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 1

Tay
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)
Instruction: Read the question carefully. Working alone, draft a memo that would best
present the following information.

Scenario:
Your company has decided to take part in a business sports league. The first event is a
5-a- side 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.
 MEMORANDUM

To : All Staff
From : Terence Tay,
HR Date : 10 November
Subject : 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.
 MEMORANDUM

To : All Staff
From : Terence Tay,
HR Date : 10 November
Subject : 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.
Business Writing: Memorandum Writing Exercise

MEMORANDUM

To : All Staff
From : Terence Tay,
HR Date: 11 November
Subject : 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.

Copyright © 2009 Terence 6

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To : All Staff
From : Terence Tay,
HR Date : 11 November
Subject : 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
To : All Staff
From : Terence Tay,
HR Date : 11 November
Subject : 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 registration form attached
below. Reservations based on a first come first serve basis. Please call Alan at ext 455 if you have
any questions.
Business Writing: Memorandum Writing Exercise

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

10

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Tay