Business Communication (ENG 301)

Spring 2020
Assignment No. 1
Total Marks: 20
Lectures: 23-32

Instructions:

 Upload your assignments in a proper format, i.e. MS word file. Corrupt files will be awarded zero
marks.
 The assignments should be zoomed in at 100%.
 Please avoid plagiarism; plagiarized work will be marked zero.
 After the due date, the assignments submitted via email would not be entertained.
 Please avoid submitting copied assignments; otherwise, such a case would be referred to the
discipline committee.
 The font color should be preferably black and font size 12 Times New Roman.

Q1. You are the CEO of Lunafit Corporation and in the recent scenario of Covid-19, you
have devised SOPs for the office staff but you have observed that very few of the staff
members are following the SOPs like wearing masks or using sanitizers at occasions. Now
you want to write an Interoffice Memorandum in order to ensure the strict adherence to
the prescribed SOPs. As a CEO, write the Interoffice Memo having all the necessary parts.

(10 Marks)

To: All managers

From: CEO date:04.08.2020
Subject: Strict Adherence to SOPs.

COVID-19 virus is a new virus that causes illness ranging from the common cold to more
serious diseases. The virus can spread from person to person. People with underlying medical
problems like Diabetes, chronic respiratory disease, may develop serious illness. As we know
there is no such medicine or vaccine is available in market till now. So following precautionary
measure is the only way to avoid infection of this virus. In this scenario, company implementing
the following SOPs

1. Keeping social distance.

2. Wash hands.
 3. Wearing mask.
4. Avoid handshaking.
5. Avoid gathering.

Encourage your staff and colleague to observe the SOPs. Strict compliance of the above-
mentioned SOPs is being advised; in Cass of non-compliance a strict disciplinary action would
be initiated against the person.

Q2. Read the following sample letters carefully and identify the correct type of business
letter from the given choices. (5*2=10 Marks)

1. Dear Mr. Naeem,

Our Collection Department has informed me of their intention to file suit as you
have failed to answer any of our requests for payment of Rs.5000/-, which is now 4
months overdue.
Before taking this action, however, I would like to make a personal appeal to your
sound business judgment. I feel certain that, if you telephone me, we can devise
some means to settle this matter out of court.

Therefore, I ask that you get in touch with me by the 25th of this month so that I
may avoid taking steps which neither of us would like.

Truly yours,

a. Collection letter
b. Credit letter
c. Adjustment letter
d. Sales letter

Ans: Collection Letter.

2. Dear Sir,

With pleasure we received your letter of 19th OCT 2012, and with further pleasure
we are proud that we can entertain you in this connection; we are dispatching the
sample with this letter. Producing high quality products is the motive of our
organization, and all our products are ISO 2001 certified. We always support our
 customers; our terms of credit are very simple. It purely runs on cash basis. The
product is available in different affordable sizes i.e. 10 mg, 20 mg, 50 mg etc.

Our discount policy is 10% for whole sellers because they purchase in bulk and 5%
for retailers. Enclosed is a price list for your convenience in the selection of prices.

We have kept suitable profit margin in our product; you can get 17% if you buy in
bulk. You can contact us on our office number 051-9928654, or directly on my cell
no: 0334-9412587. Looking forward for your kind consideration, and in case of any
queries, feel free to contact us.
Yours sincerely,

a. Collection letter
b. Credit letter
c. Adjustment letter
d. Solicited sales letter

Ans: Solicited Letter.

3. Respected sir,

Do you think Marketing is a piece of cake? Do you need magic to solve your
marketing problems?
Yes! We got the solution! We are enclosing a specimen of the book “PRINCIPLES
OF MARKETING BY IHSAN ULLAH IHSAN”. This book is a comprehensive
guideline for preliminary learners, and it covers all the major areas of marketing.
The most important feature of this book is that it’s a project-based approach.
Whatever is discussed theoretically is practically explained. I hope your students
will appreciate it.
When this book is used by a competent and experienced teacher like you, the
students will get gratifying results in their final examination.
Just give it a trial and see the miracle.
For further correspondence, complete detail is given on the book sent to you.
Looking forward for your kind consideration and suggestions, if you have any.

Yours faithfully,

a. Collection letter
b. Credit letter
c. Adjustment letter
 d. Unsolicited sales letter

Ans: Unsolicited Sales Letter.

4. Dear Mr. Ahmad,

We are a newly established appliance repair business interested in acquiring a

business credit card. Small shop owners in the area have informed us that business
credit cards are a convenient, organized, and efficient way of handling small day-to-
day expenses, such as office supplies or lunches.
Please send us more information concerning the terms of your business credit cards.
Particularly, we are interested in interest rates, annual fees, and the process of
obtaining a card, remittance requirements, and security measures available. Any
additional information would also be appreciated.
Thank you for your time. We look forward to hearing from you.

Yours truly,

a. Collection letter
b. Credit letter
c. Adjustment letter
d. Inquiry letter

Ans: Inquiry Letter.

5. Dear Mr. Hassan,

You are right to expect high-quality merchandise from ‘The Automatic Door
Company’. We try to give you the best for your money and to stand behind our
products when they fail as a result of defects in material and workmanship, as our
warranty states.
We appreciate your sending the door opener to us for analysis. It appears that the
opener has got wet. Excess of moisture over a period of time causes this defect.
Our service manager estimates that cleaning and repairing your door opener would
cost Rs. 2500. Since your door opener is several years old, you may want to consider
buying a new one. We have made many improvements to our door openers since
yours was manufactured, including a sealed circuit board that would prevent the
possibility of damage from moisture. A new door opener, which costs Rs. 3500.00
postpaid, should give you an even longer service than your old one did.
Please let us know whether you want us to repair or replace your door opener.
Yours sincerely,

a. Collection letter
b. Credit letter
c. Adjustment letter
d. Sales letter

Ans: Adjustment Letter.