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Subject: Charity Bike Ride
Dear Madam Nadia,
I am writing this email to seek your approval for our company's project. We plan to conduct a
“Charity Bike Ride” event. The objective of the event is to create good relationships with
worker of our company and zoo also to raise fund for the zoo.
The main activity that will be carried out during this one-day event is a “Bike Ride”. For our
suitable categories of participant will be kids, teenagers and adults’ categories and divide by
their weight.
With regard to the funding, we are hopeful that the company will provide RM10, 000 and we
plan to secure RM15, 000 through sponsorship. The detailed budget proposal will be
forwarded to the finance department when we get your approval.
Mr Fayyadh from the IT department will promote the event via our company website and
social media. Also, I from the HR department proposed that we set up four main committees
namely the Food, Logistic, Communication and Sponsorship Committee. We will update you
on the specific duties after our next meeting.
Once the project is approved, we will meet again to discuss the details of the event. We look
forward to your positive response.
Best regards,
Nurhafizah
Okay now we proceed with our event committees. I’m thinking that if we divide the committee
according to the department that they expert. For example, this event will lead by the office
management. Okay?
So, what I have plan is for this event will be handle by the office management. Next, for the food will
be handle by research and development department. Then for the communication will be by the
marketing and sales department. After that, the logistic under the human resource department. Lastly
for the sponsorship. It will be preferred if we put under financial department. Because they more
expert for finding sponsorship and ask for company shareholder.
So here I would highlight that the head of the committee will be the office management but under that
will be mix of from all department so it also can meet our objective for have corporation from all
department. So, it going to have around 5 people in one committee. One person is the leader and other
4 is the member. For the leader for the each of the committees are the one representative that expect
on each department. Just like I have mention before.
While for the specific duties for this event like the time for prepare the food or what type of food will
be serve was under the food committees and etc. Then logistic the one will give the suggestion for the
theme then the one in charge to prepare a place if they need any table and chair to put the food or
maybe to standby mic when open ceremony and also to prepare for decoration. and most important
logistic must ensure the event run smoothly, that is before while and after the event.
Communication is the one that more on website and printing so we just make simpler by putting the
task of promotion and advertisement under communication. So, they will post on social media and
blast about the information of the event also putting banner or poster like that on our office
information board.

Sponsorship committees will handle all task that involve with money. They will record
about the in and out the money. Financial planning and budgeting. Financial reporting.
Also make sure we are not short of money and get the goal of money to funding the zoo so
that the goal to help ease the burden for the zoo

To conclude, in total we going to have about 4 main committees to conduct this event. And later on,
in our next meeting I will tell more specific about this committees’ duties in more detail.
That’s all, thank you….