Sample Emails and Memos

4C’s: Conciseness, Clarity, Courtesy, Correctness

1. You are Head of personnel at a Leading Textile Company. You have just appointed Ms
Neelima Akhtar as the new Sales Manager at Head Office. Write a memo to Head Office staff.

∙Announcing Ms Neelima’s appointment

∙Saying when she will start work

∙Asking staff to give her a friendly welcome

2. You are the office manager at a textile company. You have arranged for contractors to upgrade
your computer system. This means the system will be shut down for a full day.

Write a memo:

∙         informing staff of the shutdown

∙         telling them when it will happen

∙         asking them to prepare alternative work for the day

3. You are a manager at a textile company. Your company has just merged with a competitor to
become Square International. You have been asked to inform staff of the change of name. Write a
memo

∙ informing staff of the new name

∙telling them when to start using the new name

∙asking staff to use only the new name after that time

4. You are the manager of a textile company. In order to reduce costs and improve the company's
environmental practices, you have decided to collect and recycle all paper used in the office.
Write a memo: 

∙ informing staff of the new policy

 ∙explaining how the paper will be collected

∙requesting staff to co-operate with the scheme

5. You are an executive for a textile dying supplier. You are organizing your schedule for visiting
your existing clients next month. Write an e-mail to one of your clients:

∙ explaining why you would like to visit them

∙proposing a time to visit

∙asking them to suggest an alternative if necessary

 6. You are a key account manager for a textile company. You are going to be out of the office for
a week. Write an e-mail to your client:

∙ telling them how long you will be away.

∙explaining where you will be

∙ suggesting who they can contact while you are away

7. You are a manager in a company which manufactures fabrics. Next month you are going to
London to discuss an important contract. Write a note to your assistant:

∙saying when you want to leave and return

∙asking him to book flights

∙ telling him which hotel to book

8. You would like to go to a seminar on presentation skills. Write an e-mail to your line manager:

∙ requesting time off work to go to the seminar

∙ saying when the seminar is

 ∙ explaining why you want to go

9. Your company's Sales Department has asked you to give a talk next Friday on your most
recent project. Write an e-mail to Mrs. Halima in the Sales Department:

∙agreeing to give the talk and suggesting a time

∙ saying what equipment you will need

∙ requesting information about the participants

1. Suggested answer: (43 words)

To: Head Office Staff

From: Shibli Shahriar

I have the pleasure of announcing that Ms Neelima Akhtar has been appointed as a new
sales manager at head office. She is due to join us on Monday 17th. Please give her a
friendly welcome when she starts work.

2. Suggested answer: (50 words)

To: All Staff/all

From: Shibli Shahriar

As you know we plan to upgrade our computer system. The system will be shut down all
day on 01.10.13 to allow for the upgrading work to be carried out. Could you please
make sure that you have work which does not require a computer for this day?

Thanking you

3. Suggested answer: (46 words)

To: All staff/all officials

From: Shibli Shahriar

 I would like to inform you that, following the recent merger with Giant International, the
new name for our company will be Square International. This name becomes official on
01.10.13

Please note that from this time, the new company name only should be used.

Thank you.

4. Suggested answer: (48 words)

To: All staff/official

From: Shibli Shahriar

Please note that from next Monday we are introducing an environmentally friendly
scheme. All used paper from the office will be recycled. Used sheet should be placed in
the green bin next to the photocopier for collection. All staff and officials are asked for
their full cooperation with this scheme.

5. Suggested answer: (48 words)

Dear Mr Shahriar

Our new catalogue is now ready. I will be in your area on 14th October and would be able
to visit your office to discuss our special autumn offers with you then. Please let me know
if this would be convenient or contact me to suggest an alternative.

6. Suggested answer: (48 words)

Dear Mr Shibli

I will be out of the office for ten days from 18th October. I will be attending the
Telecommunications Trade Fair in London. While I am away my colleague Ms Tania
Ahmed will be looking after my clients, please contact her with any queries or problems
you may have.