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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: Write a memo to your company staff. Ensure that your message is clear, concise, courteous and complete. Include in your memo: 1. The importance of being punctual. 2. A table or graph explaining the trend of latecomers. 3. Some recommendations on how they can be punctual. Some information that you might need. • • • • July 3% of staff late for 5 times or more in a month. August 10% of staff late for 5 times or more in a month. September 20% of staff late for 5 times or more in a month. October 25% of staff late for 5 times or more in a month.

Working hours: 9am to 6pm Top 5 reasons for being late: • Could not get a taxi. • MRT train broke down. • Overslept. • Got caught in the traffic jam. • Heavy rain.

Copyright © 2009 Terence Tay

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2. the D&D would be scaled down. Ensure that your message is clear. 3. A map on how to get to the D&D location. draft a memo that would best present the following information. Due to the recession(poor business climate). Your boss has asked you to write a memo to all staff and inform them of the upcoming D&D function. courteous and complete. Working in pairs. Task: Write a memo to your company staff. Some information on the activities that they can expect. Date. 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) Copyright © 2009 Terence Tay 2 . Some information that you might need.Business Writing: Memorandum Writing Exercise Instruction: Read the question carefully. location and duration of the D&D. Scenario: Your company will hold its annual Dinner and Dance(D&D) party soon. Include in your memo: 1. concise.

near East Coast Park Duration: 7am to 2pm Fees Entry fees will be fully paid for by company. Some information on the activities that they can expect. Working alone. Your boss has asked you to write a memo to inform all staff and recruit some interested parties. A form for them to sign up. Scenario: Your company has decided to take part in a business sports league. A map on how to get to the competition. courteous and complete. The first event is a 5-aside indoor soccer competition. draft a memo that would best present the following information. Generous prizes for eventual winners. Task: Write a memo to your company staff. concise.Business Writing: Memorandum Writing Exercise Instruction: Read the question carefully. location and duration of competition. Some information that you might need. Ensure that your message is clear. Copyright © 2009 Terence Tay 3 . Caution Participants are advised to get a medical checkup before they sign up. participants get to play in a tournament and compete against 17 other teams. Event Date: 21-22 November 2009 Venue: The Arena. Details Over 1 weekend. Include in your memo: • • • • Date.

648 if you are interested. 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. Date: 21 November. Please contact Angela Chong (HR executive) at ext. Copyright © 2009 Terence Tay 4 . HR : 10 November : Free Health Checkup Due to the recent flu epidemic.Business Writing: Memorandum Writing Exercise MEMORANDUM To From Date Subject : All Staff : Terence Tay. 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.

648 if you are interested. HR : 10 November : Free Health Checkup Due to the recent flu epidemic. a number of our staff has fallen ill regularly. Copyright © 2009 Terence Tay 5 . Please contact Angela Chong (HR executive) at ext. 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.Business Writing: Memorandum Writing Exercise MEMORANDUM To From Date Subject : All Staff : Terence Tay. The company understands the importance of keeping our staff healthy and has engaged SingHealth to organise a free health checkup for all staff.

there has been a sharp increase in the numbers of latecomers. If you have any feedback or suggestions. As we are approaching the monsoon seasons. The management is concerned with this trend.5 0 July August September October *Latecomers: Staff who are late for 5 or more times in a month. please contact Alice Ho at ext. HR : 11 November : Staff Punctuality Recently. We would like to stress that it is very important to be punctual for work. Figure A shows the number of latecomers from period of July to October 2009. 648. Figure A Percentage of Latecomers 30 22. We are also expected to display our professionalism by being punctual. We hope to see an improvement soon. Copyright © 2009 Terence Tay 6 .Business Writing: Memorandum Writing Exercise MEMORANDUM To From Date Subject : All Staff : Terence Tay. we encourage all staff to leave their homes early so that they can arrive at the workplace on time. Some of the reasons cited include heavy traffic and breakdown of the public transportation. Being early on on time would allow us to start the day on the right note.5 15 7.

So don’t miss out on the fun! We hope to see you soon. please contact me at ext. With Gurmit Singh aka Mr. This year.Business Writing: Memorandum Writing Exercise MEMORANDUM To From Date Subject : All Staff : Terence Tay. at 7 pm. Figure A *Nearest MRT station: Orchard MRT Station Date : 3 December 2009 Venue : Orchard Parade Hotel Ballroom Time : 7 to 11 pm Copyright © 2009 Terence Tay 7 . a magic show and even a “Singapore Idol” contest. there are activities galore for you. Phua Chu Kang as emcee. 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. These activities include lucky draws. you’ll be guaranteed lots of laughter. If you have any enquiries. 648.

floorball. we are looking to recapture the title and be crown champions once more. are competitive and love team sports. Games such as ultimate frisbee. Our company has agreed to pay the entry fees so you just need to register and show up. Kicking off the schedule will be 5 aside indoor soccer at The Arena at East Coast Park(See Map A for directions). you are exactly what we need. 9-hole golf are also added to the traditional 5-aside soccer and 3v3 basketball. Reservations based on a first come first serve basis. Map A Event: 5-aside Indoor Soccer Competition Date: 21-22 November 2009 Venue: The Arena. Copyright © 2009 Terence Tay 8 . please register your interest by signing up on the registration form attached below. HR : 11 November : Annual Dinner and Dance Our company will take part in the business sports league this year. We need fresh bodies and if you have the will to win. touch rugby. near East Coast Park Duration: 7am to 2pm All football aficionados. The sporting calender starts 21 November 2009 and ends on 15 March 2010.Business Writing: Memorandum Writing Exercise MEMORANDUM To From Date Subject : All Staff : Terence Tay. Please call Alan at ext 455 if you have any questions. After a two year hiatus. This year’s sports league has been revamped to include female participants.

5 Aside Soccer Competition Registration Form No.Business Writing: Memorandum Writing Exercise Attention: All interested participants are advised to get medical clearance before signing up. 1 2 3 4 5 6 7 8 9 10 Full Name Contact Number Preferred Position Copyright © 2009 Terence Tay 9 .

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