€Œ Office Memos and Notices Answer Key p.

33

Questions 1 - 2 refer to the following memo.

MEMO
Hello, everyone.

I have recently noticed that there has been an increase in reimbursement claim forms being
handed in without receipts. Some of you have been adding notes explaining what you are to
be reimbursed for, but unfortunately ï cannot accept them. The policy is that if you do not have
a receipt, you will not be reimbursed for your expense—no exceptions.

[ have also noticed that not all the forms are being filled in correctly. Please make sure to fill in
your employee number as well as the type of purchase. This will nake processing your claim
much easier and therefore faster. So please, in the future, keep ahold of your receipts, and fill
in the form completely.

Eileen Montgomery
Accounting Manager

1. What is the purpose of this nemo? What should employees do to claim

(A) To issue reimbursement forms reimbursements?
(B) To give receipts back to employees (A) Keep all receipts if they want reimbursement
(C) To remind staff to follow procedures (B) Fill out the top half of the reimbursement
(D) To outline a new company policy form
(C) Make a copy of their reimbursement forms
(D) Process their receipts before handing them
in

162 I Chapter 3
 Questions 3 - 4 refer to the following notice.

¿
NOTICE TO RESIDENTS OF GRIFFITH APARTMENTS
May 18
RE: Fire alarms

As longtime residents know, there have been occasional false fire alarms in this building
over the past few years. However, the last incident, on May 8, was not a false alarm.
There was, in faot, a small fire on the fourth floor. The firefighters who responded
expressed concern that so few residents actually left the building in response †o the
alarm.

Therefore, we'd like to remind you that whenever a fire alarm sounds, you MUST
immediately vacate the building using the stairs and remain outside until firefighters
announce that it is safe to return. Also, if you have a disability and would require
assistance getting down the s†airs in such an emergency, please let us know by e-mail
as soon as possible at admin®@griffith.com. We will keep a list of names and unit
numbers, and we will provide it to the fire department so that rescue workers know
which apartments to check first.

Thank you in advance for your cooperation.

Management
Griffith Apartments

3. What problem is mentioned in the notice?
(A) There have been too many false fire
alarms.
(B) Tenants did not exit during a fire alarm.
(C)_ Some residents were injured in a fire.
(D) Firefighters responded too slowly to a
fire.
4. What does the management plan to make a
list of?
(A) People who need help evacuating
(B) E-mail addresses of residents
(C)_ Emergency phone numbers
(D) Safe places to go in a fire

ĐH ÀI Reading Practice l T163

 Ouestions 5 - 7 refer to the following notice.

Attention: Public Notice

So that we can serve you better, Bay Avenue Metro Station will be closed from June 13 to June 20
†or major renovations. New arrival and departure screens, a state-of-the-art communications
system, and LED lighting will be installed, among many other improvements.

Please be prepared to take alternative means of transportation during that time. There will be a
free shuttle bus service from Bay Avenue Station“s east entrance to Woodland Station, which will
remain operating. Note that due to extra crowding at other stations during the shutdown, as well
as heavier-than-usual traffic due to construction on Bay Avenue, commuters should allow for an
additional 15—30 minutes to get to their destinations, especially during peak hours.

This will be the first in a series of station shutdowns as the City Transit Authority upgrades the city's
busiest subway line. We will keep you informed, and we apologize for any inconvenience.

City Transit Authority

5. What is the notice mainly about? 7. What are people advised to do?
(A) Delays in train arrivals (A) Avoid traveling during peak hours
(B) The progress of ongoing repairs (B)_ Walk to a station nearby
{C) A temporary station shutdown (C) Park their cars on Bay Avenue
(D) Construction of a new train line (D) Leave extra time for their commutes

6. Which is indicated about the City Transit

Authority?
(A) Itis closing Woodland Station next.
(B) Itis providing bus service at no cost.
(C) lIthas serious passenger safety concerns.
(D)_ It has no plans for further upgrades.

164 I Chapter3 ——
Questions 8 - 10 refer to the following memo.

YourHomeDecorator.com W

To: AI YourHomeDecorator.com staff

From: Hector Contreras, [T Department Head
Re: New data center

As you may know, because of our company's rapid growth, we have been building a new data
center to host our intranet, databases, and business applications. [1] Today | am pleased to
announce that the facility will be up and running this Thursday, November 6. The superior
processing power of the new data center wilL greatly improve the performance, security, and
reliability of the website as well as our intranet. [2]

However, migrating all of our data to the new equipment wil involve briefly taking the entire

em
system offline. [5] The process wil begin on Thursday at 5:00 p.m., so employees (other than

kyrarssaaserasiiseseiElsemveven
[T staff) wil be free to leave work at that time. We are confident that we can finish the process
before 9:00 the following morning so that the workday can proceed as usual. However, we
Will notify you if that changes. lf you have any questions or concerns, please direct them to
me at hcontreras@&yourhome.com, or call extension 4846. [4]

8. What is the purpose of the memo? . 10, In which of the positions marked [1], [2], [3],
(A)_ To inform coworkers about a new data and [4] does the following sentence best
center and its effects belong?

(B)_ To notify customers of a disruption in “We have already notified our customers
service about this disruption”
(C) To invite coworkers and customers to a
special event
(D) To seek employee input on a data center Ó l
(D) [4

9. What will happen on Thursday, November 6?

(A)_ The company website will become
unavailable.
(B)_ The whole staff will visit the data center.
(C)_ The IT staff will meet with customers.
(D) IT employees will be allowed to leave
Wwork early.

Reading Practice | T165

Na n aaaanaanaaan
na .annna nan -aasaa-aaẹaaWaaawnannn
 Questions 11 - 15 refer to the following notice and e-mail.

**
NOTICE

Attention, dll staff members.

Sometime between Januory 10 and 25, there will be œ surprise inspection from the government
dgency thot is responsible for worker heclth and sofety. We must be ready dt any time for this visit.
We osk that dll emnployees moke sure to tidy up their stotions and to keep their sections of the
conveyor belt spotlessly cleon. Please olso moke sure thot dll clutter is cleared awoy from œround
dll machinery. lf you hove œny extrda ports that you ore hoording, pledse return unused and
unnecessory ports to the worehouse.

Thank you for your cooperotion.

To: Chris Horton, Production Manager <horton_c@sparks.com>

From: Greg Hamilton, Factory Floor Manager <hamilton_g®@sparks.com>
Subject: Upcoming inspection and productivity
Date: January 15

Dear Chris, vi,

Please be advised that, due to the upcoming surprise inspection, the floor staff has been
spending extra time cleaning. Because more tỉme is being spent on cleanup, productivity has =
dropped by 5%, and I predict that this will continue until after the inspection, which could still
be ten days away. I believe that January production quotas should be lowered in order to c
maintain the exceptional standard of safety that the staff has achieved so far. Once the
inspection is over, we can then return productivity back to the standards we are used to.

Regards,

Greg Hamilton
`

166 l' Chapter3

11, What is the notice mainly about? 14. What problem is the upcoming event
(A) A government meeting causing?
(B) A visit by a government official (A)_ Employees are working longer hours.
(C) A new cleaning crew (B)_ Workers are producing less.
(D) A production manager visit (C)_ Workstations are becoming messy.
(D)_ Staff members are being injured.

12. What are workers asked to do?

(A) Increase their productivity 15. What solution is offered?
(B) Help organize the warehouse (A) Improving standards of safety
(C)_ Clean up the air in the factory (B)_ Increasing the conveyor belt speed
(D) Keep their work areas clean and neat (C)_ Temporarily reducing quotas
(D)_ Requesting to postpone the inspection

13. What is implied about the inspection?

E 1o‡dpu2
(A) Ithad not occurred by January 15.
(B) lt was requested by Greg Hamilton.

Ra
(C) Itwill be rescheduled for later in the

¿ 3304|
year.
(D)_ Itwas completed and went badly.

UoIsuauaJduuo2 ÖuIppaqj

Reading Practice | T167

 Questions 16 - 20 refer to the following memo, partial agenda, and e-mail.

MEMO
Dote: Morch 1ó
RE: Travel expenses

A gredt dedl of employee trovel is scheduled for the coming weeks. Therefore, the qccounting
deportment would like to clarify compony policy regording reimbursement for hotel stays and per
diem.

Hotels: Our support stoff are instructed to book and pre-poy hotel rooms for employees within œ
stơndoơrd price limit, which depends on the city and the segson of travel. For example, the limit for
this month's MBA convention in Springfield is $200 per night. lf you wish to reserve more expensive
hotel, you must poy the difference yourself.

Per diem: Per diem is mednt to cover food ơnd other smoll expenses while traveling. lt is œ fixed
qmount pber day and vories qccording to the city. For one-doy trips with no overnight stoy,
employees receive 75% of the standord per diem. For example, here ore the per diem amounts for
d trip to Springfield:
Standơrd per diem: $80 ber day
One-doy trip (no overnight stoy): $ó0

lf you have any questions, pleqse don't hesitote to œsk.

Alana Cohill
Accounting Manoger

Špringfield MBA Convention, Morch 26-27

Cooper Expo Center, Springfield
AGENDA
Soturdoy, Morch 27

Time Location Session

9:00 a.m. - 10:30 a.m. Gold Room Legal Panel Discussion
10:45 a.m. - 12:00 p.m. Ballroom Bryan Dodge, “Reducing Risk”
9:00 a.m. — 12:00 p.m. Silver Room Kim Tompkins, “Recruiting the Best”
12:00 p.m. - 1:00 p.m. Dining Hall LUNCH
1:00 p.m. —- 3:00 p.m. Gold Room Sara Crowder, “Using Social Media”
3:30 p.m. - 6:30 p.m. Sky Bar Reception
6:30 p.m. —- 10:00 p.m. Ballroom Awards Banquet

168 I Chapter3
BH Ệ E-mail

To: Alana Cahill <cahill_a@emeo.eom>

From: | Sara Crowder <crowder_ s@emeco.com>

SubJect: | Convention

Date: | March 17

Hi, Alana.
There's been a slight change of plans.
night at the Springfield Airport Hotel.
meeting on Friday evening, so II just
cancel the hotel and change my ticket
return flight on the 27? I've checked,
I know you booked me for Friday and Saturday
But an important client is asking for an urgent
be flying in for Saturday”s sessions. Can you please
to the 6:45 a.m. departure and the 7:00 p.m.
and there are plenty of seats left on both.

~
TT
Sorry to cause you extra trouble.

BŸÑ
Thanks,

; xin:
Sara

oisuauaidiuo¬ ñuippax
16. What is the purpose of the memo? 19. Which event will Sara Crowder be unable to
(A) To provide information about a attend?
convenrion (A) The legal panel discussion
(B)_ To recommend accommodations to staff (B) The talk by Kim Tompkins
(C)_ To explain rules regarding money for (C) The reception
trips (D) The awards banquet
(D) To announce a change in payroll policy

20. What amount will Sara Crowder receive as a

1. In the memo, the word “varies”in paragraph 3, per diem?
line 2, is closest in meaning to (A) $60
(A) appears (B) $80
(B) equals (C) $Š160
(C) differs (D) $200
(D) increases

18. What is Alana Cahill asked to do?

(A) Cancel a Saturday appointment
(B)_ Book a new round-trip flight
(C) Reserve a different hotel
(D)_ Arrange a meeting with a client

Reading Practice I_ 169