Letter Writing Exercises

Question 1:

Instructions: Write a letter of apology of about 200 words based on the scenario below. Use a
full block open punctuation format.

You work as a sales manager in a company selling medical supplies. Two months ago you
secured a contract with Hospital Mesra to provide all the necessary items. After delivering a
batch of supplies, you received a letter of complaint expressing unsatisfactory products and
services. You would like to rescue the contract and limit the loss on the medical supplies that
you have delivered.

You may invent necessary details.

Question 2:

Your company has engaged Trendy Structure (Malaysia) to renovate your new office space.
You have requested Trendy Structure to install plaster ceiling, wall cabinets and new glass
doors at a cost of RM50,000. Your company has agreed that the renovation work should be
completed in four weeks. However, after more than a month, the renovation work is still
incomplete. You have also noticed some problems with the renovation. Some of the installed
cabinets were of a different colour. A few glass doors seem to have small cracks.

Due to these problems, you are making a formal complaint to the manager of Trendy
Structure (Malaysia) to highlight the problems and the inconveniences caused by the delay of
the renovation completion.

TASK:Write a letter of complaint in about 200 words to Trendy Structure (Malaysia) for the
unfortunate problems. You may include other necessary details. Use a fully-blocked layout
with open punctuation.

Question 3

Instructions: Read the situation below and answer the questions that follow.

Your company organised an Annual Dinner at Riverview Hotel last weekend. Unfortunately,
many things did not go as planned. Among the untoward incidents were:

· waiters were not assigned at the VVIP table

· a ten-minute power outage in the midst of dinner
· microphones not functioning for guest entertainer, Datuk Siti Nurhazlini and her back-up
singers

Your Senior Manager has instructed you, as the President of the Staff Club, to write a letter
of complaint to the hotel and request for an official apology and a suitable compensation.
Add relevant details in your letter. Your letter should not be more than 200 words. Use an
open punctuation and fully blocked letter format.
Question 4

Instructions: Read and understand the situation given. Then do the task below it.

SITUATION:

Your company has recently utilised the services from an event manager company, Smashing
Hits Enterprise, to handle the company’s annual dinner and family day events. Both events
were conducted satisfactorily. As the Managing Director of your company, you were
impressed with their effort to provide quality work within the budget given. The dinner was
held at a five-star resort which was also used as the venue for the family day event. All the
decorations, games and entertainment during the dinner were classy, and food was delicious.
All the activities during the family day were enjoyable and meaningful. You think that
Smashing Hits Enterprise has done a good job and deserves a mentioning.

Write a letter in about 200 words to congratulate or to thank Smashing Hits Enterprise for
providing satisfactory services. Use the information above and include other necessary
details. Use a fully-blocked layout with open punctuation.

Question 5

Instructions: Read the description and complete the given task below using open punctuation
and fully blocked layout of a formal letter. Your letter should be about 200 words long.

You work as a Marketing Manager for Reader’s Weekly, a general-interest family magazine.
The magazine offers interesting content on health, food and recipes, travel, personal
experiences and inspiring stories to its readers.

Compose a sales letter to persuade your new customers to subscribe to Reader’s Weekly.
Provide sufficient specific details to make the letter an efficient sales message.

Question 6

Instructions: Read the situation and complete the given task below using open punctuation
and fully blocked layout of a business letter. Your letter should be about 200 words.

You are the owner of a corporate shirt designing shop. There have been enquiries from Mr.
Oliver Green, the Corporate Communications Director of Advance EduTech, asking you to
design and print corporate shirts for 200 employees. The corporate shirt is to mark the 20th
Anniversary of Advance EduTech. He has requested some sample designs and a quotation of
the price for each shirt. He would also like to know the amount of time your company needs
to design and print 200 shirts.

Write the letter to Mr. Oliver Green. Respond to his requests and include all the necessary
details needed for composing a saleable formal letter.
Question 7

Instructions: Write an adjustment letter of about 200 words based on the situation below.

Note: Adjustment Letter is a response letter to customer complaint or claim. It is official in

nature and explains the relevancy of the complaint or claim and how it can be resolved.

Situation

You are the manager of Zena Mobile, a company that provides telecommunication services.
Recently, the company received a number of complaints from its customers. A
comprehensive investigation was conducted by the management and three main concerns
from the customers were identified.

· Overcharged phone bills

· Loss of coverage during peak times in major cities
· Unsatisfactory 24-hour customer helpline services

Question 8

Instructions: Read the situation below and complete the given task.

SITUATION:

On the 1st of March 2019, Maria and Mario Diego, had their wedding dinner reception at
Haven Havanna Hotel, a five-star hotel. All arrangements were discussed with the Marketing
manager and a deposit of RM10,000 was made prior to the event. However, on the day of the
reception, there was a power outage in the hotel starting from 5:30 p.m. till about 7:00 p.m.
This has caused their wedding dinner programme to be delayed as the couple faced
difficulties and inconvenience when they were changing into their wedding attire, putting on
make-up and having a hairdo. On top of that, the guests gave feedback that the hotel sound
system was poor because they were not able to hear clearly the announcements made by the
emcee and speeches by the bride and groom.

TASK:

As a Marketing manager, write a letter of apology in about 150-200 words to Maria and
Mario Diego to apologise for the power outage and poor sound system. You need to include
the reasons, relevant details and compensation for the shortcomings that had happened. Use a
full block open punctuation format.