Task: Write a memo to your company staff. Ensure that your message is clear, concise, courteous and complete. Include in your memo:

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1 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 Tay 1

2 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) Copyright 2009 Terence Tay 2

3 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-aside 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: 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. Copyright 2009 Terence Tay 3

4 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. Copyright 2009 Terence Tay 4

5 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. Copyright 2009 Terence Tay 5

6 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 Figure A Percentage of Latecomers 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 Copyright 2009 Terence Tay 6

7 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 Figure A *Nearest MRT station: Orchard MRT Station Date : 3 December 2009 Venue : Orchard Parade Hotel Ballroom Time : 7 to 11 pm Copyright 2009 Terence Tay 7