UDE2008

INTRODUCTION TO BUSINESS AND PROFESSIONAL WRITING

Session/Semester: 2020/2021-3

Coursework
Individual Assignment 2
Component

Learning
3 (Describe the formats of common genres of business and
Outcome(s)
professional writing in organizations)
Assessed

Weighting (%) 5%

Assignment
MEMO
Title

Release Date Week 1

Submission
Week 8
Deadline

To Be Handed
During class
At

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 ASSIGNMENT BRIEF
1. BACKGROUND

This is an individual assignment assessing on Learning Outcome 3, where students need to

write a memo for a given situation.

This assessment is designed to test your application of the concept of business writing into a
real-life organization/business. Mainly:

 To stress that different writing purposes and audiences require you to employ
different organizing plans.
 Ability to address a problem that has come to the attention of management.

2. DETAILS OF ASSIGNMENT TASK

Memo is an informal written brief, note, record, reminder, or summary used as a means of
communication, or to outline the terms of an agreement in its draft-stage.

Therefore, you are required to write a properly formatted and professional memo according
to the given situation below:
1. You are the project manager at the construction company of XYZ Engineering.
The current policy in your office states that contract employees must pass a pre-
employment drug screening before being hired permanently. After that, there are no
tests unless you or one of your job supervisors has reason to suspect that an employee
is under the influence of drugs on the job.

2. During a daily safety committee inspection for ABC Company, you discover that several
fire doors are open (they are supposed to be kept closed at all times). You discussed the
issue with Remy Ramon, the foreman in charge of that area but he refused to rectify the
problem. Write a memo to John Corner, the Vice President who supervises the safety
committee. Explain the situation and specify what action should be taken.

3. You work for Vibrant Agency as the Public Relations Director. Write a memo to all the
employees at your company telling them about an upcoming company Family Day. The
event will be held on Saturday, August 20, 2021 at Forest View Park. You will decide
what activities to include.

4. Write a memo from Mdm. Sharon Kaur (the Head of Students’ Council) in High School of
Bukit Nenas, to all parents explaining the new dress code that will be effectively start on
January 2021. NOTE: you are going to create the dress code. Be specific and be creative,
but also be appropriate. Make sure you include an explanation for the new dress code
procedures, and remember that you are writing FROM Mdm. Sharon Kaur perspective.

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 5. You are an administrative assistant. You want to tell 10 people about an upcoming
computer training seminar. You are attaching a brochure about the seminar from the
presenter, but you also need to inform them of the following:
• What the training is for
• Who the presenter is, including a brief statement about his/her background
• Where the training will be held, including the date and time
• Whether or not parking is available
• Whether or not lunch and/or any refreshments will be served

6. You are the office manager and want to remind everyone to clean up after themselves
in the lunchroom. There was recently an infestation of cockroaches. The building has
since been fumigated but you still require the cooperation of staff to prevent a re-
infestation.
State the purpose of the memo, your reason(s) for sending it (i.e. the kind of behavior
you have noticed) and what actions you want taken.

EXAMPLE 1

To : Mr. Haziq, Senior Manager

From : Nisha, Sales Executive
Date : 24th February 2021
Subject: Ways to boost up company sales

Sales is a term used to describe activities that lead to the sale of goods or services. Businesses
have sales organizations that are broken down into several teams. Here are some tips to boost
up the sales in creative ways.
1. First and foremost, is about the social media marketing ideas. For instance, keep social
tabs on competitors. Facebook business pages allow you to follow other accounts
through the Pages to Watch feature. Follow your competitors and see what they post,
and which posts get the most shares and likes. See what works and follow their lead.

2. Lastly, is about the marketing ideas contest. For example, ‘photo contests’. Photo
contests are great for a number of reasons they are relatively easy to access anyone
with Instagram and a few seconds can post and they also give sponsors a great form of
user-created content that can be reused and implemented in other place.
Hopefully, the senior manager will remind the employees to work effectively on boosting up our
company sales.
Thank you for your cooperation sir.

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EXAMPLE 2
Date : Thursday, 28th January 2021
To : En. Mukhlis, Senior Manager
From : En. Ahmad, Sales Executive 
Subject : Solutions to boost sales
A current diagnosis on the sales performance has shown a decline in sales . Based on this,
several suggestions are proposed as shown below that may help increase the sales
1. Give bonus or commissions based on the salesman’s sales. This will help to encourage
the salesman to promote our products diligently and will try to appeal to different types of
customers in the market.
2. Propose change to a new marketing strategy and design may alter the trend and adapt
to the needs of the customers. 
3.
Please do not hesitate to contact me if there are other suggestions or strategies that may help
boost the sales.
Ahmad, Sales Executive

EXAMPLE 3

To : Syafiq Hizam, Senior Manager

From : Nur Afifah, Sales Executive

Date : February 24th, 2021

Subject : Ideas to Boost Sales

The issue of decline in sales has been an area of concern as it has affected our department for the past
two months There are 2 suggestions that may serve as a guideline to overcome these
repercussion

● Creating packages, deals and bundles - a creative approach by combining services into a
package of multiple products as it may encourage customers to engage voluntarily.
● Advertising on social media by appointing an influencer to use and promote our
products which may help to gain visibility to the customer’s eyes.
If you have any questions regarding the ideas, do not hesitate to contact me at
nurafifah02@yahoo.com .

Nur Afifah, Sales Executive

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