Memo

To: All Department Heads
From: 
Date: 
Re: New computers

By now you will have recieved the information about the new computers which will be delivered to your department within the next 10 days. I am now writing to explain what you must do before the new computers arrive and what you will do with the old computers when you have got the new machines. 
Please make sure that all unwanted files are deleted from the old computer. All files which need to be kept should be copid to the network for safe keeping and then deleted from the computer's hard disc. It is important that no confidential files are left on the old machine.
When you have received the new computer you can set it up yourself or you can email the helpdesk to make an appointment for a technician to come and set it up for you. Once the new computer has been set up you should send the old computer back to IT support so that it can be recycled.