BBA Sem- 2

Subject- ENGLISH

UNIT 3 Syllabus-
Business Communication:

Memorandum Writing
Notice, Agenda and Minutes
Writing Advertisements for: Rent, Sale, Situations Vacant

(A) Previous Years Questions:

(A)The General Manager JK Home Appliances, Nagpur, is worried about the non-availability of his
employees at their desks during duty hours. Draft a memo to be circulated among all the employees,
asking them to follow the office hours strictly and not to spend more than the allotted time on tea
and lunch.

OR
As the Manager of Satyam Software Ltd., Nagpur, write a memo for circulation among all
employees, announcing a change in the working hours and explaining the reasons for doing so.

(B)Write down the minutes of the monthly meeting of the Shree Co-operative Housing Society held
at 10 a.m. on Sunday, 19th March, 2017.
Assume the agenda to be as follows :
5.01Minutes of the previous meeting.
5.02President's Report.
5.03Appointment of a new Secretary.
5.04Solving complaints.
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5.05Discussion of new land acquisition with society members.

5.06Distribution of dividend on shares to society members.

OR
The Managing Director of Anand Super Bazaar has called a meeting of the Board Members to
find solution to the number of shop lifting incidents. Draft the notice and agenda.

(C)Write an advertisement copy for the post of a clerk in Vidyaniketan English Medium School,
Akola, to be published in the classified columns of a local daily.

OR
Write an advertisement copy for the sale of an old car, to be published in the classified columns
of a local daily.

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1. Memorandum Writing:

A note or record or document for future use, A written message in business.

A memo, or memorandum, is one of the most common forms of business communication. While there are
many types of business letter formats, the format of a memo is an entirely different thing. A salutation and
signature are no longer necessary, because the point is to convey needed information or communicate a call
to action as quickly and efficiently as possible. In business, the purpose of a memo is to provide or request
information from people within your organisation. It is important to carefully consider the key point of the
memo and who should receive it. A memo that is written clearly using a friendly and professional tone avoids
any opportunity for misinterpretation.

Structure of a memo
Part 1: HEADER

TO: provide the names and titles of everyone who will receive your memo

FROM: provide your complete name and title

DATE: provide the complete and accurate date – don’t forget to include the year

SUBJECT: provide a brief, yet specific description of what the memo is about

Part 2: MESSAGE

Introduction – explain the purpose

Body – addresses the information required

Conclusion – (Summary and possible recommendations)

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 Each paragraph contains one main idea or point.

 A paragraph can be one sentence long.
 Arrange points in a logical sequence.
 Your memos should be succinct, formal, clear, interesting and easy to read
 It should be logically organised, accurate, well-researched and informative
 Avoid using technical jargon and abbreviations that the recipient may not understand
 Avoid the use of slang, colloquialisms and contractions
 Use action verbs and an active voice to convey your confidence
 Highlight important points and reduce unnecessary wordiness with headings, sub-headings, bullet
points and numbered lists
 Check for correct grammar, spelling and punctuation

MEMORANDUM

To: All Staff

From: Tanya Smith, CEO

CC: HR Dept

Date: July 18, 2018

Subject: NewTech Software Issues

It has come to my attention that many employees are having trouble using our recently acquired NewTech
sales management software because it currently creates duplicate client entries. Some of you have stopped
using the system altogether. We want this software to help you do your jobs better, not to take up more time.
Therefore, it is fine to hold off using it until we resolve the technical issues with NewTech staff.

Sample Memo:

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2. Notice:
What is a notice?

A notice is a written or printed announcement (Example - a notice for sale). It is written in order to
inform a large number of people about something that has happened or is about to happen. It could
be an upcoming event, competition, Lost and found notice or just a piece of information to be
delivered to the targeted audience. It is generally written in a formal tone. Notices are factual and to-
the-point. The language used is simple and formal, not flowery. They are put up on display/notice
boards in schools or at public places.

Format:

Name of the issuing agency/authority

NOTICE
Date of issue/Release of the notice
Title/Subject of the Event
BODY/Matter
(Date/time/duration/Place/Venue)
Authorized signatory
(Name, Designation and signature)

OR

When: Day & time

Where: Venue (given in the question)
Matter: Use the information given in the question paper.
Special Instructions: If any
For further details: Contact details of person concerned
Distribution: all members concerned

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Ex. 1:

Meeting Notice

ROY COMPANY LTD.

Cloth Manufacturer and Seller Reg
Office: 46 Kamlapur Road, Nagpur

Date: 08.03.2020

Thursday, 10th Mar, 2020, 10.00am

Venue: Conference Hall

NOTICE is hereby given that the 25th Annual General Meeting of ROY CO. LTD. will be held on
Thursday, 10th Mar, 2020, 10.00am. in the company’s registered office at 46 Kamlapur Road,
Nagpur.

Any member who cannot attend the-meeting physically can appoint a proxy on his behalf. All
members are requested to attend the meeting on time.

By Order of the Board

MD. Jahangir
Secretary

Ex. 2:

Sardar Patel Vidyalaya, Lucknow

NOTICE

22nd September, 20xx

Change in School Timings

All students are hereby informed about a change in school timings from 1st October, 20xx. The
school will now start at 9 a.m. & end at 3 p.m. In the past few years, it has been seen that winters
are rather severe and it becomes quite difficult to start early due to the extreme cold weather and
the dense fog. So these new timings will be followed till further notice.

Principal

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3. Agenda:

A list of item which is to be in a meeting

An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the
call to order and ending with adjournment. It usually includes one or more specific items of business to be
acted upon. It may, but is not required to, include specific times for one or more activities. An agenda may
also be called a docket, schedule, or sequence. It may also contain a listing of an order of business.

Format:
Agenda

XYZ
Time: Particulars:
XX:XX call to order (formal opening of the meeting)

XX:XX Reading and finalizing previous minutes of the meeting

XX:XX abcabcabcabc

XX:XX abcabcabcabc
XX:XX abcabcabcabc
XX:XX abcabcabcabc
XX:XX abcabcabcabc
XX:XX Next meeting details and adjourn

Refreshment (if any)

Sample:

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4. Minutes of the meeting:

What are meeting minutes?

Meeting minutes, or MOM (for minutes of meeting) can be defined as the written record of
everything that's happened during a meeting. They're used to inform people who didn't attend the
meeting about what happened, or to keep track of what was decided during the meeting so that you
can revisit it and use it to inform future decisions.

It's important in meeting minutes to capture information such as:

 decisions made
 next steps
 action items and who is responsible

Format:

Date: Today's date

Attendees

 List of attendees

According to the Agenda

 Item 1 including key discussions, decisions made, next steps

 Item 2
 Item 3

Next steps

 List goes here in format: action item, responsible person, date

 Example: Brian to follow up to this group with a list of target companies by end of week

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Sample :

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5. Writing Advertisements for: Rent, Sale, Situations Vacant

Newspaper Advertising. Definition: Print ads that run in local or national, daily or weekly news
publications. Newspaper advertising has been around longer than any other form of advertising we see today
and is still the first kind of advertising that businesses think about doing.

Generally papers have three primary categories of newspaper ads to use when advertising. These types
include display or normal ads, inserts and classifieds.

Classified advertising is a form of advertising which is particularly common in newspapers, online and other
periodicals. They are written inside a box.

Sample:
Rent Ads: To Let

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Sale Ads:

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Situation Vacant:
Meaning- The part of a newspaper in which jobs are listed.
The name of the pages in a newspaper, on a website, etc. with job advertisements.

Format-
1. Always start with WANTED or REQUIRED
2. Name of the Organization
3. Number of vacancies
4. Age, gender of candidate required
5. Qualification/ experience required
6. Pay scale
7. Mode of applying- email, post etc
8. Contact address and phone numbers

Sample:

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