation is required.
Best regards,
****
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Feel free to make any adjustments as necessary.
The supervisor does not want me to put the ownership concerns in the email. How could i phrase that, ensuring that i have reported the issue but also not showing signs of insubordination
Hi ****,
Here's a revised version of your email:
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Subject: Summary of Business Development Visit Findings
Dear [Supervisor's Name],
I hope this email finds you well.
Following our recent business development visit to the financed client handed over by the Credit Department, I would like to summarize our findings:
- The financed asset (truck) has developed mechanical issues.
- The promoter requires working capital to address these mechanical issues.
Please let me know if further action or investigation is required.
Best regards,
****
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Does this version work for you?
I also want to avoid things coming back to haunt me about not reporting unethical behaviour
I understand your concern, ****. You can add a general statement without specifying the ownership concerns to cover yourself:
Subject: Summary of Business Development Visit Findings
Dear [Supervisor's Name],
I hope this email finds you well.
Following our recent business development visit to the financed client handed over by the Credit Department, I would like to summarize our findings:
- The financed asset (truck) has developed mechanical issues.
- The promoter requires working capital to address these mechanical issues.
- There are additional concerns that I would like to discuss in person to ensure proper handling.
Please let me know if further action or investigation is required.
Best regards,
****
Would this work for you?