Memo+Sample+Answers

Business Writing: Memorandum Writing Exercise

Instructions: Read the question carefully. Working in pairs, draft a memo that would best present the following information. Scenario: In recent months, your company staff have not been punctual in reporting for work. Your general manager has taken note of the worrying trend and asked you, the HR executive to nip the problem in the bud . Task: Task: Write a memo to your company staff. Ensure that your message is clear, concise, courteous and complete. Include in your memo: 1. The impor importan tance ce of being being punctu punctual. al. 2. A table or graph graph explainin explaining g the trend trend of latecomers latecomers.. 3. Some recomme recommendation ndations s on how how they can be punctual. punctual. Some information that you might need. • • • •

July 3% of of staff staff late late for 5 times times or more more in a month. month. August August 10% 10% of staf stafff late late for 5 times times or more more in a month month.. Septemb September er 20% 20% of staff staff late late for for 5 times times or or more more in a mont month. h. October October 25% 25% of staf stafff late late for 5 times times or more more in a month month..

Working hours: 9am to 6pm Top Top 5 reasons for being late: • Coul Could d not not get get a taxi taxi.. • MRT MRT tra train in brok broke e dow down. n. • Overslept. • Got caug caught ht in the the tra traffic ffic jam. jam. • Heavy rain.

Copyright © 2009 Terence Tay

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Instruction: Read the question carefully. Working in pairs, draft a memo that would best present the following information. Scenario: Your company will hold its annual Dinner and Dance(D&D) party soon. Due to the recession(poor business climate), the D&D would be scaled down. Your boss has asked you to write a memo to all staff and inform them of the upcoming D&D function. Task: Write a memo to your company staff. Ensure that your message is clear, concise, courteous and complete. Include in your memo: 1. Date, location and duration of the D&D. 2. A map on how to get to the D&D location. 3. Some information on the activities that they can expect. Some information that you might need. Date: 3 December 2009 Venue: Orchard Parade Hotel Ballroom Duration: 7-11pm Activities(some suggestions): • Lucky draws • International Buffet spread • Singapore Idol (Karaoke competition) • Magic Show • Gurmit Singh aka PCK(the emcee)


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Instruction: Read the question carefully. Working alone, draft a memo that wo uld best present the following information. Scenario: Your company has decided to take part in a business sports league. The first event is a 5-aside indoor soccer competition. Your boss has asked you to write a memo to inform all staff and recruit some interested parties. Task: Write a memo to your company staff. Ensure that your message is clear, concise, courteous and complete. Include in your memo: • • • •

Date, location and duration of competition. A map on how to get to the competition. Some information on the activities that they can expect. A form for them to sign up.

Some information that you might need. Event Date: 21-22 November 2009 Venue: The Arena, near East Coast Park Duration: 7am to 2pm Fees Entry fees will be fully paid for by company. Details Over 1 weekend, participants get to play in a tournament and compete against 17 other teams. Generous prizes for eventual winners. Caution Participants are advised to get a medical checkup before they sign up.


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MEMORANDUM To From Date Subject

: All Staff : Terence Tay, HR : 10 November : Free Health Checkup

Due to the recent flu epidemic, a number of our staff has fallen ill regularly. The company understands the importance of keeping our staff healthy and has engaged SingHealth to organise a free health checkup for all staff. Date: 21 November, Saturday Venue: The Atrium Time: 10 am to 2 pm The complete health checkup package consists of: • blood test • blood pressure examination • stress evaluation • posture examination • chiropractors consultation • H1N1 vaccination All fees are paid for by the company and you are encouraged to take advantage of this opportunity. Please contact Angela Chong (HR executive) at ext. 648 if you are interested.


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: All Staff : Terence Tay, HR : 10 November : Free Health Checkup

Due to the recent flu epidemic, a number of our staff has fallen ill regularly. The company understands the importance of keeping our staff healthy and has engaged SingHealth to organise a free health checkup for all staff.

Date

: 21 November 2009 (Saturday)

Venue : The Atrium Time

: 10 am to 2 pm

Complete Health Checkup The complete health checkup package consists of: • • • • • •

blood test blood pressure examination stress evaluation posture examination chiropractors consultation H1N1 vaccination

All fees are paid for by the company and you are encouraged to take advantage of this opportunity. Please contact Angela Chong (HR executive) at ext. 648 if you are interested.


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: All Staff : Terence Tay, HR : 11 November : Staff Punctuality

Recently, there has been a sharp increase in the numbers of latecomers. The management is concerned with this trend. We would like to stress that it is very important to be punctual for work. Being early on on time would allow us to start the day on the right note. We are also expected to display our professionalism by being punctual. Figure A shows the number of latecomers from period of July to October 2009. Figure A

Percentage of Latecomers

30

22.5

15

7.5

0 July

August

September

October

*Latecomers: Staff who are late for 5 or more times in a month.

Some of the reasons cited include heavy traffic and breakdown of the public transportation. As we are approaching the monsoon seasons, we encourage all staff to leave their homes early so that they can arrive at the workplace on time. We hope to see an improvement soon. If you have any feedback or suggestions, please contact Alice Ho at ext. 648.


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: All Staff : Terence Tay, HR : 11 November : Annual Dinner and Dance

Our company is holding its Annual Dinner and Dance (D&D) party at Orchard Parade Hotel (refer to Figure A for more details) on 3 December, at 7 pm. This year, there are activities galore for you. These activities include lucky draws, a magic show and even a “Singapore Idol” contest. With Gurmit Singh aka Mr. Phua Chu Kang as emcee, you’ll be guaranteed lots of laughter. So don’t miss out on the fun! We hope to see you soon. If you have any enquiries, please contact

me at

ext. 648.

Figure A

*Nearest MRT station: Orchard MRT Station

Date : 3 December 2009 Venue : Orchard Parade Hotel Ballroom Time : 7 to 11 pm


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: All Staff : Terence Tay, HR : 11 November : Annual Dinner and Dance

Our company will take part in the business sports league this year. After a two year hiatus, we are looking to recapture the title and be crown champions once more. We need fresh bodies and if you have the will to win, are competitive and love team sports, you are exactly what we need. The sporting calender starts 21 November 2009 and ends on 15 March 2010. This year’s sports league has been revamped to include female participants. Games such as ultimate frisbee, touch rugby, floorball, 9-hole golf are also added to the traditional 5-aside soccer and 3v3 basketball. Kicking off the schedule will be 5 aside indoor soccer at The Arena at East Coast Park(See Map A for directions). Our company has agreed to pay the entry fees so you just need to register and show up.

Map A Event: 5-aside Indoor Soccer Competition Date: 21-22 November 2009 Venue: The Arena, near East Coast Park Duration: 7am to 2pm All football aficionados, please register your interest by signing up on the registratio n form attached below. Reservations based on a first come first serve basis. Please call Alan at ext 455 if you have any questions.


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Attention: All interested participants are advised to get medical clearance before signing up.

5 Aside Soccer Competition Registration Form No.

Full Name

Contact Number

Preferred Position

1 2 3 4 5 6 7 8 9 10


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