[Your Name] [Your Position/Title] [Your Organization/Company Name] [Your Address]
[City, State, Zip Code] [Email Address] [Phone Number] [Today’s Date]
[Recipient's Name] [Recipient's Position/Title] [Recipient's Organization/Company
Name] [Recipient's Address] [City, State, Zip Code]
Dear [Recipient's Name],
Subject: Annual Inventory of Property
I hope this letter finds you well. As we approach the end of the fiscal year, it is time for
our annual inventory of property. This process is crucial for maintaining accurate records
and ensuring the efficient management of our resources.
The inventory of property includes all tangible assets owned by [Your
Organization/Company Name], such as equipment, machinery, furniture, vehicles, and
any other items of significant value. Conducting a thorough inventory allows us to
assess the condition, location, and status of each asset, identify any discrepancies, and
plan for maintenance or replacement as necessary.
To facilitate this process, I kindly request your cooperation in the following ways:
1. Designate a responsible individual or team within your department to assist with
the inventory.
2. Provide access to all areas where assets are stored or used, including offices,
warehouses, and remote locations.
3. Ensure that all relevant documentation, such as purchase receipts, maintenance
records, and disposal records, are readily available for review.
4. Report any missing, damaged, or obsolete items discovered during the inventory
promptly.
We aim to complete the inventory process efficiently and with minimal disruption to
daily operations. Your support and cooperation are instrumental in achieving this goal.
Please note that the deadline for completing the inventory is [Insert Deadline Date].
If you have any questions or require further clarification regarding the inventory process,
please do not hesitate to contact [Your Name] at [Your Phone Number] or [Your Email
Address].
Thank you for your attention to this matter. Together, we can ensure the accuracy and
integrity of our property records.
Sincerely,
[Your Name] [Your Position/Title] [Your Organization/Company Name]