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Published by: The Language Key Ltd Business English Training Consultants in Hong Kong since 1994

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2 Model Business Documents: Reference Collection

Table of Contents:

BUSINESS EMAIL ............................................................................................................................................................ 5

enquiring

replying to enquiries

requesting

replying to requests

informing / notifying

thanking

addressing problems and mistakes

confirming

clarifying

querying

reminding

advising, suggesting,

recommending arranging

offering

assuring

apologising

warning

ordering

giving good news / bad news

BUSINESS LETTERS .................................................................................................................................................... 96

complaining

replying to complaints

job application cover letters

resignations

references

letters of invitation, congratulation, thanks,

sympathy

ANOUNCEMENTS, NOTICES, CIRCULARS .............................................................................................................. 125

INSTRUCTIONS ........................................................................................................................................................... 137

BUSINESS REPORTS ................................................................................................................................................. 146

abstract

introduction

background

terms of reference

problem, purpose, scope

findings

conclusions and

recommendations

MEETING MINUTES ..................................................................................................................................................... 178

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BUSINESS EMAIL Business Email

giving negative news, advising

Subject: Complaint from Jenson Ltd Nancy I have just checked our records and I have found that Jenson Ltd's complaint is justified. I am afraid I was responsible for confusing his invoice with another one. I would advise you to apologise to him and tell him to ignore the invoice we sent him. I don't think that we should tell him that we are supplying another shop. I shall make sure that he gets a replacement invoice in the very near future. Regards Virginia






Business Email

customer service, giving advice, numbered list To: Catherine Jenkins From: Peter Toshack Subject: CTX7000 Laptop Computers Dear Ms Kwan I refer to your fax of 3 March 20xx, regarding the problems you were having with the laptop computers we supplied you. Since the machines are now out of guarantee, I can only offer the following advice which may help correct the problems: 1) Sticky keys may be the result of storing the laptops in a humid room. If this is the case, I would advise you to

use a dehumidifier in the room. This would also give greater protection to your other equipment. 2) If you are running a number of laptops or other computer equipment from the same electrical socket, this

might cause the overheating you described in your letter. For safety's sake, no more than two appliances should be run off a single electrical socket.

3) As far as the loud fan noise is concerned, this could be because the ventilation panels on the laptop are being blocked. In this case, you ought to ensure that there is plenty of space around the laptop when it is in use.

I hope that these measures will help correct the problems you have been experiencing. If not, please bring the laptops to our repair depot in the Lippo Centre. Best regards Peter Toshack Technical Support The PC Shack Ltd






Business Email apologising, arranging Subject: New Project Please forgive the delay in responding your letter of 19 December 20xx. My secretary has been on vacation and I've fallen behind with my correspondence. I have reviewed the material you sent me and can understand your enthusiasm for the project. The next step is for us to meet to explore the viable options. I would suggest that we try to arrange a meeting in the first week of January, as I will be going to Beijing on 10 January for a couple of weeks. Please would you call my secretary to arrange a time that would be convenient for you? I look forward to seeing you.






Business Email

request for refund, apologizing

From: Karen Wong

To: Jessica Lau

Subject: Refund Request

Dear Ms Lau Thank you for your email requesting a refund for the overshipment of order ref 12/06/04. We would like to inform you that your account has been credited to the amount of $350. We apologise for any inconvenience we have caused you. We look forward to serving you soon. Best regards Karen Wong Accounts Dept






Business Email

informing, giving bad news

Subject: Supplier in Hong Kong

Jim

Following our meeting last week, I am sorry to let you know that we‟ve decided to use another supplier.

Although the other supplier was slightly more costly, they were able to guarantee us shorter and more reliable delivery times. As you know, this was the main concern we had with your proposal.

If, however, you are able to resolve the problems you have with shipping from your China factory, we would be willing to consider you again in the future.

Thank you for your time.

Best regards

Jonathan Balick






Business Email

requesting a meeting, suggesting

Subject: Follow up to Monday's Demonstration at JVT PowerTools Bill Can we get together sometime later this week to discuss what we saw at JVT Powertools on Monday? We really ought to think about buying a batch of their K5 drills. What about Wednesday at 10? Also, as JVT were so hospitable to us when we visited them, perhaps it would be a good idea if we sent them a quick thank you letter, expressing our appreciation. Could you give me a call me if you can't make the Wednesday meeting? Regards Jack






Business Email

arranging a meeting Subject: iTutor E-Learning Software Dear Kevin Thank you for your continued interest in iTutor. We are happy that you would like us to demonstrate some of the advanced features of the software. And we are confident the software will meet your e-learning requirements. You mentioned that a good time to meet your team would be the week after next. I've checked with Peter Tong, our representative in Singapore, and he is available to meet you on Wednesday, 13 September. Would 10am be a convenient time for him to see you? I look forward to hearing from you. Regards Angela






Business Email

arranging a meeting Subject: iTutor E-Learning Software Dear Kevin Thank you for getting back to us on a time for the demonstration. I've checked with the IT team and 13 September is not convenient as the team will be conducting the monthly check on our IT systems. How about Thursday, 14 September at 10am? Could you come to the reception on the fourth floor? Please let me know if this arrangement is convenient for you. Regards Angela






Business Email

thanking, arranging a meeting TO: Jim Chan (Photocopier Express) FROM: William Chiang (K2 Motors Ltd) SUBJECT: Photocopiers Dear Jim Thank you for sending me your brochure and pricing plan. I have read through everything and feel that the mid-priced range of Zerox copiers best suits our needs and budget. We would welcome a demonstration of the Zerox models ZX15, ZX16, and ZX17 at your showroom. I am available to come to your office on any afternoon next week. Thursday afternoon is probably best for me though. How about Thursday at 3pm? Please would you confirm if one of your sales staff is available at this time. I look forward to hearing from you. Regards William






Business Email

arranging a meeting TO: William Chiang (K2 Motors Ltd) FROM: Jim Chan (Photocopier Express) SUBJECT: Photocopiers Dear William Thank you for getting back to us. I‟m pleased that you would like a demonstration of our copiers. On Thursday afternoon next week, all our sales staff are busy giving demonstrations. You mentioned that any afternoon next week would be convenient for you. Could you make Friday afternoon at 2.30pm? The demonstration will take no longer than 45 minutes of your time. I look forward to meeting you. Best regards






Business Email

thanking, arranging a meeting TO: William Chiang (K2 Motors Ltd) FROM: Jim Chan (Photocopier Express) SUBJECT: Photocopiers Dear Mr Chiang Thank you for expressing an interest in our range of photocopiers. I have attached our brochure, which will full details of all our models, and our price plan. I am sure you will find a photocopier which suits your needs and budget. Could we arrange a time for one of our representatives to demonstrate one of more of the photocopiers for you at our showroom in Causeway Bay? We‟d also like to explain the differences between the various pricing plans. When would it be convenient for you to visit our showroom? In the meantime, if you have any questions, please call me on 2617 3782. I look forward to hearing from you. Best regards Jim Chan






Business Email

asking for clarification

Subject: Accounting for Non-Financial Managers Presentation James I‟d just like to clarify a few points about the presentation you‟d like me to give on “Accounting for Non-Financial Managers” on 1 November. First, can you clarify whether the attendees have any financial management experience? Second, can you confirm that the maximum number of attendees will be 10? And finally, can you clarify how long the presentation should last and whether we should include a question and answer session? As time is short, I‟d appreciate it if you could get back to me on these points as soon as possible. Best regards Nancy






Business Email

asking for clarification Subject: Applications for Casual Leave Camen I'd like you to clarify some issues regarding applications for casual leave. Do we need to give at least 14 days notice for casual leave, and should we hand in the casual leave form to you or your secretary? Also could you clarify if there are any times of the year when we are not permitted to take any casual year? I'd be grateful if you could clarify these points in the next couple of days. Best regards Jane






Business Email

asking for clarification SUBJECT: Hiring of Temporary Staff Ellen I'm a little confused about the procedure for hiring temporary staff. Are you saying that we need to go through an agency to do this? And what do you mean by "final approval by HR"? Could you clarify the above points as soon as possible? I look forward to hearing from you. Regards Kim






Business Email

confirming a meeting time and place TO: Jim Chan (Photocopier Express) FROM: William Chiang (K2 Motors Ltd) SUBJECT: Photocopiers Dear Jim Thank you for your response. Yes, next Friday afternoon at 2.30pm suits me fine. Can you just confirm that the address of your showroom is 24 Market Street, Causeway Bay? I look forward to the demonstration. Best regards William






Business Email attaching, informing, requesting Subject: Signature Verification Training Programme We have attached an email from the Bills Department (see Attachment I) regarding the above training programme. We have scheduled the programme to be held on 25 August 20xx. Please would you confirm before 21 August 20xx whether the nominees meet the necessary requirements as stipulated by the Joint Division Committee on 7 May 2003 (see attachment)? If you have any queries, please feel free to contact me on 2760 9632.






Business Email

order cancellation, asking for confirmation

From: Pedro Nadal

To: Roger Murray

Subject: Order Cancellation

Dear Mr Murray Thank you for your email informing me of a three week delay in the fulfilment of my order, ref JK / 209. Unfortunately, I am unable to wait any longer for the arrival of the goods. Please cancel my order. Please could you send me confirmation that you have cancelled my order? Pedro Nadal






Business Email

order cancellation

From: Miguel Renaldo

To: Gayle Johnston

Subject: Order Reference 74589G

Dear Mr Johnston I am writing to you regarding the order we placed on 1 February. We have received some of the items we ordered from you, but notice that some items are out of stock. Please cancel our order for the out-of-stock goods and adjust our invoice accordingly for the goods received. I look forward to receiving the revised invoice. Yours sincerely Miguel Renaldo






Business Email complaining, demanding action

From: Roger Bannister To: Henry Obama Subject: Comas Development Apartments Dear Henry As someone who has worked with you for over 12 years, we were very disappointed to see the work that you did on one of the apartments subcontracted to you in the Comas development. As our verbal agreement stipulated, we expected five black Armoire units to be installed in the master bedroom, but instead, we found that three white particle-board desks were put in. I am sure that you would agree that a communication problem exists. We would like you to send out a team to take out the white desks and put the black armoire units in immediately. Alternatively, could you provide us with a refund? Regards Roger






Business Email confirming TO: John Cho FROM: Peggie Wu SUBJECT: Cover During my Annual Leave I would just like to confirm that I will be on my annual leave from 23 January to 2 February 20xx. I appreciate your covering for me during my absence. I have informed all my colleagues that you will be taking over my responsibilities during this time and that they should provide you with any assistance you need. Apart from the daily routine work, there are some pending cases which I would like you to handle. I have updated the status of all the pending cases in our Credit Administration system. My colleague, Ms Kitty Wong, keeps all the pending files. If you would like to have any file, please contact her on 2783 8278. You should issue the Security Compliance Certificate only when the relationship manager of our business unit urgently requests a file. You can leave all the other files for me to deal with when I return. If you have any major problems and urgently need to contact me, you can reach me on 9384 8298.






Business Email confirming, requesting Subject: SSKE/ST – Spare Parts Thank you for your fax of 12 May 20xx regarding the above parts. We can confirm that the L/C amount is DM388,139.40 and that the remaining FOB cost of DM9,003.74 was settled under your invoice 3728/EY/01. We expect the L/C to reach you in the next two or three days. In the meantime, could you let us know when you will deliver the parts to us and fax us a copy of the packing list? Since the contract has now been completed, could you please prepare a statement of final accounts based on our contract value?






Business Email

confirming a meeting time and place

Subject: Meeting on 12 September Dear Janice I would just like to confirm the details of the meeting that we arranged today. My colleague, Ruth Palmer, will meet you at your office on 12 September at 3.30 pm. In case you need to contact Ruth, you can reach her on 947858493. Best regards Susan






Business Email

confirming order, giving details

From: Keith Jolsen

To: Jake Adams

Subject: Order Confirmation

Dear Mr Adams Following our telephone conversation this morning, I am happy to confirm my order. The details are as follows: 1500 x Unit 05 @ US$ 10.00 1000 x Unit 09 @ US$ 5.00 I look forward to receiving your invoice, which I understand will be subject to a 5% discount. Best regards Keith Jolsen






Business Email

confirming an order, confirming delivery

Subject: Order for Computer Equipment Dear Mr Jeffries This is to confirm your order for computer equipment placed by phone on 22 October. The details of your order are as follows:

6 x 19” LCD Sony Monitor @ $192 each

4 x JCX9 Laser Printers @ $150 each

Total cost: $1,772 We will invoice you separately for this order. I‟d like to confirm that we will deliver these items to you on 26 October between 1 and 5 pm. If you have any questions regarding your order, please call us on 2516 3823. Best regards Jack






Business Email referencing, informing From: Darren Traube To: Hayden Horowitz Subject: Order Ref. No. 856 Dear Mr Horowitz With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe, Order Ref. No. 856. We will deliver the order to your premises on 14 August. If you have any questions regarding the order, please call us. Best regards Darren Traube






Business Email:

confirming a meeting time and place TO: William Chiang (K2 Motors Ltd) FROM: Jim Chan (Photocopier Express) SUBJECT: Photocopiers Dear William Thank you for finalising the demonstration time. Just to confirm, you‟ll come to our showroom at 24 Market Street, Causeway Bay on Friday, 25 November at 2.30pm. Philip Chui will be giving the demonstration of the ZX15, ZX16, and ZX17 Zerox copiers. We look forward to seeing you next week. Best regards Jim Chan






Business Email

confirming

From : David Wong

To : Siu-Mei Chow

Subject : Wong & Co Property Meeting

Dear Siu Mei

Thank you very much for your email of 25 February, enquiring about my attendance at the property meeting next week

with Wong & Co.

I can confirm that I‟ll be there. Furthermore, as you requested, I‟ll email you later today a list of my suggestions that I

believe we should raise at the meeting.

If you‟d like any more information, please feel free to contact me directly on 2143 3576.

Best regards

David Wong

Senior Property Agent

Wilson and Peacock Property Ltd

Tel: 2894 5043

Fax: 2758 3950






Business Email

enquiring Subject: Flash Software Naomi Could you tell me if you have anyone in your department who is familiar with Flash software? We'd like to make some minor changes to a file. I hope to hear from you soon. Regards John






Business Email

enquiring, asking for confirmation Subject: Invoice #64783 Dear Jenny I am writing in connection with the invoice (#64783) which you emailed me yesterday. I'd just like to know if the client is aware of the 'extra charges' you have applied to his account. Could you also tell me if the client is entitled to a 15% discount? I believe this size of discount only applied to customers who had been with us for more than three years. Please would you confirm these issues as soon as possible? Regards John






Business Email

enquiring Subject: June Hoi Dear John I‟m writing in connection with a recent customer complaint about one of your tellers, June Hoi. The complaint letter is attached for your reference. Could you tell me what you know of the incident described? I‟d also like to know if Ms Hoi has been involved in any similar incidents in the past and if so, what action you have taken. Could you please let me have this information on Ms Hoi by 31 September? I look forward to hearing from you. Best regards Janice Leung Personnel Manager






Business Email

enquiring Subject: Local Language Consultants Hi Lucy I‟m just enquiring whether you have any information on local language consultants. We‟re looking to provide staff with English language training later this year. Also, could you tell me which criteria are used to judge the suitability of a consultant? I know you have a lot of experience in this field and will be able to help me with this. Would you be able to let me have this information by the end of the week? Thanks George






Business Email

enquiring Subject: Lunch on Wednesday Jack I just wanted to ask if you were free to join Kevin McCloud and myself for lunch this coming Wednesday. It might be a good opportunity for you to bring up that proposal you mentioned to me last week. If you can make it, can you let me know? Thanks George






Business Email informing, outlining policy

TO: John Denilson

FROM: Tyrone Power

SUBJECT: Policy on Flexible Lunch Hours

John

Thank you for your note of 12 March 20xx regarding the above policy.

We are pleased to inform you that our members have offered a 10% corporate discount to the staff of participating companies who eat in our members‟ restaurants outside peak hours (12.30 – 1.30 p.m. and 7.00 – 10.00 p.m.)

All participating companies will receive VIP cards and a list of our members‟ restaurants. Using a VIP card before paying a bill, staff will gain a special discount.

All our members‟ restaurants will be displayed on a large sample of the card in their windows so that staff will know where to go.

If you have any questions, please feel free to call me on 2695 4996.

Regards

Tyrone






Business Email informing, instructing, suggesting TO: Jack Ng, Purchasing Officer FROM: Peter Jones, Office Manager SUBJECT: Purchase of New Air-Conditioning System Please note that we now have approval to purchase a new air-conditioning system for our offices. I would like you to approach three companies, details of which are attached, in order to obtain the technical specifications of the systems suitable for our needs. Please ensure that the systems you look at have a long guarantee and come with on-site maintenance. I would suggest that you speak to Jill Wong, our Maintenance Officer, and ask her for details of the floor space area of each of our offices. Lastly, we need the new system installed as soon as possible so as to avoid interruptions during February, our busy season. So, could you make sure that the system is installed by the end of January at the latest?






Business Email

enquiring, requesting Subject: Quality Control Workshop Dear Helen I am writing to enquire whether your company could offer a workshop on Quality Control for our managers. The Quality Control training workshop (Ref.: QC 104) detailed in your corporate brochure might be suitable for us. I would like to know if it is possible for you to offer a 3-day training workshop starting before October 20xx, for a group of 10. In addition, could you send us some background information about the trainer you would use to conduct the workshop? I am looking forward to hearing from you. Best regards Samantha Rogers






Business Email

job hunting, enquiring, attaching Subject: Vacancies Dear Mr Turner I am writing to ask if you have any vacancies in your sales department. I have just graduated from Hong Kong University with a degree in marketing and would like to gain some experience in an entry level position. I have attached my CV for your reference. I look forward to hearing from you. Kind regards Thomas Lambert






Business Email informing, giving bad news

To: Mr. Raymond Autry, Executive Vice President, Higher Education Sales

From: Mr. Mack Chen, Sales Rep, Higher Education Sales

Subject: 20xx Software Renewals

Representatives of the seven top universities in the U.K. have contacted me regarding their software renewals. They have rejected our recent proposal and are insisting on a 20% reduction in license pricing this year vs. last year.

The proposal we submitted included a 10% increase. Historically, this is a fairly standard increase. We have enjoyed this large increase and significant contribution to our bottom line every year for the past six years. This is due to a number of factors:

Inflation has been running a bit high, so the universities accepted our need for the increase

Enrollments at the universities have been up which gave them higher profits

Product enhancements have been extensive in each of the last six years

This year, however, inflation is less than the historical average, enrollment is down at most universities, and the preliminary professional reviews of our new product have been unexciting. Not one reviewer has noted any substantial improvement in our newest version.

I believe we can negotiate an increase, rather than a decrease, but it will be very small. I will ask our marketing staff to enhance the descriptions of this year‟s improvements and contact each of the university representatives personally over the next few days. We still have time to negotiate with them before the August 31 license expiration date.






Business Email


Subject: Annual Leave Application

Dear Jason

I am sorry to inform you that your application for annual leave from 3 to 16 September has been turned down.

This period in September is our busiest time of the year and we need the support of all our staff. Therefore, no staff will be allowed to take their annual leave during this period.

I hope you understand our situation.

Best regards

David Stewart






Business Email


Subject: Application for Sales Manager

Dear Robert

I regret to inform you that your internal application for the position of Sales Manager has not been successful.

We felt that although you have performed exceptional well over the past year, you still lack experience in handling larger, more complex accounts.

In view of this, we have decided to recruit someone externally.

With immediate effect, however, we would like to offer you a 10% rise in your basic salary and increase your commission rate to 2.7%.

We hope this will encourage you to remain with the company.

Best regards

Julie Simpson






Business Email giving bad news, giving reasons

From: Keith Lovell (Personnel Manager) To: George Boatang Subject: Termination of Contract Dear George As you know, local business has been hit hard by the recession. Despite a 40 percent decline in our business, Perry‟s Packaging has tried hard to retain all personnel during this difficult period. Because of another recent downturn in business, we find that some layoffs have become necessary if the company is to remain solvent. The layoffs were determined strictly by seniority. As you have low seniority, George, we have no choice but to lay you off. Your work has been excellent, and the layoff is not a reflection of your abilities. If the market improves soon, you can be sure that we will notify you. We will be glad to have you back at Perry‟s as soon as possible. Best regards Keith Lovell






Business Email

informing, notifying

Subject: Annual Leave Dates

Dear Kim

I would just like to let you know that I‟ll be on annual leave from 12 to 24 July.

During my absence, Paula Yu will be handling my duties. If you have any queries regarding any of the accounts I handle, please contact Paula during this period.

In case of an emergency, you can reach me on 947858938.

Regards

Jessie






Business Email


Subject: Benson Trading Ltd

David

I am pleased to inform you that Bill Granger of Benson Trading Ltd has chosen us as their main supplier in Singapore.

In order to secure their business, however, I had to agree to a 10% discount on our normal prices.

After talking to Bill this morning, I estimate that orders from Benson should be in the region of $1.3 million per quarter. This volume of business will ensure that we still make a substantial profit.

I‟ll see you at the meeting this afternoon.

Regards

Tom






Business Email

informing, requesting

From: Jack Pallance To: Tom Hankins Subject: Nortech Ltd - Deposit A/C No. 084-000-1111-3 Tom We would like to inform you that we have now approved a banking facility for the above customer. However, one of the terms of the facility is that we are to hold funds over the above deposit. Following a recent review of the account title in our system, we note that the title of the above customer has changed to Nortech Ltd from Nortech. We would appreciate it if you could let us know immediately in future of any changes to the account titles of customers. Regards Jack






Business Email


Subject: Business Writing Skills Courses

All Staff

Please note that we will be conducting a number of business writing skills courses in-house over the next year.

The details of the first round of courses are as follows:

Course Title: Business Writing Skills

Levels: 1, 2 and 3

Date: 5 August to 17 September

Time: Monday and Thursday Evenings, 7 to 9 p.m.

If you would like to enroll on a course, you will first need to take an assessment test to determine your English level with regards to writing. We will hold a testing session on 12 July at 6 pm in Conference Room 2. The test will take no longer than 60 minutes to complete.

If you would like to enroll on a course, please complete the attached form and return it to me by 3 July.

I hope that many of you will take this opportunity to brush up on your writing skills.

Regards

Jane Hampton TRAINING MANAGER






Business Email Informing

Subject: Storage of Old Documents This is to inform you that the old documents from the Mechanical Equipment Division are now stored at our Wong Chuk Hang godown. A list of all the documents stored at the godown is available in the company‟s intranet site under „Administration Facilities‟. If you would like a copy of any documents, please contact Patricia Tse on 2516 2617 or email [email protected].






Business Email


Subject: Keynote Speakers

Hi Kerry

I'm pleased to let you know that all the keynote speakers you suggested have agreed to speak at the conference.

This is excellent news as it shows that the theme of the conference as well as the connection to our company are considered important to the most respected names in this field of commerce.

I'll keep you posted on any further developments.

Regards

Chris






Business Email

Informing, notifying

Subject: Office Renovation

Dear Roger

Thank you for meeting me yesterday to discuss our requirements for the office renovation. I would just like to inform you that the work schedule will need to be postponed by one week due to internal reasons.

Please also note that all your workers will need to be issued with security passes before they can enter our premises. Could you contact me on 2647 4783 to arrange this?

If you have any queries, please let me know.

Regards

Sam Davis






Business Email

informing, requesting

Subject: Price of Building Materials

Susan

I would just like to let you know that we have still not received the figures from the supplier regarding the increase in the price of building materials.

Could you please chase this up and get those figures to me as soon as possible?

I look forward to hearing from you.

Regards

Jeff






Business Email

informing, notifying, requesting

Subject: Stationery Supplies

Hi Susan

I'd just like to let you know that the stationery supplies you ordered last week have arrived.

Your order details are as follows:

A4 paper: 20 reams

DVD RW: 10 cases

Lever arch files: 25

Stapes: 10 packs

Correction fluid: 15 bottles

Please could you collect your order from the supplies room on the 2/F?

If anything is missing from your order, please let me know as soon as possible.

Regards

Kate






Business Email

placing an order, enclosing

From: Ken Smith

To: Jackson Lay

Subject: Your Order

Dear Mr Lay Thank you for sending me your catalogue. I would like to order the following items:

2 Ladies Mountain Bikes (Item no: LL0129) £500

2 Child Safety Seats (Item no: LJ 9825) £80

Total: £580 I have mailed you a cheque for £600 which includes the packaging and postal costs. Best regards Ken Smith






Business Email querying

Subject: Filtronic Project I have a query about the documents you have recently sent us concerning the above project: Does the power door include two sets of pull cords? In addition, can you omit the second paragraph from the Certificate of Quality? Everything else is fine, but I would appreciate it if you could check over the documents one last time and inform me of any errors.






Business Email reassuring

Subject: PlutonX Series Computer I understand that the PlutonX Series computer we delivered last week has a few problems. I‟m writing to reassure you that I am personally involved, and that you will be hearing from our maintenance team within five days. They will either repair your desktop computer on site or replace it – whichever you prefer. I promised you when you bought this computer that your satisfaction was our main concern. Now I have a chance to prove my integrity and the sincerity of our company. I assure you that within two weeks the matter will be settled to your satisfaction.






Business Email insurance, reporting, recommending

From: Trevor Noon

To: Angelina Duncan

Subject: Accidental Lapse of Customer Policy

Last week I discovered that one of our office staff accidentally allowed a customer‟s term life insurance policy to lapse. This customer purchased the term life policy under our option to convert it to a whole term life insurance policy within three months.

Under our current regulations, the customer must reapply for the whole term policy and has to undergo a physical examination again. However, the policy lapse is our error, not the customer‟s.

I recommend waiving the requirements for a further application and for a physical examination in this customer‟s case. As Mutual Life made the mistake, I believe we should bear the consequences.

Please let me know your decision on this matter as soon as possible.

Regards

Trevor






Business Email reporting, recommending

Subject: Personal Installment Loan No. 74893928

Bill

I refer to your email of 8 February 20xx requesting the collection of a long outstanding amount of HK$848.40.

The borrower was successfully contacted and documentary proof was sent to him later. Then, collection calls were made but the borrower denied his liability. He said that he had settled this amount on 17 November 20xx.

In view of the small amount involved and the negative response of the borrower, it is recommended that our bank absorb this amount.

Regards

Tom






Business Email

recommending

From: John Jiang (Department Head) To: River Wang (Line Manager) Subject: Promotion for James Ng River I recommend that James Ng be promoted to Supervisor, Level 1. He is currently Supervisor, Level 2, a position he has held for three years. In his present position, James is responsible for overseeing the completion of the Hewitt Project. I am pleased not only with the technical skills he has acquired, but also with his attitude: he volunteers for work and he is taking evening courses to increase his knowledge. The promotion would increase his salary from HK$16,000 to HK$19,000 per month. Regards John






Business Email

reminding From: Tracy Kwok (IT Manager) To: All Staff Subject: Computers Down Today at 4pm Dear All We would just like to remind you that the computers will go down at 4 p.m. today for testing. Please can you be sure to log off before 4 p.m. The computers will be back up in the morning. Please feel free to email me if you have any questions. Regards Tracy






Business Email

informing, reminding, apologising

From: Danny Horowitz (Maintenance Manager)

To: All Staff

Subject: Temporary Suspension of Electricity Supply to Offices

Dear All

So that we can run a complete check on our electrical and mechanical systems, we will be temporarily suspending the power supply to our offices on 29 May between 6 p.m. and 10 p.m.

During the power suspension period, the telephone system and LANs serving all floors will also be affected.

We would like to remind you to take the following measures during this period:

1. Liaise with your maintenance contractor to temporarily suspend the security alarm and fire alarm systems. This will ensure that they will not be set off when the power supply is interrupted;

2. Ensure that all incoming faxes and data transmissions can be stored and your computer data is saved.

We apologise for such short notice but hope you appreciate the need for the suspension.

Regards

Danny






Business Email

warning, reminding

FROM: Alex Chiu, The Chairman

TO: All Staff

SUBJECT: Use of Stationery

Dear All

It has been brought to my attention that the company‟s monthly stationery bill has been running 20% higher than for

the same period last year.

May I remind staff that, due to the company‟s present financial difficulties, we need to keep costs to a minimum.

Stationery is one area where we need to exercise vigilance.

Furthermore, if you regularly work from home, please try to remember to return equipment that you may use such as

calculators, staplers, etc.

Your cooperation would be appreciated.

Best regards

The Chairman






Business Email replying to an enquiry, informing

TO: Kenji Yokohama (Purchasing Manager)

FROM: Benson Kong (Sales Manager)

SUBJECT: Children‟s Paints

Dear Mr Yokohama

Further to your fax of 21 March 20xx concerning our range of children‟s paints, the answers to your questions are as follows:

1. All our products comply with worldwide safety standards. The paints are non-toxic and washable. The children‟s range consists of a paint box with six colours, a paintbrush, and leaflets in Japanese and English.

2. The average delivery time for orders to Japan over HK$80,000 is two weeks. We rely on a very efficient local sea-freight company. We also take care of insurance and export documentation.

3. The level of discount we offer depends on the size of orders and their regularity. I would be happy to talk to you about this.

4. Goods can be paid for in Hong Kong or US dollars, and we offer flexible credit arrangements, so I am sure we could agree on suitable credit terms.

Please feel free to contact me if you have any further questions. I look forward to hearing from you soon.

Best regards

Benson Kong






Business Email

responding to a request, informing, requesting

To: Jenny Schmit

From: Henry Brooke

Subject: AS/400 E35 (Kodak Imagelink) User ID Request

Jenny

Further to your email of 9 November 20xx, we would like to let you know that we have carried out your request.

The temporary log in Password and User ID are attached.

Please could you distribute the Password and User ID to the users as soon as possible?

We would also be grateful if you could confirm that you have received the User ID and temporary Password by return email. They will only become effective after we receive your confirmation.

Regards

Henry






Business Email replying to a complaint, informing, reporting, assuring

TO: Pauline Jones (Head of IT Department)

FROM: William Tannin (Head of Sales Department)

SUBJECT: Customer Refunds

Pauline

I have corrected the computer programming error that has caused repeated delays with customer refunds over the past two months.

Refunds can now be processed within three hours from the time we receive the paperwork from your department. This will eliminate any delay in issuing refund cheques to customers.

The error was traced to a faulty programming command embedded in the system which made it difficult to correct. Please accept my apologies for the inconvenience this problem has caused you and your staff. I realise that your department has had to deal with many angry customers.

We have instituted new safeguards against such an error occurring again. I hope that with renewed co-operation and goodwill between our departments we can provide even better service to our customers.

Best regards






Business Email

replying to a complaint, apologizing, informing, thanking

From: Ken Bates (HiTower Electronics) To: Lionel Tong (Resus Instruments) Subject: Excess Merchandise Dear Mr Granger Please accept our apologies for having shipped merchandise in excess of your purchase order. We have made an adjustment to your account to reflect this error and have arranged for PK Transport Ltd to pick up the excess merchandise on 10 April. We are sorry for the inconvenience this has caused you and appreciate your cooperation and understanding in this matter. Thank you for your recent order. Best regards Ken Bates






Business Email reply to complaint, apologizing, expressing certain future action

From: Henry Obama To: Roger Bannister Subject: Furniture Replacement Dear Roger I was very sorry to read your fax od 10 July dealing with the issue of incorrect furnishings in one of your apartments. As someone who values your business, I already put a plan in motion to fix the problem. My warehouse manager and a team will be at the site on 19 July to take out the white desks and replace them with the black armoire units, free of charge. Also, we will deduct another 10 percent from the bill for the misunderstanding. We sincerely apologise for any inconvenience caused. Regards Henry






Business Email replying to a complaint, addressing problems and mistakes, apologising

From: Susan Yu To: Jenny Tam Subject: IT Project Dear Jenny Thank you for letting me know about the delay to your IT project. This morning I spoke to Jason, head of the IT team, and he told me that they had underestimated the amount of time it would take to complete your project. He mentioned that you changed the specs slightly last month and this is the main cause of the delay. Please accept my apologies for this. Jason assures me that his team are putting in overtime all this week to complete your project by Friday, 10 February. I hope you haven‟t been too inconvenienced. Best regards Susan Yu







From: Ross Cheong To: John Lee Subject: Late Delivery of Order No. 39587 Dear Mr Lee Thank you for your fax of 16 July regarding the delay in delivery of your order for electronic components. I appreciate your bringing this matter to my attention. I have checked the matter with our distribution officer who informed me that we have been experiencing a number of problems with the new transport company. I am afraid that the delay in delivery was due to their unreliability. I really must apologize for the inconvenience you have been caused. I assure you of a more reliable delivery service in the future. Meanwhile, I can arrange for the overdue order to be delivered to your factory by messenger within two days. If this arrangement is acceptable to you, please contact me as soon as possible. Best regards Ross Cheong







From: Paula Yates To: Tim Jennings Subject: New Software Dear Tim Thank you for informing me about the problems you‟ve been experiencing with the software we created for you last month. I‟ve spoken with the chief programmer and he‟s informed me that a number of bugs have been discovered. I really must apologise for not spotting the problems before we gave you the software. The chief programmer has assured me that all bugs will have been fixed by the end of this week. He will then create a new download link for you. Once again please accept my apologies for any inconvenience caused. Best regards Paul







From: Paula Yates To: Tim Jennings Subject: New Software Dear Tim Thank you for informing me about the problems you‟ve been experiencing with the software we created for you last month. I‟ve spoken with the chief programmer and he‟s informed me that a number of bugs have been discovered. I really must apologise for not spotting the problems before we gave you the software. The chief programmer has assured me that all bugs will have been fixed by the end of this week. He will then create a new download link for you. Once again please accept my apologies for any inconvenience caused. Best regards Paul







From: Steven Morrison

To: Tom Daly

Subject: Quotation

Dear Tom We appreciate your informing us about the errors in the quotation relating to the price of the building materials. Thank you for bringing this matter to our attention. I have spoken to the building materials supplier and the manager has informed me that his assistant typed in the wrong prices for the materials. His assistant was referring to their old price list which didn't include the new discounts. I would like to apologise for the error and would like to assure you that it was an honest mistake. The building materials supplier manager is now revising the quotation and will fax it to you this afternoon. Thank you once again for bringing this to our attention. We hope that you have not been too inconvenienced. Best regards Steven Morrison






Business Email

reply to a letter of complaint, apologizing, reminding, informing

Subject: Shipment of Glass Crystal Dear Mr Frampton I have just received your fax of 24 February 20xx concerning the damaged shipment you received through Green Tree Freight. I regret the inconvenience that this has caused you. From your account of the problem, I am quite sure that your request for HK$15,740 compensation for the damage to the two crates of glass crystal will be granted. A certain amount of breakage of this sort sometimes occurs in cross-country shipping. I must remind you to keep the damaged crates in the same condition in which you received them until one of our representatives can inspect them. That inspection should take place within two weeks. If all is in order, as it sounds to be in your fax, you can expect the full reimbursement within two weeks of our representative‟s inspection. I hope this unfortunate accident will not keep you from having merchandise shipped by Green Tree Freight in the future. Yours sincerely Keith Willows






Business Email replying to an enquiry, informing

TO: Kenji Yokohama (Purchasing Manager)

FROM: Benson Kong (Sales Manager)

SUBJECT: Children‟s Paints

Dear Mr Yokohama

Further to your fax of 21 March 20xx concerning our range of children‟s paints, the answers to your questions are as follows:

1. All our products comply with worldwide safety standards. The paints are non-toxic and washable. The children‟s range consists of a paint box with six colours, a paintbrush, and leaflets in Japanese and English.

2. The average delivery time for orders to Japan over HK$80,000 is two weeks. We rely on a very efficient local sea-freight company. We also take care of insurance and export documentation.

3. The level of discount we offer depends on the size of orders and their regularity. I would be happy to talk to you about this.

4. Goods can be paid for in Hong Kong or US dollars, and we offer flexible credit arrangements, so I am sure we could agree on suitable credit terms.

Please feel free to contact me if you have any further questions. I look forward to hearing from you soon.

Best regards

Benson Kong






Business Email

replying to an enquiry, informing, making arrangements Subject: iTutor E-Learning Software Dear Angela Thank you for your interest in iTutor E-Learning Software. From your enquiry email, you asked if iTutor is suitable for creating interactive simulations of complex processes. The short answer is 'Yes.' iTutor is a powerful authoring program which has a number of very interesting features which we'd like to show you in person. Could we arrange a time for one of representatives to demonstrate and explain the advantages of using iTutor over other similar software programs? I would be grateful if you could let me have your availability over the coming weeks. The demonstration will take up no more than 30 minutes of your time. I look forward to hearing from you. Regards






Business Email

replying to an enquiry, offering

From: Kerry Catona

To: George Rosenthal

Subject: Zenon Software Systems Ltd

Dear Mr Rosentham

Thank you for your enquiry about our software systems.

Zenon Software Systems Ltd is one of the best-known software companies in Asia, marketing high-resolution graphics applications.

In March 20xx, our Sales Executives will be visiting the United Kingdom.

We would be pleased to offer you a demonstration of our systems any time during the week of 20 to 24 March.

Please could you let us know when it would be convenient for us to visit you?

We look forward to hearing from you.

Best regards

Kerry Catona






Business Email

training, human resources, enclosing, informing, requesting

From: Christine Uhura To: Jason Dodds Subject: Overseas Trainee Placement Scheme Jason As you requested, I have enclosed a copy of the scheduled programme for the Trainee Initiation Week. It will be held from 29 August to 4 September 20xx. Following your secretary‟s telephone call, I have set aside a session for you to speak to the participants. I have scheduled this for Monday 23 August, starting at 3.00 p.m. I am now completing the final arrangements for the week. Accordingly, I would be grateful if you could confirm that the proposed time on Monday is convenient for you. In addition, I would appreciate it if I could receive any comments you may have concerning the programme by Friday of this week, if possible. Regards Christina






Business Email replying to a request

From: Susan George To: Jennifer Garner Subject: Project Schedule Meeting Jennifer I refer to your email requesting that your weekly Project Schedule meeting be moved from 9 a.m. to 10 a.m. This request is satisfactory providing it is approved by management. Management usually doesn't have a problem with individual time changes for meetings, as long as meeting minutes are handed in by midday to Amy. I have asked Cathy if she thinks this would be a problem and she said 'no', so all we need to do now is get approval from Steve. Best regards Susan






Business Email replying to enquiry, attaching From: Drew Carpenter To: Gregory Seigal Subject: Request for Brochure Dear Ms Chiang I have received your email of 26 November requesting a copy of our corporate brochure. As you requested, I have attached our brochure, together with our current price list. If you would like any further information, please contact us. Regards Drew Carpenter






Business Email

requesting price list

From: Bill Evans To: Language Associates Ltd Subject: Brochure and Price List Request Dear Sir I would be grateful if you could send us your brochure and price list of your translation services. We are currently developing our sales literature and websites and are interested in translating this into five languages apart from English. Our mailing address is: Burnham Electronics Suite 5 Felinstine Building 5 Corporate Way Rochester 77583 I look forward to hearing from you soon. Best regards Bill Evans






Business Email attaching, requesting

From: Kelly Ho

To: Jennifer Tam

Subject: 2003/04 Budget & 2004/05 – 2006/07 Budget Projections

Jennifer

I have attached the Engineering Department‟s schedules, so you can prepare the 2008/09 budget and 2009/10 to 2011/12 budget projections. These should be submitted to the HKSAR Government in May 2009.

Please could you fill in all the details including the projections up to 20011/12? A 0.3% annual inflation rate is suggested for this period.

Could you also return the schedules to me by 4 April 2008 with any other necessary items?

I appreciate your attention to this.

Regards

Kelly Ho






Business Email

requesting TO: Jenny Lo FROM: Edwin Hui SUBJECT: Investment Director‟s Report - November 20xx As I mentioned to you on the phone this morning, I am currently collecting data so I can compile the above report. Therefore, would you please provide me with the following details of all the funds you handle: 1) A performance summary; and 2) A country/sector analytical breakdown. In addition, could you include the lists of Purchases and Sales for November 20xx? I have attached a copy of a file of the final version of the report for October 20xx. I would advise you to update this file instead of creating a new one. This will save you a lot of time. Could you send me this information by 5 December 20xx?






Business Email

enquiring, requesting Re: Function Room Availability Dear Ms Jones I am writing to enquire about the availability of function rooms at your hotel from 19 to 23 December this year. As Chairman of the Christmas Party Committee, I am trying to find a suitable hotel for our function. Your information would be extremely valuable and much appreciated. I would appreciate it if you could provide me with the following information:

The availability of function rooms between the above dates with a capacity to hold 60 people.

The services available such as food, drinks and entertainment. I would be grateful if you could fax me the relevant information in the near future. My fax number is 26546586. If you have any queries, please call me on 26464638. I look forward to hearing from you soon. Yours sincerely






Business Email

human resources, informing, vertical list, parallel form, requesting TO: Duke Mackenzie (General Manager) FROM: Kerry Toms (Human Resources Manager) SUBJECT: Installation of Clocking-in Machines Duke The company is considering installing an automatic clocking-in system in the offices of each division. Before we do this we would like to know: 1. How the arrangements concerning breaks, especially lunch breaks, have worked; 2. How many machines we would need; and 3. Whether time lost through bad time-keeping would be saved. Could you also provide us with your views on how staff would react to the idea? Could you let me have your report by 1 May? Regards Kerry Toms






Business Email

training, human resources, enclosing, informing, requesting

From: Christine Uhura To: Jason Dodds Subject: Overseas Trainee Placement Scheme Jason As you requested, I have enclosed a copy of the scheduled programme for the Trainee Initiation Week. It will be held from 29 August to 4 September 20xx. Following your secretary‟s telephone call, I have set aside a session for you to speak to the participants. I have scheduled this for Monday 23 August, starting at 3.00 p.m. I am now completing the final arrangements for the week. Accordingly, I would be grateful if you could confirm that the proposed time on Monday is convenient for you. In addition, I would appreciate it if I could receive any comments you may have concerning the programme by Friday of this week, if possible. Regards Christina






Business Email referencing, requesting From: Jason Klein To: Pauline Yates Subject: Request for Catalogue Dear Ms Yates I am writing in reference to your advertisement in yesterday's New York Times. Could you please send me a copy of your latest catalogue? I would also like to know if it is possible to make purchases online. I look forward to hearing from you. Regards Jason Klein






Business Email informing, requesting SUBJECT: SURVEY OF PUTONGHUA TRAINING NEEDS OF DEPARTMENTAL DIRECTORATE OFFICERS We are conducting a survey of the Putonghua training needs of departmental directorate officers and would like to seek your assistance. The purpose of the survey is to find out: (a) the extent that Putonghua is used at work among departmental directorate officers; and (b) the Putonghua proficiency and training needs of this target group. The information gathered will help us to plan future training activities more effectively. We would be grateful if you could request all your directorate officers to complete the attached questionnaire. Officers in the Administrative and Executive grades need not be included, as separate surveys have already been conducted for them. We would appreciate it if you could return all completed questionnaires to us by 30 October 20xx. If you have any questions about the survey, please contact Mr John Wong on 2805 2635.






Business Email

notice of resignation, confirming, informing, thanking TO: Mike Tang (Personnel Manager) FROM: Cheung Wai Man SUBJECT: Resignation Dear Mike This confirms my resignation as Director of Personnel and Compensation at Hong Kong Medical Hospital. I have accepted the position of Human Resources Director at a growing operations management company. I am looking forward to my new position and the challenges that await me. My last day of work will be on 1 April 20xx, which should provide sufficient time to complete existing projects and turn over management of the personnel, benefits and compensation areas. Please feel free to contact me at any time if you have any questions regarding my past work. I hope that the transition will go smoothly for everyone. The past 15 years with HKMH has been rewarding. I appreciate your trust and confidence in my abilities and your support. I am grateful for the opportunities and experience afforded to me and for the many friends that I have made along the way. I wish you and the organisation continued success. Best regards Cheung Wai Man






Business Email

informing, suggesting

Subject: Complaint from Kutex Ltd Prunella I have checked my records concerning Kutex's account and have found that they are still waiting for order no. 38928 as they mentioned. As you know we have been experiencing a number of problems with the new transport company. The main problem is their unreliability. May I suggest that we accept responsibility and assure Mr Chan of better delivery dates in future. We could also promise him a discount on any future deliveries which arrive late. Regards Henrietta






Business Email warning SUBJECT: BACK ORDER PY-77-71 On 5 January I asked the supply department to deliver three boxes of CD-ROMs (10 per box), inventory number C-14. I received a notice from you on 21 January that you were out of stock of this item but delivery had been expected from OfficeMart on 23 January. Have you received this delivery? We urgently need the disks. If we do not have them in-house, I will need to make arrangements for the purchase so that I can buy them from a local retail outlet. Please would you call me as soon as possible?






Business Email giving bad news, reporting facts, warning

To: Nigel Slack

From: David Garwood

Subject: Conduct at Work

Dear Nigel

Further to our meeting yesterday morning, I am sorry to say that your recent conduct had been found to be unsatisfactory.

On two occasions during the past month, you were found to be in breach of the company rules. On 12 August, you were found to be smoking in a prohibited area, and on 24 August, you were rude to a customer. On both occasions you received verbal warnings from your supervisor.

I hope there will be no repeat of either of these incidents, or indeed any other breach of the company‟s rules or standards of conduct. I will review the situation again in one month‟s time.

Regards

David






Business Email informing, warning, reminding

From: Patricia Franks (Human Resources Manager)

To: All Staff

Subject: Lateness for Work

Dear All

In recent months we have conducted a survey within our branches about the punctuality of our staff.

It appears that up to 75% of the staff are arriving late for work.

Unless this situation improves quickly, we will have to take disciplinary action against persistent offenders. This may result in instant dismissal in some cases.

Remember, it is your duty to arrive on time. We can accept no excuses for lateness.

Regards

Patricia Franks






Business Email warning, request TO: Tony Huang, Administration Manager FROM: Alice Chan, Sales Supervisor SUBJECT: Mobile Phones Request We urgently need additional mobile phones for our newly recruited staff. We would appreciate it if you could purchase four ABC mobile phones for our Mini System, AS400 support team. You can charge this to our expense account (No. 84938). In addition, could you please cancel one mobile phone account (No. 4823). Please feel free to contact me if you have any queries.






Business Email

example of a more formal writing style

Subject: Staff Punctuality It has been noted that a considerable number of employees are consistently late for duty. Furthermore, it is known that many of them arrive improperly dressed. As a result, further time is lost while they are changing. This practice can no longer be tolerated! Employees are warned, therefore, that company regulations on punctuality, including being properly dressed at the start of the working day, must be observed. It is hoped that this initial warning will be sufficient to ensure correct procedures are followed in the future; however, in case of further infringements, individual cautions will be issued.






BUSINESS LETTERS

Business Letter complaining, requesting

Dear Sir

Defective Computers (Invoice No. MB748953)

We ordered 20 computers from your company on 15 May 20xx.

The computers have been unstable since they were installed. The problems include Windows shutting down and fault screens appearing for no apparent reason, and other things preventing Windows from starting. Also, one computer displays different results whenever the mother board RAM is checked.

Despite frequent visits from your technical support staff and numerous telephone conversations, no comprehensive solution to the cause of the problem has been offered at any stage.

We would appreciate if you could assign technicians as soon as possible to check the computers thoroughly and replace all defective parts to ensure that they run properly?

Please could you call me on 2748 4893 to discuss this?

Yours faithfully

Henry Lui

Committee Chairman






Business Letter

complaining, asking for compensation

Dear Sir or Madam

Hotel Stay on 11 January 20xx

I have stayed at your hotel many times during business engagements, and I have always been satisfied with the service and accommodation.

Unfortunately, during my recent visit on 11 January 20xx, there was no hot water available, and I had to shower in cold water before a business meeting.

I'm sure you will agree that the charge of $100 for a room with no hot water is unreasonable. I would appreciate some kind of partial refund on my Visa account number 4526 8248 8594 7677, expiration date 12/13.

Thank you for your consideration. I look forward to being a guest at your hotel again.

Yours faithfully






Business Letter

letter of complaint

Daniel Dupree

Manager, Express Travel

1245 Lombard Street

New York, NY 11234

Dear Mr Dupree

On June 1, I used Express Travel for reservations needed to attend a legal conference in London. Employee Jason Hutchinson handled the airline and hotel arrangements as requested by my assistant Angela Morgan; however, the service received was very poor.

First, Ms. Morgan requested that a finalized travel itinerary be emailed to me and copied to her, but the emails were never received. Calls to Mr. Hutchinson went unreturned. On June 7, the day of my trip, I resorted to sending one of our firm‟s couriers to pick up a hard copy of my itinerary. Second, although Ms. Morgan requested that reservations be made at a hotel within walking distance of the convention center, my hotel was three miles away. When I called to discuss this with Mr. Hutchinson, I was told he was no longer there. I heard from a colleague he had been let go.

I hope you‟ll find the time to address my concerns very soon.

Yours sincerely

Elizabeth De Luca






Business Letter

covering letter

Dear Ms Worthington

EXECUTIVE SECRETARY

I saw your advertisement for the post of Executive Secretary this morning in the Morning Post and would like to apply for it.

I am pleased to enclose my curriculum vitae. As you can see, I have been working full-time for the past seven years, and for the last three years I have been private secretary to Mrs Edith Samuelson, Chief Accountant at Jones Walton Ltd. I therefore feel that I have the experience to carry out the duties of an executive secretary satisfactorily, and would give your company my complete loyalty if you decide to appoint me.

I can attend interview at any time, but would be grateful if you could give me two or three days‟ notice so that I can apply for leave from my present employers.

I look forward to hearing from you.

Yours sincerely






Business Letter

covering letter

Dear Mr Sands

Re: Fitness Instructor FF/32

I am writing to apply for the job of Fitness Instructor, as advertised in Thursday's Courant. This is an ideal job for me given my enthusiasm for sport, my related experience and qualifications.

Sport and fitness training have always been important to me, which is why I chose to take a BTEC Diploma in Sports Science. I obtained distinctions in the Sports Anatomy & Physiology and Sports Injuries modules last year and am confident that I will get similar marks in Exercise Physiology, Mechanics of Sport and Sports Supervision & Management this year. I am a confident user of Microsoft Office 2000 and have worked extensively with Fitness Publisher, a program for analyzing fitness.

As you can see from my CV, I've taken the opportunity to gain extra qualifications that were on offer at college, which has helped me get part-time work as a pool attendant. I'm called on to provide cover during busy times so am used to working irregular hours at short notice. I've also run a lunchtime aerobics class at college since the start of this year.

I finish college in six weeks and am keen to find a job rather than carry on with further full-time study. I could start any part time work or training sooner as many of my classes are finishing and most of my assignments are done. I look forward to hearing from you.

Yours sincerely






Business Letter

covering letter

Peter Wong 20/F, Royal Gardens Tower 35 Green Road Causeway Bay Hong Kong

Daytime Tel: 2567 2890 Evening Tel: 2569 2963 Email: [email protected]

17 June 20xx

Mr Frank Wu, Personnel Manager Jeans and Co. 1/F, 254 Main Street Sheung Wan Hong Kong

Dear Mr Wu

Re: Local Branch Manager - South China Morning Post, 15 June

I am writing to you in response to your advertisement for a local branch manager, which appeared in the South China Morning Post on Saturday, 15 June. As you can see from my enclosed resume, my experience and qualifications match this position‟s requirements.

My current position managing the Shatin branch of an international shoe retailer has provided the opportunity to work in a high-pressure, team environment, where it is essential to be able to work closely with my colleagues in order to meet sales deadlines.

In addition to my responsibilities as manager, I also developed time management tools for staff using Access and Excel from Microsoft‟s Office Suite.

Thank you for your time and consideration. I look forward to the opportunity to personally discuss why I am suited to this position. Please telephone me on 2569 2963 after 6.00 p.m. to suggest a time that we may meet. I can also be reached by email at peter,[email protected].

Yours sincerely

Peter Wong

Enclosure






Business Letter

covering letter

Dear Mr Jones

Re: PA to Operations Director – The Guardian 8 June, 20xx

Your advertisement, as detailed above, was of particular interest to me because it offers a new challenge in an environment which I find extremely stimulating and enjoyable. What is more, as you will see from my enclosed CV, my background is particularly relevant to your requirements.

During my three years with Joe Bloggs Consultancy Ltd. I have worked as a Senior Secretary which involved the managerial responsibility of a team of 6 secretaries and administrators. I have extensive experience in liasing with senior level Directors, both within my workplace and with our clients.

I believe that both my skills and personal attributes match the requirements you seek for this role and that I would be able to effectively contribute to the team and the organisation.

I would appreciate the opportunity to meet with you to discuss my application and look forward to hearing from you soon.

Yours sincerely






Business Letter

covering letter

Dear Mrs Smith

Ref BD/133 Quality Assurance Manager - The Times, 17 June

Your advertisement for the above position in The Times on 17 June has interested me very much and I would like to

apply.

As you will see from my CV, I am currently working for Gepo Foods as the Senior Quality Assurance Technician. In my present position I am responsible for managing all quality assurance in Gepo Foods' Manchester factory. I have worked closely with the Production Department and have been able to identify problems before they affected production deadlines.

Over the last year I have implemented BS5750/ISO 9000 throughout our factory. This meant rewriting many of the company's procedures and in some cases creating new procedures. I successfully obtained accreditation at the first attempt within the Board's six-month timescale.

With my proven ability to manage and maintain the highest QA standards whilst also minimising costs, I feel that I would be able to make a significant contribution to your company's management team.

Yours sincerely






Business Letter

covering letter

Dear Ms Junniper

Senior Administrator, ACME Ltd Ref: 123/456

Several things mentioned in your recent advertisement for the post of Senior Administrator, interest me as they reflect much of the work I am currently involved in.

I am currently working as part of the Administration Team at John Smith Ltd. This has given me the opportunity to develop my skills and embed my knowledge of administrative protocol and process, while working on a diverse and challenging number of projects and initiatives. This currently includes:

Planning and organising national events for the Sales and Marketing teams.

Researching and providing articles for the John Smith company website.

Writing and delivering reports, spreadsheets and power point presentations for the company Management team.

Advising and liaising with other functions and departments within the company, as appropriate.

I attach my Curriculum Vitae for your information. I welcome the opportunity to discuss how I could be an asset to your team and look forward to hearing from you in the near future.

Yours sincerely






Business Letter

covering letter

Dear Sir or Madam

Vacancy for Senior Secretary

With the experience I have gained during the past 8 years, I believe that I am well-qualified for the position of Senior Secretary as advertised in the South China Morning Post on 22 June 20xx.

During this period I have worked as a secretary in just two companies, the last of which was an international trading company. I speak English fluently, having worked under native-speaker mangers in both these companies. I have experience in independently drafting business letters, emails and facsimiles in English and recently successfully completed the LCCI Level 3 in Business Writing Skills. In my last company, I gained a wide knowledge of I/E trading practices, particularly in European and North American trade.

Although I have little supervisory experience, I am confident and good with people, qualities I believe to be essential for the above position.

I have enclosed my résumé and look forward to having the opportunity to answer any questions you may have regarding my application. I am free for interview anytime provided you can give me at least two days‟ notice.

Yours faithfully

Robson Tang






Business Letter

covering letter

Dear Ms Zheng

Vacancy for Customer Service Manager

I am writing to apply for the position of Customer Service Manager which was advertised last week in the South China Morning Post.

Although I am currently employed, I would welcome the chance to work for your company since I am very interested in the field in which TECHPRODUCTS plc works. As you will see from my enclosed résumé, the advertised position matches my personal and professional interests.

I am confident that my understanding of customers‟ needs and expectations would be relevant to the position, as well as my sense of humour and reliability.

I would be pleased to discuss my résumé with you at an interview. In the meantime, please feel free to call me on 2617 7362 if you require any further information.

I am looking forward to hearing from you.

Yours sincerely

Choi Geng Ho






Business Letter example of a formal letter of invitation

Dear Mr Wong

On behalf of Hang Seng Bank, I would like to invite you to the Gala Charity premiere of the film „Bitman 6‟. The premiere is in support of UNICEF, the United Nations organisation responsible for improving the welfare of impoverished children around the world.

The film starts at the Ocean Theater in Tsim Sha Tsui at 8:00 p.m. on 25 September 20xx. After the screening, there will be a cocktail reception in the lobby where you will have the chance to meet the film‟s director.

I hope that you will be able to find the time to attend this worthwhile charity event.

RSVP

Yours sincerely

Jason Dodds






Business Letter example of a letter of congratulation

Dear Peter

I was delighted to read in Advertising Today that you‟ve been awarded the Edgecomb Foundation‟s Silver Quill prize.

I‟ve always thought that your work was the best in the industry. I‟m glad to see you getting the recognition you deserve.

Best Wishes

Paul






Business Letter example of a letter of sympathy

Dear Pamela

I was greatly saddened to hear of the tragic loss of your dear husband. We would like to extend our deepest sympathy to you at this time of sorrow. Paul was greatly loved by all of us here and we will miss him greatly.

I would just like you to know that if there is anything I can do, please do not hesitate to call me.

With much sympathy

Best wishes

Emily






Business Letter example of a thank you letter

Dear Ms Woo

On behalf of Hang Seng Bank, I wish to thank you and your staff for your extraordinary work in preparing our annual New Year celebration. Your efforts are greatly appreciated.

The banquet was a resounding success and has received mush praise from our board and our invited guests. We apologize again for informing you of the number of attendees later than promised. Your staff performed beyond the call of duty in getting everything ready at such a busy time of year.

I just want you to know that we appreciate your efforts and we look forward to many years of continued business.

Yours sincerely

Danny Chow






Business Letter example of an informal letter of invitation

Dear Roger

I‟d like to invite you to a luncheon that we are holding at The Regent Hotel at 12:00 on 21 February 20xx to introduce the new Hang Seng Bank television advertisements.

As I mentioned to you at last week‟s meeting, we are trying to promote a modern image for our bank. The advertising campaign is only the first step.

We hope to see you on the twenty-first!

Best regards

David






Business Letter

resignation letter, informing, assuring, thanking

Dear Mr Hodges

Notice of Resignation

As required by my employment agreement, I hereby give you four week‟s notice of my intention to leave my position as Sales Manager.

I have decided that it is time for me to move on and I have accepted a position in another company. This was not an easy decision and took a lot of consideration. However, I am confident that my new role will help me move towards my career goals.

I would like to assure you that I will do all I can to assist in the smooth transfer of my responsibilities before leaving. I also ensure the respect of my commitment to Hargreaves & Wilson regarding confidentiality and non-competition, as specified in my employment agreement.

I wish both you and Hargreaves & Wilson every good fortune and I would like to thank you for the opportunity you gave me.

Yours sincerely

Paul Mannering






Business Letter confirming, appraising

Dear Mr Leung

Reference for James Wong

I refer to your letter of 12 July requesting information about James Wong, who has applied for the position of Works Manager with your company.

I can confirm that Mr Wong has been an employee at this company for the past five years.

He first served a two-year apprenticeship with us, and a year later he was promoted to Line Foreman.

He has always shown himself to be a hard worker and is a popular and helpful member of our workforce. Last year we put his managerial skills to the test with a promotion to Assistant Works Manager, and we found our decision to be fully justified.

Mr Wong is an honest and reliable person and has, I believe, the initiative, experience and capabilities to handle the job for which he has applied.

Losing the service of Mr Wong would be a great loss to our company, although we realise that with limited opportunities for promotion within the company in the foreseeable future, his personal ambitions would be better realised elsewhere.

If you require any further information, please feel free to contact me.

Yours sincerely

Michael Tsui

Managing Director






Business Letter

informing, appraising, recommending

TO WHOM IT MAY CONCERN: Subject: Reference for Leung Ka Seng, James James Leung joined the A.N.Y. Company in July 20xx. Since then he has been a most reliable and effective member of the sales team. James is professional and efficient in his approach to work and popular with his colleagues and executive clients. He is well-presented and is able to work both independently and as part of a team. His contribution to all areas of company activity in which he has been involved has been much appreciated. I believe that James will make a valuable addition to any organisation that he may join. We deeply regret his decision to move on and recommend him without hesitation. I will gladly answer any request for further information. Yours faithfully Roger C Thomasson HEAD OF SALES Mobile Warehouse Ltd






Business Letter

example of a personal writing style

Dear Mr. Takahashi Reference for Ms. June Tsui I am happy to recommend Ms. June Tsui, who has applied for a sales position in your department store. Ms. Tsui has worked under me for three years as a receptionist and account secretary with our agency. She has maintained our files, handled billings, and has been keeping records for several hundred accounts. I have always found her to be efficient, accurate, and honest. Although she has not had experience with retail sales in our company, we have found her to be pleasant and helpful when working with our customers. She has shown herself to be a quick learner who works well independently. I will be sorry to lose Ms. Tsui, but I understand that she would like to find a position closer to her home that can offer her more flexible hours. I think that you would be quite fortunate to have her on your staff, and I am pleased to recommend her. Yours sincerely






Business Letter

replying to a letter of complaint, informing

Dear Ms Singh

Camcorder Issues

We are sorry to hear about the problem you have had with your camcorder. We would like to be able to make the necessary repair at no charge to you, but, unfortunately, the warranty has expired.

The proof of purchase you mailed to us indicates that the product was purchased on 4 June 20xx. Since our warranty is good for a period of 12 months from the date of purchase, it expired 2 months ago.

If you would like us to repair the camcorder for you, there will be a charge of $670. We will guarantee the work we do for a period of 3 months.

Please tick the appropriate box on the enclosed instruction card and return it to us as soon as possible.

Yours sincerely

Kelly Tong

Customer Service Representative






Business Letter replying to a letter of complaint, apologizing, explaining, assuring

Dear Mr Tung

Customer Service at J Parks

I have received your letter of 3 August 20XX and I am sorry that we were not able to serve you as promptly as you expected.

Our office was extremely busy this summer. Also at the time you visited us, the office was undergoing renovation and the reception area had been temporarily relocated to the first floor.

However, we have now completed our renovation and resumed our normal prompt service.

I assure you that you will not experience such a long wait again in the future and that we value your continued custom.

Yours faithfully

Beth Tweedle

Customer Service Representative






Business Letter replying to a letter of complaint, apologizing, reminding, informing

Dear Ms Hennessy

Subject: Damaged Freight Shipment

I have received your letter of 24 March concerning the damaged shipment you received through Green Tree Freight. I regret the inconvenience that this has caused you.

According to the account of the problem you gave in your letter, I am quite sure that your request for $6,400 in compensation for the damage to the two crates of porcelain vases will be granted.

I would just like to remind you to keep the damaged crates in the same condition in which you received them until one of our representatives can inspect them. This inspection should take place within two weeks.

If all is in order, you can expect to be fully reimbursed within two weeks after our representative‟s inspection.

I hope this unfortunate accident will not keep you from having your freight shipped by Green Tree Freight in the future.

Yours sincerely

Robert Ng






Business Letter banking, reply to a letter of complaint, apologizing, explaining

Dear Mr Singh

Express Bank Card Fee

Thank you for your facsimile of 8 October 20xx regarding your Express Bank card. We extend our sincere apologies for the inconvenience caused to you.

Having looked into the matter, we would like to explain that the Express Bank card fee is payable each year until the card is cancelled, regardless of its usage during the year.

We regret that the information given by our staff may have misled you and that the staff of Wellingborough Branch did not resolve the matter to your satisfaction. We have therefore brought the matter to the attention of the Branch Manager and would like to assure you that appropriate measures will be taken to prevent the recurrence of similar incidents in the future.

In view of this, we have arranged with the department concerned to refund last year‟s card fee to your savings account. A customer advice slip will be sent to you separately.

We hope that this will meet with your approval.

Once again we would like to thank you for bringing the matter to our attention.

Yours sincerely

Frederick Rowlands






Business Letter reply to letter of complaint, asking for information, apologizing, offering

Dear Mr Kong Incident at Happy Valley Store on 21 November 20xx Thank you for your letter of 22 November 20xx. I am very sorry to hear about the problems you had when you came to our Happy Valley store last week. Firstly, could you let me know which brand shampoo you wanted? We will supply you with 10 bottles of that shampoo free of charge. Secondly, I am sorry about a delay at the checkout. One of our staff was sick that day, and one of the tills was being repaired, so we had a problem serving our customers as quickly as we would have liked. We certainly hope this will not happen again. Finally, I am sorry that you missed our special bus service. If you have travelled home by taxi with your shopping, we would be pleased to refund your taxi fare. Again, please let me know how much it cost you. Once again, I regret the inconvenience you were caused last week. I hope that you are satisfied with my suggestions. Yours sincerely






Business Letter reply to a letter of complaint Dear Mr Lee Subject: Late Delivery of Order No. 39587 I refer to your letter of 16 November regarding them delay in delivering your order for electronic components. Thank you for bringing this matter to my attention. I have checked the matter with our distribution officer. He informed me that we have been experiencing a number of problems with the new transport company. I am afraid that the delay in delivery was due to their unreliability Please accept my apologies for the inconvenience you have been caused. I assure you of a more reliable delivery service in the future. Meanwhile, I can arrange for the overdue order to be delivered to your factory by messenger within two days. If this arrangement is acceptable to you, please contact me as soon as possible. Yours sincerely Paul Chang Sales Supervisor






Business Letter

reply to letter of complaint

Elizabeth De Luca

Broadmore & Associates

One Market

Third Street Tower

New York, NY 10107

Dear Ms De Luca

Service

I‟d like to personally apologize for any inconvenience that resulted from your recent frustrating experience with our agency.

Jason Hutchinson is no longer with our company. He left to pursue a graduate degree, and his last day of employment here was two days before the date of your departure. That may explain why your calls were not returned. I regret that another agent was not promptly assigned to your account. I also feel that Mr. Hutchinson may not have been as attentive as he should have been in his last week with Express. This probably resulted in the hotel dilemma you encountered.

Because we did not meet your expectations of service, I will gladly refund the service fee for the month of June and also reimburse you for any unexpected costs you incurred (such as cab fees) due to our negligence.

Yours sincerely

Daniel Dupree






Business Letter reply to letter of complaint Dear Ms Lui Order No. 294829 Thank you for your fax of 30 June 20xx, enquiring about your order for 20 Roxy filing cabinets. We must apologise for the delay in delivering these cabinets. As I mentioned in my fax to you of 24 July, this is a result of problems at our supplier‟s factory. As these problems are completely beyond our control, I should like to point out that we are not able to refund your payment. I have enclosed a copy of our Terms of Sale for your reference. We expect to receive the goods next week so we hope that you will not have to wait much longer. As soon as the shipment arrives, we will deliver the filing cabinets to your office in Central. Once again we would like to express our apologies. If you have any further questions about your order, please call me on my direct line on 2783 9382. Yours sincerely Kevin Tsui Sales Manager






Business Letter


Dear Jonathan SUBJECT: Termination of Employment Over the past six months your supervisor and I have worked with you regarding your difficulties in finishing assignments on time. Recently, however, the failure to meet deadlines resulted in the loss of two important contracts. We feel that although you have the necessary technical skills, your work style is not compatible with our company‟s requirements. Therefore, it is with considerable regret that we must terminate your employment contract, effective Friday 25 October. I have attached an outline of your termination benefits that include:

severance pay;

insurance and profit-sharing plans; and

conversion options regarding your company pension. I would like to assure you, however, that our policy on giving references is to release only employment dates. I sincerely regret having to take this step. Your sincerely Bill Bruford Human Resources Manager






ANOUNCEMENTS, NOTICES, CIRCULARS

ANNOUNCEMENT

schedule

Nikko Motor Company Upper Management Workshop Schedule

Palm Breeze Hotel, Las Vegas, Nevada

March 11

Friday, March 11

8:00-8:30 AM Continental breakfast

Morning Sessions

8:30-11:45 AM Timeline for the Future – This workshop, led by Chief Engineer, David Compton, is designed to help all technical managers understand the increased role advanced robotics will be serving in design and manufacturing.

8:30-11:45 AM Effective Office Dialogues – Human Resources Director, Sherry Park invites you to participate in this interactive session that offers valuable tips for effective communicating, negotiating, and conflict management.

Lunch from 12:00 – 1:00 PM, Skyline Restaurant, 15th floor

Afternoon Sessions

1:15-4:30 PM Selling Our Brand in Other Lands – Shunsuke Shiki, Assistant International Sales Manager, welcomes all team sales and marketing managers to this seminar on effective cross-cultural marketing. Come listen to this fascinating presentation about the new consumer markets Nikko is reaching around the globe.

1:15-4:30 PM Productive Leadership - All interested workshop participants are invited to attend Vice President, Yamada Sato‟s motivating talk about mastering the five-step project management model.

5-5:30 PM Group discussion and question and answer session

7-9 PM Gala Reception, Sunset Ballroom

(All employees must see Carol Meyers in Human Resources to register for the workshops they will be attending.)






Notice/Circular

informing, notice, circular

To: All Staff

From: Paul Clancy (CEIO)

Re: Changes to Security Policy

All staff

I would like to inform you of some changes to our security policy.

As many of you know, a breach in security last month caused several customer files to be corrupted and some were even deleted. In order to manage our new security policy, we would appreciate everyone‟s cooperation to help institute this new process.

From now on, in order to protect against hackers, viruses and other issues infecting our system, we are going to require every employee to register and sign-in when accessing the network.

Everyone will have to verify their identities using biometric fingerprint scanning. This will add about 30 seconds to your current log in process when accessing the system. We expect there to be a few bugs early on, but it should get easier once everyone gets used to the system.

Furthermore, new authorization levels will be set and all sensitive information in emails will be encrypted so that the data is protected.

It‟s very important that everyone follow the regulations.

Regards

Paul Chancy

CEO






Memo/Notice reminding, asking for confirmation TO: All Staff FROM: Lily Poon, Administration Manager SUBJECT: Christmas Dinner This is to remind you of the arrangements for the Christmas dinner which is to be held at the Sheraton Hotel at 7.30 pm on Tuesday, 13 December. Could you confirm the number of people in your party by completing the attached form and returning it to me by 3 December? Remember that the maximum number of guests for each staff member is three. If you have any queries, please feel free to let me know. My extension number is 458.






Memo/Notice reminding, warning Subject: Company Fire Drill Referring to the fire drill last week, I was disappointed to learn that several staff did not observe company fire drill regulations despite several earlier reminders. It was brought to my attention that when the fire alarm sounded, a number of staff first went down to the basement to collect their belongings. Consequently, it took around half an hour to clear the building of personnel. So, I would like to remind you once again of the company fire drill regulations. When the fire alarm sounds: 1. leave the building immediately; and 2. report to your supervisors in the courtyard to the rear of the office. Please note that this is a final reminder. If any staff fails to observe the above regulations in the future, they will receive cautions. You are reminded that these regulations are for your own safety!






Notice / Circular

informing, warning

To: All staff members

From: Gina LaRosa

Re: Computer Use

Dear All

Several serious issues regarding Internet use have arisen in the past few weeks. Therefore, the company is implementing a new Internet policy.

Please note that effective immediately our network and Internet access are for official business only and may not be used for personal use.

To ensure compliance with this new regulation, we reserve the right to monitor all employee Internet use. This includes monitoring sites visited, time spent online, and online communications.

Please be clear that employees may not use the Internet, at any time, for any type of personal purpose. Those who choose to violate this new policy risk termination. Also, remember to never open or download any Internet file without using the company‟s virus protection software.

Thank you for your cooperation.






Notice / Circular

Re: Fire Alarm Test, 12 December 20xx, New Oriental Hotel

The New Oriental Hotel will conduct a fire drill and a fire alarm test between 3:30 p.m. and 4:00 p.m. on 27 January

19xx (Wednesday).

If your apartment, shop or office is near the hotel, you may hear alarm bells during the test. During the test, alarm bells

will be triggered occasionally. Don‟t panic. In case of a real fire, we will let you know through our public address

system.

If you have any questions during the fire drill, feel free to contact our Building Automation operator on 2734 8850.

We apologise for any inconvenience this may cause you.






Notice/Circular

bulleted list, vertical list, good document organization and structure

Money Deducted from Your Wages to Pay Creditors When you buy goods on credit, the store will sometimes ask you to sign a Wage Assignment form allowing it to deduct money from your wages if you do not pay your bill. Have You Signed a Wage Assignment Form? When you buy on credit, you sign a contract agreeing to pay a certain amount each week or month until you have paid all you owe. The Wage Assignment Form is separate. It must contain:

The name of your present employer,

Your social security number,

The amount to money loaned,

The rate of interest,

The date when payments are due, and

Your signature. The words "Wage Assignment" must be printed at the top of the form and also near the line for your signature. When Would Money Be Deducted from Your Wages to Pay a Creditor? Even if you have signed a Wage Assignment agreement, Bentalls will not withhold part of your wages unless all of the following conditions are met:

1. You have to be more than forty days late in payment of what you owe, 2. Bentalls has to receive a correct statement of the amount you are in default and a copy of the Wage

Assignment form; and 3. You and Bentalls must receive a notice form the creditor at least twenty days in advance stating that the

creditor plans to make a demand on your wages. This twenty-day notice gives you a chance to correct the problem yourself.






Announcement

To: The Sales Team

From: Jean Thomson (Head of Sales)

Subject: New General Manager

Dear All

Peter Evans will take over next month as General Manager of the Singapore office. He replaces Virginia Foster, who will be returning to Australia after nearly four years in the position.

Coinciding with Mr Evans taking over the position are new procedures which all sales representatives should follow. These are explained in detail in the attached document.

Mr Evans is keen to see a more efficient information flow within the Sales Department, and he feels that these procedures will facilitate the process.

Regards

Jean Thomson






Business Notice/Circular

stating procedures, instructions

Subject: New Monthly Reporting System

We‟d like to quickly go over some of the changes in the new monthly sales reporting system that we discussed at Monday‟s special meeting.

First of all, we'd once again like to stress that this new system will save you a lot of time when reporting future sales. We understand that you have concerns about the amount of time that will be initially required for inputting your client data. Despite this initial effort, we are confident that you will all soon enjoy the benefits of this new system.

Here is a look at the procedure you will need to follow to complete your area's client list:

1. Log on to the company web site at http://www.picklesandmore.com

2. Enter your user ID and password.

3. These will be issued next week.

4. Once you have logged on, click on "New Client".

5. Enter the appropriate client information.

6. Repeat steps 3 and 4 until you have entered all of your clients.

7. Once this information has been entered, select "Place Order".

8. Choose the client from the drop down list "Clients".

9. Choose the products from the drop down list "Products".

10. Choose the shipping specifications from the drop down list "Shipping".

11. Click on the "Process Order" button.

As you can see, once you have entered the appropriate client information, processing orders will require NO paperwork on your part.

Thank you all for your help in putting this new system into place.

Best regards

Management






Notice/Circular

informing, stating procedures

TO : All Centre Personnel

FROM : Shirley Tam

SUBJECT : Replacement of Convenience Copiers

New Equipment

During the week of 5 September, the Centre‟s copiers will be replaced with new equipment. This change will improve copy quality and machine dependability. In some cases, machine features will be upgraded.

Seven-Digit User Number

To use the copiers, you must have a seven-digit user number. With this number, we will be able to regulate the number of copies that each department employee makes. Your department secretary will provide you with your user number.

User Number Limitations

Only copiers in your work area will accept your user number. If you must use a different copier, consult your department head for a universal user number.

Emergency Measures

In case of a breakdown, there is a single emergency number available for each copier. Restrict this to situations when no other copier works.

Meeting Planned

We‟ll hold a meeting on Monday, 5 March at 3.30 p.m. in the Conference Room to discuss any further changes or concerns.

Regards

Shirley






Notice/Circular giving advice

To: All Staff

Re: Security

Following a number of recent thefts from the office, please remember the following points:

Visitors

Visitors should be met at reception by a member of staff. They ought to be accompanied at all times. You should report anyone who is acting suspiciously to a member of the security staff at reception.

Valuables

If possible, you should deposit large amounts of personal cash, or valuable items such as jewellery to the office. Handbags and wallets should not be left unattended. Any large amounts of cash or traveller‟s cheques should be deposited in the safe.






Notice/Circular

informing, stating obligation, advising

Subject: Staff Discounts Dear All We are introducing a staff discount scheme on 26 July for everyone working for the company. The discount will be 15 per cent off the retail price of any item in our stores. When purchases are made, staff must keep receipts of anything they have bought until after exit security checks have been made. It would also be advisable for staff to keep receipts for three months after purchase to prove when and where items were bought. If you have any questions, your manager or supervisor will be able to help you. Regards Paul Simmons






INSTRUCTIONS

Business Email instructing

TO: All Staff

FROM: Mina Lo

SUBJECT: Disposal of Waste Paper

Dear All

When disposing of waste paper, most people throw all unnecessary paper, including confidential client information, into the rubbish bins.

To avoid disclosing confidential data, waste paper must be ripped up or put into one of the green bags for shredding or recycling.

Regards

Mina






Instructions

using the command form, creating a vertical list

FIRE INSTRUCTIONS When a fire is discovered on or near the worksite, the worker should: 1. Report the fire to the officer in charge if nearby. 2. Call the Fire Brigade on 000. 3. Protect the site by closing down any electrical equipment. 4. Obtain any assistance necessary to protect life and property. 5. Put out the fire if it is safe to do so. 6. Maintain regular communication with an offsite officer.






Instructions

instructing a colleague

Subject: Variety (Drinks Machines) Ltd I refer to my previous email of 28 June concerning Variety Ltd. If you have not heard from Variety, please send them a further fax and ask them if there are any problems with the order that we placed last month. If there are no problems and they have sufficient stock, please: 1. Ask them to send us 5,000 cans as soon as possible; 2. Fax Vitalux Ltd and cancel our order with them. Explain to them that we have found a new supplier for our

canned drinks. You can also tell them that we do not intend to do any further business with them. Please inform me straight away if there are any problems.






Instructions formal layout Assembling, Operating and Maintaining Product X This document will help the average consumer assemble, operate, and maintain product X. I. Assembly

Assembling product X involves two main steps: identifying the parts and putting them together.

A. Identifying the parts. Parts for product X (shipped in a 24-inch by 36-inch cardboard box) include...

B. Putting the parts together.

Putting product X together involves...

I. Operation [details]

II. Maintenance






Instructions


Instructions for Dealing with Vehicle Emergencies You can protect yourself and your motor vehicle if you follow these suggestions. 1. Position your vehicle as far as possible from the roadway if it breaks down on a highway. 2. Turn on your four-way indicators. 3. Get out of the vehicle using the passenger side. 4. Attach a light coloured cloth to the antenna to indicate distress.

Use the door handle if your vehicle has no antenna. 5. Open the bonnet of the vehicle. 6. Stay with your vehicle until uniformed police officers arrive.

If you must walk, leave a note in your vehicle with your name, the date, the time that you left, and the direction in which you headed. If you accept a ride with another motorist, do the same thing. Write a note but also include the name of the person giving the ride and that person‟s license plate number.

Warning: Beware of individuals in civilian clothes who are driving unmarked cars, even if they show what appears to be a police badge.

Do not roll down your windows or get out of your vehicle for anything other than a marked police vehicle.

Roll down the window slightly if a person approaches and request the person to call the police.






Instructions


Instructions for Hand Washing Kitchen Utensils Please ensure that your staff follow these instructions: 1. Sort the utensils and scrape off the waste food into the bins. 2. Wash the utensils in the first sink, piece by piece, in clean hot water at a temperature of about 60C with

detergent added. This temperature is too hot for your hands so wear rubber gloves. 3. Change the water as often as it becomes dirty or greasy. 4. Put the utensils in the wire baskets available for immersion in the sterilising sink. Arrange the utensils so that

no two pieces touch each other and that all the surfaces of every piece are exposed to the rinse water. 5. Put the wire baskets containing the utensils in the water for a full two minutes. At this temperature, take care

not to immerse your hands. The purpose is to raise the temperature of the utensils to that of the water, so that they will air-dry almost instantly on removal. Maintain the water temperature at about 77C throughout. To check this, make sure the sink is fitted with a suitable thermometer.

6. When the two minutes are up, remove the basket from the sink and stand it temporarily on a draining board. 7. As soon as the utensils are dry and cool enough to be handled, put them in a clean place awaiting re-use.






Instructions


HIRING A PERSONNEL OFFICER FOR THE PERSONNEL DEPARTMENT Once the job description has been written or updated, a decision regarding classification must be made. The Personnel Officer will review the job‟s scope and depth of responsibilities to make a determination about classification. If the job has not changed, the review will be minimal and confirm the current classification. To prepare for this review, you should:

Detail job changes (if updating an existing position) in terms of complexity, autonomy, impact and/or scope

Identify external and/or internal organisational factors that influence the request

Include your recommendation of the appropriate classification (if known)

Explain any other information that may help to clarify the job duties The Personnel Officer will analyse the job description, talking with you about the job as needed. When the classification decision has been made, the hiring process can continue.






Instructions


HOW TO OPERATE THE CANON XL20 PHOTOCOPIER The Canon XL20 photocopier, located in the Reprographics Department on the second floor, may be used by any employee making work-related copies. If everyone follows these instructions and uses the machine carefully, we can reduce service costs and also experience less downtime. Loading Paper 1. Remove Paper Tray 1 by firmly pulling it backwards. 2. Select about 250 sheets of A4 paper and align the edges of the sheets. 3. Insert the paper into the tray.

Place the paper edges under the retaining clips. 4. Return the paper tray to its drawer. Making Copies 1. Press the power switch to the “On” position.

Wait for the flashing “Ready” indicator to stop flashing. 2. Place the original face down on the copy board glass.

Centre it. 3. Set the number of copies desired by pressing the plus or minus button. 4. Press the “Start” button. *Caution If you see a red warning light flashing at any time, do not try to fix the problem. Report the problem immediately to Ms Rebecca Hui of the Reprographics Department.






Instructions: Sending a Fax using the command form, creating a vertical list

Subject: Instructions for Sending a Fax The office has a new fax machine - a TurboFax 3200. The following instructions will help you to send a fax. 1. Load the document face down. 2. Adjust the document guides to the document width. 3. Insert the leading edge of the document into the feeder slot. With two or more sheets, form a slope with the

leading edges and lightly insert them into the feeding position. Feed the bottom sheet in first. 4. Pick up the telephone handset. 5. Dial the fax number when you hear a continuous tone. 6. Press the „START‟ key when you hear the receiving fax‟s answer signal. 7. Hang up the handset when the start lamp flashes. The fax may be used by any employee sending work-related faxes.






BUSINESS REPORTS

Memo Report

informal structure

To : Annette Yeung From : Kylie Kong Subject : A Low-Cost Way to Reduce Energy Use As you requested, I have investigated low-cost ways to reduce our energy use. Lowering the building temperature on weekends is a change that we could make immediately, that would cost nothing, and that would cut our energy use by about 6%. The Energy Savings from a Lower Weekend Temperature Lowering the temperature from 68 degrees to 60 degrees from 8 p.m. Friday evening to 4 a.m. Monday morning could cut our total consumption by 6%. It is not feasible to lower the temperature on week nights because a great many staff members work late; the cleaning crew also are on duty from 6 p.m. to midnight. Turning the temperature down for only four hours would not result in a significant heat saving. Turning the heat back up at 4 p.m. would allow the building temperature to be back to 68 degrees by 9 a.m. Our furnace has already computerized controls that can be set to automatically lower and raise the temperature. How a Lower Temperature Would Affect Employees A survey of employees shows that only seven people use the building almost every weekend. Eighteen percent of our staff have worked at least one weekend day in the last two months; 52% say they “occasionally” come in at weekends. People who come in for an hour or less at weekends could cope with the lower temperature just by wearing warm clothes. However, most people would find 60 degrees too cool for extended work. Staff who work regularly on weekends could install heaters. Action Needed to Implement the Change Would you also like me to check the cost of buying a dozen portable space heaters? Providing them would allow us to choose units that our wiring can handle and would be a nice gesture towards employees who give up their weekends to work. I could have a report to you in two weeks. We can begin saving energy immediately. Just authorize the lower temperature, and I‟ll see that the controls are reset for this weekend.






Business Report

abstract example

This report investigates the potential of TRC materials in the production and sale of sports shoes in Hong Kong.

It was found that the majority of sports shoes currently manufactured in Hong Kong were made of PVC. However, we illustrate that TRC has a number of advantages over PVC in terms of quality, durability and appearance.

Although the price is higher, in the period of economic downturn which has hit Hong Kong, it would be advantageous to manufacturers to consider reducing production and switching to TRC.






Business Report

abstract example

The purpose of this report is to describe findings from a recent exploratory visit to Shanghai and Guangdong Provinces and to make recommendations regarding the potential for Jurotech operations in these areas.

Two factories in each of the above provinces were visited in order to assess the potential for Jurotech in these areas.

It can be concluded that although China is not regarded as a priority market development for 20xx, it is of great importance as a base for long-term penetration of the South-East Asia zone.






Business Report

abstract example

In short, the aim of the report is to review the results of a market survey into the demand for foreign language training in small and medium-sized businesses in the UK. It draws attention to the increase in the need for exports to France, Italy and Spain.

We found that medium-sized companies recognised the advantage of speaking the customers‟ language. However, there was no money available for language training. Small businesses both recognised the advantage of speaking the customers‟ language and were prepared to spend some money on French training for salesmen.

The report concludes that, while it would be difficult to sell foreign language training to medium-sized companies, there is a good potential market in small companies if the training is not too expensive. It recommends that short intensive courses in French should be advertised in local newspapers.






Business Report

example of report introduction

Subject: Accident in the Loading Bay Introduction On 14 November 20xx, an accident occurred in the loading bay causing serious damage to machinery and disrupting production for several days. During our investigation, the actions of the staff present were examined to consider whether a criminal offence had been committed. In addition, existing policy and procedures were reviewed to establish whether there was a need to change working practices. The purpose of this report is to establish the cause of the accident. The report covers the circumstances that led up to the accident, the reasons the accident occurred and the subsequent actions taken to minimise the loss.






Business Report extract from a business report, findings section, describing trends

Broadcast TV

Since 1998, the use of broadcast TV has fallen sharply, going down from 950 to under 600 hours in just seven years. This figure leveled off slightly in 2002 with a decline of just 30 hours compared to a sharp fall of 70 hours the following year and reaching an all-time low of under 600 hours per year by 2004. This shows that use of traditional TV is declining rapidly and steadily, probably due to the fact that more people than ever before are now watching cable and satellite TV services.

Cable and Satellite TV

During the last seven years, there has been an overall increase in the use of cable and satellite TV in line with the gradual growth in industry. The number of hours spent watching cable or satellite TV grew dramatically from 1998 to 2002 and reached a peak of 950 hours at the beginning of 2002, dropping slightly the rest of the year by 50 hours. However, this figure is now going up again, with a strong rise in 2004, and it is clear that the use of cable and satellite TV is booming.






Business Report

example of a report introduction (Terms of Reference)

Subject: Company Attitudes to Safety Terms of Reference In response to many complaints and the formation of a Safety and Security Committee, the Operations Manager requested the Committee to investigate the current problems regarding safety at work. A report making recommendations for improvements was to be submitted by 25 February 20xx.






Business Report

example of report introduction

Subject: Comparison of Laptop Computers Introduction The purpose of this comparison is to help prospective laptop purchasers in their decision. In today‟s mobile climate, the average person can make good use of a reliable portable computer; this report is designed to help in that search. Of the many perspective computers, only several brands were selected for this comparison. Those that were selected were Pentium computers that used MMX technology. MMX technology lends itself to portable computers because of the added internal processor cache, graphics acceleration, and lower power usage. The first two features add to the speed of the machine and the last to the travelling lifetime. This report compares laptop computers based on the following: (1) features, (2) performance in hardware tests, and (3) price.






Memo Report

formal structure

Subject: Computer Lab Purpose: This memo presents the findings of my visit to the computer lab at Clark C252. Summary: In general, I felt that the lab needs much new equipment and renovation. Problem: The inspection was designed to determine if the present equipment was adequate to provide graduate students with the technology needed to perform the tasks expected of them by their professors and thesis research. Method: I ran a series of tasks on SPSS and Microsoft Word and recorded memory capacity and processing time for each task. Results: The inspection found that the hardware used to run the computers is outdated and that the computers itself are very slow. Conclusion: This lab is inadequate for the everyday needs of graduate students in this department. (NOTE: headings, as used above, are completely optional.)






Business Report

example of a report introduction (Terms of Reference)

Subject: Increase in Absenteeism 1) Terms of Reference Over the past year, short-term absenteeism (i.e. absenteeism for two days or less) has risen by an average of 20 per cent throughout the company, with the highest increase (24.3%) occurring in the Administration Department. At the last managerial meeting, the HR Department was asked to investigate this problem and to determine the reason(s) for the increase. A report was to be submitted by 20.09.xx. This report details the findings of the investigation and suggests ways in which absenteeism could be reduced.






Business Report

example of report introduction (background)

Subject: Evaluation of Business English Training Course Background The course, entitled „Business Writing Skills for Officers‟, was conducted by Edulink Services Ltd. The Training Department was responsible for the administration of the course and the course tutor was Mr Gerard Davies. Mr Davies, however, who had conducted previous language training courses for us, became ill mid-course and was replaced by Ms. Jane Seymour. With a total of 24 hours tuition time, the course ran weekly from October to December 20xx. It was conducted during office hours and attendance was compulsory for all participants.






Business Report

extract from a business report, concluding section, numbered list Conclusions Based on our findings, we can conclude the following:

1. All respondents to the survey do not know the importance of closing a sale, and would not try to close an indecisive buyer.

2. Learning from books seems popular among the surveyed sellers at ESP, because the majority (67

percent) of them currently attend school. 3. Creativity and personal style seem to be ignored by almost half of the employees at ESP, and that

fact contributes to what would be called low sales levels. 4. Motivational level at ESP seems to be a big factor in low sales volumes. At least one quarter of the

surveyed sellers seek guidance with increasing their motivational levels. 5. The surveyed sellers agree to and would like training sessions at ESP.

Recommendations

1. Training sessions should be designed to help sellers fulfill their educational needs. 2. Because surveyed sellers need training in areas, such as regularly closing sales, ESP should

consider training its sellers until they have reached their maximum productivity.






Business Report short report, formal layout

Evaluation of the Unrest Amongst Factory Workers

Terms of Reference

On 21 December 20xx, Mr John Wong requested me to report on the unrest amongst factory workers and make recommendations.

Procedures

1. The three supervisors were interviewed. 2. A meeting was held with all 25 factory workers to gather details of grievances. 3. 10 factory workers, selected at random, were interviewed personally.

Findings

A: Working Standards

1. Supervisors reported that many staff were generally uncooperative and not working to their usual standards.

2. Safety regulations were being ignored by some members of staff. Protective guards had been removed from many machines. Removal of safety guards from machines is an offence against the Factories Act.

3. Rules laid down in the company handbook were being contravened, with some workers leaving machines dirty after use.

B: Rates of Pay

1. A widespread unrest and resentment was noted in view of what is considered to be low rates of pay.

2. A table showing rates of pay at this company and other companies is attached. Conclusions

1. The company‟s rates of pay compare favourably with those paid to apprentices at other companies in this area. Grievances might stop if our staff were made aware of this.

2. Supervisors are not enforcing compliance with rules laid down in the company handbook. Recommendations

1. Supervisors should be reminded of the importance of ensuring that all staff comply with the company‟s rules and safety regulations.

2. A training scheme should be compiled which will ensure balanced experience in all areas as well as adequate supervision.

3. The human resource manager should hold a meeting of all factory staff and explain the findings of this report.

Joseph Jordan, 12 October 20xx Assistant Production Manager






Business Report


Subject: Explosion in Container Store Background On 7 January 20xx, while three workers were removing oil containers from the container store for cleaning and refilling, an explosion occurred. After an internal investigation, it was found that two containers, neither of which was protected by safety rubber, accidentally hit each other causing a spark. It was the spark which caused the explosion. Two workers were slightly injured during the accident and taken to hospital. Both have since made a full recovery.






Business Report findings section, formal layout FINDINGS 1) General Financial Control

Financial results during the year 20xx indicate Mr Leung‟s ability to reduce costs significantly. This is evidenced by the downward trend in running costs throughout the year.

2) Budgetary Control

The Finance Director‟s budget forecasts for 20xx were considerably lower than other departmental budgets. There is evidence to suggest that Mr Leung‟s control over departmental budgets was also very inflexible.

3) Staff Relations

In June 20xx, two junior members of the Finance Department resigned and went to work for one of our competitors. In the month following, June Ho, the Finance Director‟s assistant, asked to be moved to another department. In November 20xx, the Marketing Director resigned saying „If he stays, I go.‟ It was understood that he was speaking about the Finance Director.






Business Report

concluding section, conclusion, recommendation Conclusions Table 1 compares features, performance, and cost for the four laptop models. From this information, the following conclusions can be made: The Dell is the most portable but average in all other areas. The Micron Transport includes the best quality hardware, but is rather heavy and the battery life is short. The Transport has the best performance and a long battery life. The Gateway performs almost as well as the Micron. The Micron is the most expensive, with the Gateway being the least expensive. Despite the Micron and Dell providing slightly better performance in certain areas, they are overpriced. The Gateway provides essentially the same features and performance as the Micron but at a lower price. The Gateway is the best choice based on these comparisons. Recommendation Based on these comparisons, I would recommend the Gateway laptop. It performed well in all of the tests and has good standard features for the price. Also, it is less expensive than the Micron.






Business Report

examples of concluding sections

EXTRACT 1 4. Discussion

Obviously, nothing can be done about the road works. I understand that they will be finished by 28 August 20xx. As people will insist on travelling to work in their own transport, I think the solution is for the company either to enlarge the existing car park or to obtain another one near the office.

5. Recommendations

As the road works will be finished in August I would suggest that staff be asked to leave home for work a little earlier than usual until then to enable them to arrive on time. I recommend that the company enlarge the existing car park as it is surrounded by company land which at present is fenced off from the car park.

EXTRACT 2 Conclusions

1) The company‟s rates of pay compare favorably with those paid to apprentices at other companies in this area. Grievances might stop if our staff are made aware of this.

2) Supervisors are not enforcing compliance with rules laid down in the company handbook.

Recommendations

1) Supervisors should be reminded of the importance of ensuring that all staff comply with the company‟s rules and safety regulations.

2) A training scheme should be compiled which will ensure balanced experience in all areas as well as

adequate supervision. 3) The human resource manager should hold a meeting of all factory staff and explain the findings of this

report.






Memo Report

From: Harry Johnston (Site Engineer) To: Paul Gable (Head of Engineering) Subject: Gate-Switching Equipment While the Bridge gate-switching equipment was introduced in March 20XX, it appeared to be reliable and cost-effective. Despite a few start-up problems, after several weeks it was running smoothly. However, in the past two months major faults have developed. Because our technicians are unable to locate the cause of the faults in the equipment, the system is frequently down for days at a time. Bridge Ltd have agreed to replace the equipment free of charge, although they will not be able to install a new gate-switcher for two months. Therefore, we should demand that Bridge either send their own technician here to repair the equipment, or they should arrange to send the equipment back to their factory in England, and repair it there.






Memo Report

memo report, referencing, findings, conclusion, action

Subject: Inspection of Company Kitchens As the Amenities Manager requested in his email of 1 February 20xx, the company kitchens were inspected on 5 February to ensure that correct storage procedures were being followed. It was found that the refrigerator in the kitchen was being used to store meat and was often unlocked. The keys to the refrigerator were kept on a hook by its side. Generally, though, standards were satisfactory. It is quite possible that meat could be stolen when the refrigerator door is left unlocked. Moreover, leaving the door open might result in insects spoiling the meat or the meat becoming defrosted. The kitchen staff have been informed that the refrigerator door must be kept locked at all times to prevent the above from happening.






Business Report example of report introduction (Background / Purpose / Scope) Subject: Internal Audit of Property Management Department 1) Background The Property Management Department is mainly responsible for the management of the Bank‟s properties, including the provision of building renovation and up-keep; building management; and arrangement of preventative maintenance work for building installations. The audit was conducted by S E Wong and W Y Chui from 2 February 20xx to 18 March 20xx. 2) Purpose The main aims of the audit were to assess:

the economical use of resources;

the efficiency and effectiveness of the internal control environment; and

the appropriateness and adequacy of procedures in place to ensure that Bank policies are being followed. 3) Scope In addition to making recommendations on improvements, the report was to discuss:

accomplishment of maintenance jobs;

control over the quotation box; and

control over the contractor‟s work done.






Business Reports

example of report introduction (background / purpose / scope)

Subject: Investigation into Possible Sites for New Club 1 Background Riverview Health Club operates multipurpose fitness and recreational centres that appeal to an increasingly health-conscious population. Since opening its first club in North Point in 20xx, Riverview has expanded to locations in Central (20xx) and Causeway Bay (20xx). All three units have proven profitable, with net sales of over HK$30 million in the 20xx fiscal year. Membership has grown rapidly, and the centres now operate at nearly full capacity, averaging almost six hundred members per location. Additional revenue is derived from guest fees, special user charges, rentals, and retail equipment sales. With average annual membership fees of about HK$11,500, Riverview Health Clubs appeal to higher income earners. 2. Purpose Mr Paul Wong, President of Riverview Health Clubs, has authorised Loneway Consultants Ltd. to conduct a site survey to determine the best location for Riverview's expansion. The three alternative are 1) a converted warehouse in Jordan, 2) a shopping mall in Taikoo Shing, and 3) a commercial building in Tsim Sha Tsui. 3. Scope Archway Consultants Ltd. investigated each location by three criteria: 1. population 2. retail market 3. facilities. This report confines its investigation to the above parametres. Alternative construction sites are available at each location, but are not reviewed here.






Business Report extract from a business report, abstract, summary

ABSTRACT

This survey aimed at investigating the effectiveness of the appraisal system in our company. The survey was conducted last month. The data was collected by means of a questionnaire survey and three focus group interviews. In the questionnaire, respondents were asked ten questions regarding the current appraisal system. It was found that the respondents were generally quite satisfied with the system, but about half of them stated that it should be carried out less frequently. In the focus group interviews, the respondents were given the opportunity to discuss the system openly. Some respondents complained that the appraiser knew too little about them to give detailed and objective comments. The findings indicate that the rationale for conducting the appraisal exercise should be explained more clearly to our staff.






Business Report

extract from a monthly report Subject: Monthly Report A meeting was held on 21 December to discuss another sales promotion at Marina Square shopping centre. During the meeting it was decided to produce a new brochure instead. I was asked to liaise with the Design Department about the design of the brochure and to contact Rising Offset Ltd about printing. Mr Ronaldi Vincci will be in Hong Kong next month. I have arranged a tour of our new premises in Causeway Bay for him on the morning of 28 December. June Fong has gone to the Philippines to look at possible sites for our new factory. She informed me that she would choose the best site by Monday 29 December.






Business Report

alternative ways of writing a conclusion

TO: MFI FROM: RDH (Personnel Department) SUBJECT: Recruitment of Cleaners With reference to your request on the current adequacy of cleaning staff in the company‟s offices, clubs and accommodation, I have investigated the situation, and my findings are as follows:

1. The Cleaning Superintendent, Accommodation Section, states that his present work force of five cleaners is perfectly adequate to meet the present demands placed upon it. This view is supported by the fact that no complaints have been received, either by the Superintendent or by this office, from the users of the premises involved.

2. The Cleaning Superintendent, Offices Section, states that due to the addition of the new East Block,

he is understaffed by three. As a result, his current staff of ten frequently do overtime at a cost to the company last month of $22,000.

3. The Cleaning Superintendent, Clubs Section, is now overstaffed by one because of the recent

purchase of new and more efficient equipment. 4. At the current rate of pay for this grade of staff, the cost to the company of each new cleaner

employed would be $6,000 per month, including materials and equipment. 5. The Kwikleen Contract Cleaning Company has estimated that it could provide the company with

cleaners at a cost of $5,000 per month, also inclusive of materials and equipment. Conclusion 1 In view of the above, it is therefore recommended that:

a) one cleaner be transferred from the Clubs to the Offices Section. b) the Kwikleen Contract Cleaning Company should provide two additional cleaners for the Offices

Section. Conclusion 2 (alternative) From the findings, it appears clear that it is more cost-effective to employ the Kwikleen Contract Cleaning Company to do all the company‟s cleaning. It is therefore recommended that the Kwikleen Contract Cleaning Company perform all company cleaning and that the present work force of company cleaners be dismissed.






Business Report

extract from a business report, findings section

3) Report on Recent Problems at the Factory

Mr Chan stated that the morale of the staff was very low and they were not willing to work overtime. He pointed out that some staff arrived very late in the morning. Some were absent all morning without explanation. Mr Chan suggested that the management review the overtime rate. Mrs Yau said she would take this up with Mr Lee when he returned from China.

Mrs Lee expressed concern about the frequent breaking down of the dyeing machines. She felt that if the breakdowns continued, this month‟s production quota could not be met.

It was agreed that the manufacturer of dyeing machines, Clark Industries, be requested to send a technician as soon as possible to inspect the machines. It was also agreed to look into the possibility of replacing the machines.






Business Reports

example of report introduction (Terms of Reference)

Subject: Review of Systems for Dealing with Correspondence Terms of Reference After the last AGM on 1 November 20xx, the Managing Director mentioned that he was unhappy with the apparent delay in dealing with correspondence in the Marketing Department during the last twelve months. There has been a successful expansion policy in the company and this has resulted in a great increase in work. On the request of the General Manager, a careful study was conducted to find a new system for dealing with correspondence. The aim of this report is to review a number of potential systems for dealing with the above increase and to make recommendations on the most favourable system. The report was to be submitted by 31 January 20xx.






Memo Report report writing, memo report with model structure

To : Richard Yin, CEO

From : James Wong, Field Investigator

Subject : Safety and Security of Offshore Oil-Drilling Platform #45

Purpose

I have completed my investigation of the superstructure of offshore-drilling platform #45 as you requested.

Summary

Several platforms sustained heavy damage in the 25 November typhoon. Platform #45 is still operational but some serious structural problems should be corrected before another storm hits the area.

Findings/Discussion

The pylons anchoring the platform were subjected to severe torque in the typhoon and no longer meet the current safety standards. In addition, the drilling shaft has been cracked and could shear the cable under high pressure.

To delay them could endanger the lives of the 45 permanent workers and 10 part-time workers on the rig. A major accident could also spill crude oil into the bay and destroy nearby fishing beds and beachfront.

Recommendations

In view of this, I recommend that the platform be shut down until repairs can be made. A decision on this matter should be made as soon as possible. I realise the economic consequences of shutting down the platform and disrupting the flow of oil but the safety considerations should be paramount. The company cannot afford a major oil spill.

Follow-up Action

I will remain on site until I hear from you. Please let me know your decision as soon as possible.






Memo Report

informal structure

To : Peter Lui From : Kelly Ng Subject : Seminar on Small Business Development Last week I attended the day-long seminar on small business development put on by the Small Business Administration. It opened my eyes to a number of new opportunities to help us develop and market our product. I thought I‟d share a few key points that could be beneficial to our company. Small Business Newsletter The Department of Commerce and Community Affairs Small Business Assistance Bureau now publishes a quarterly newsletter for small businesses. The newsletter offers useful information about assistance programmes, legal updates, capital markets and distribution, and small business agencies. I recommend that we subscribe to the newsletter; the cost is about HK$1,400 per year. Civic University Technology Centre Civic University has opened a technology transfer centre to aid small businesses. The centre has access to industry and government resources. They can help us determine how the latest technological advances can be applied to our business. The centre offers advice and funding. Bernie Chan is the contact at the centre. Advertising Advertising received a lot of attention at the seminar. We‟ve been considering various ad ideas for a while, but the seminar gave us a step-by-step formula to follow before making a final decision.

Decide on your target market.

Decide on a budget, even if it‟s a rough estimate.

Talk to salespeople from various media. Ask them to help you estimate advertising costs.

Ask other business people about their experiences with advertising.

Determine which the best ad medium is for you. The speakers also suggested hiring an advertising consultant or agency. Conclusion As you can see, the seminar was well worth the time and money we spent. I think we should start taking advantage of some of the opportunities out there and start making those hard decisions we‟ve been avoiding. Action Could you arrange a meeting next week to discuss this? I have time on Tuesday, Wednesday and Friday afternoon.






Business Report


Subject: Staff Opinions on Formation of Staff Club Background Several members of the department have recently expressed an interest in forming a social club. As a result, a questionnaire was designed and sent to all departmental staff to determine their opinions. The findings of the survey are detailed below and recommendations are given.






Business Report

example of report introduction (Terms of Reference)

Subject: Survey of Staff Attitudes to Working Conditions Terms of Reference I was instructed by the general manager to conduct a survey to determine staff attitudes to working conditions in our company. Before this, the Personnel Department had received a number of complaints from staff regarding working conditions in the company. This report details the main findings of the survey and makes a number of recommendations on how working conditions could be improved. It was to be submitted by 30 January 20xx.






Business Report

extract from a business report, report summary, report introduction, vertical list 1) Summary In the course of conducting the 'Survey of Telephone Manners', 400 calls were made randomly selected staff. 87% of the calls met the four testing criteria: Most of the unsatisfactory calls did not fulfill the testing criterion of „Being polite‟. It is recommended that the importance of courtesy be promoted more vigorously throughout the company in order to improve this area. 2) Introduction Asia Communications Bank is well-known for providing good customer service. In order to maintain our competitiveness, we need to encourage staff to maintain our standard of service, especially when dealing with customers on the telephone. In a memo dated 18 November 20xx, Mr Wong, Senior Staff Relations Manager, requested that a survey of telephone manner be conducted in order to assess the standard of telephone manners of our staff. The objectives of this survey are to:

Assess the telephone manner performance of staff;

Identify any aspects of good telephone manner neglected by staff; and

Recommend further action.






Memo Report

formal structure

Subject: Weekly Meeting Purpose: This memo presents my impressions of the meeting last week. Summary: In general, I felt that the meeting went well and much progress was made. Findings: Barb and Jeff were able to make progress on the graphics and should have them finished next week. Kyle and Sandy are on Chapter 2 of the user manual. Action: Kyle will meet with Jeff to see how they want the graphics integrated into the text. (NOTE: headings, as used above, are completely optional.)






MEETING MINUTES

Meeting Minutes

example minutes of narration











Meeting Minutes

formal layout style

EXTRACT FROM MINUTES OF MONTHLY OPERATION STAFF MEETING

2 MATTERS ARISING FROM LAST MONTH’S MINUTES

2.1 MICROSOFT OFFICE 2000

It was reported (1) that the EDP Department had installed (2) Microsoft Office 20xx in every computer workstation. A tutorial on how to amend (3) the built-in commands had been held (4) last month. It was suggested (5) that staff members should report (6) any problems they encountered (7) related to Microsoft Office 2007 immediately to the Administration Department.

2.2 LIBRARY IN CONFERENCE ROOM

A review of (8) the existing library system was in (9) progress. It would probably be completed within (10) two weeks. In (11) the meantime, staff members should be encouraged to express their opinions on (12) the existing books.

2.3 COMMUNICATION BETWEEN TEAMS

The team leaders‟ meeting would be held on a monthly (13) basis so as to reinforce inter-division communication.

2.4 QUICK FIX / ACTION PLAN

One of the project teams mentioned (14) that they had no idea how to explore business opportunities through club participation. It was noted (15) that some of staff members had joined (16) Green Cross and Chinese Underwriters Clubs. Other staff members (17) were welcome to share their opinions (18) and supply the name of their proposed Association together (19) with its entry requirements (20) before 10 April 20xx for consideration.






Meeting Minutes

formal layout style

EXTRACT FROM MINUTES OF MONTHLY OPERATION STAFF MEETING

3 TELEPHONE SYSTEM

Staff members should be reminded to fill in the details of the Problem Log Form when voice mail and/or direct line messages cut off. This would help the Administration Department to trace problems more quickly. No problems were found during the recent testing of the existing telephone system. However, it was reported that some messages had cut off during peak hours.

The Administration Department was aware of this problem and reiterated that staff should be encouraged to submit completed log forms to the Department when they occurred.

4 SERVER WORKLOAD

It was found that it took a lot of time to open the Microsoft Outlook icon due to the high workload being processed by the server. It was decided that the RAM of the server would be increased by three times. The upgrading of the RAM would be completed before the end of May. In addition, the size of the hard disk memory would be increased. Its installation would be completed sometime in June.

5 HAND DELIVERY SERVICES

Owing to a staff shortage, it would be necessary to review the hand delivery services arrangement. Whoever used the by-hand services to deliver any mail/documents should write their names/initials on the envelopes. This would help the Administration Department to contact the senders and then let them know alternative ways of sending mail if our “by hand” services were being fully utilized.

6 DEBIT NOTE / CREDIT NOTE NUMBER

Staff members who had taken a debit note/credit number in the past should issue the billing/invoice in the same month.

7 PERFORMANCE APPRAISALS

Several attendees asked whether the interim and final performance appraisals could be carried out in May and October. Further discussion on this was needed before a decision could be reached.






Meeting Minutes MINUTES OF MONTHLY OPERATION STAFF MEETING Date : 25 April 20xx Present : Helen Wong, Leung Geng Ho, Pao Yuet Lai, Tam

Fung Yin, David Choi, Roberta Lau Absent : Billy Tang Secretary : Carla Yip 1. MATTERS ARISING FROM LAST MONTH’S MINUTES

1.1 Staff Training Programme Diana Chu had presented a course for our staff on “Total Quality Management” on 25 March 20xx. The schedule for the forthcoming training was not available at the time of the meeting.

1.2 Microsoft Office XP

It was reported that the EDP Department had installed Microsoft Office XP software in every staff member‟s workstation. A tutorial on how to amend the built-in commands e.g. numbering, bullets, etc. had been held the previous month. It was suggested that any problems related to the use of Microsoft Office XP be reported to the Administration Department.

1.3 Conference Room Library

The review of the existing library system was in progress. It would probably take one to two weeks to complete. Staff should be encouraged to express their opinions on the existing book lists.

1.4 Communication between Teams

The team leaders meeting would be fixed regularly once a month so as to reinforce interdivision communication.

1.5 Quick Fix / Action Plan

Earlier this month Billy Chu, one of the project managers, had reported that he had had no idea how to explore business opportunities through participation in other associations. It was noted that some of our staff had participated in the Green Cross and Chinese Underwriters Clubs. Staff were welcome to provide us with the names of any recommended associations together with their entry requirements by 10 April 20xx.

2. NEW BUSINESS

2.1 Server Workload

It was reported that our server had been opening Microsoft Outlook too slowly due to its high workload. It was decided that the server RAM would be tripled. The RAM upgrade would take three to six weeks to be completed. In addition, the hard disk capacity would be increased. Both tasks would be completed by the end of June 20xx.

2.2 Files under J:\Sharetem and J:\Share\All

The Administration Department would regularly dispose of files under the directory of J:\sharetem and transfer unnecessary files under the directory of J:\Share\All to a designated area for file retrieval.






2.3 Hand Delivery Correspondences/Documents

Owing to a staff shortage, it would be necessary to review the hand delivery services arrangement. It was decided that whoever used our by-hand services to deliver any documents should mark their names/ initials on the envelopes. This would enable the Administration Department to contact the senders during busy periods and recommend alternative ways for them to send their documents.

2.4 Staff Activities

To strengthen the working relationship and friendship between departments, it was suggested that we ran more activities for our staff, in addition to the events hosted by Tai Fook.

2.5 Performance Appraisal

It was queried if the interim and final performance appraisal could be carried out in May and October instead of the peak seasons. A decision would be made on this during the next meeting.

3 NEXT MEETING

The next meeting will be held on Wednesday, 3 May 20xx in the large conference room on the 5/F.






Minutes of Meetings

Monthly Sales Meeting

Monthly Sales Meeting

Place: New York Branch

Global Bank Tower, Suite 567

240 West 57th Street

New York, NY 10107

Date: February 4

Time: 9:00 AM

Members in Attendance: Sales Division Director, Hiro Ito; Assistant Manager Sales Division, Shunsuke Shiki; Senior Team Leader, Charles Goodrich; Sales Executive, Aiko Kimura; Senior Team Leader, Michael Novak; Assistant Marketing Manager, Sandra Perea, Administrative Assistant, Amy Hathaway

Members Absent: Promotion Assistant, Michele Cruz

Agenda

1. New Business

Mr. Ito distributed updated sales projections reports and went over each revised category. Ms. Kimura expressed her frustration over the fact her division‟s numbers had been increased by ten percent although the hiring freeze was still in effect.

2. Report Presentation – Shunsuke Shiki, Assistant Manager Sales Division

Mr. Shiki gave a detailed presentation that demonstrated how increasing television advertising on Spanish-language television stations will increase fourth quarter overall sales by three percent. Ms. Kimura volunteered that the budget allowed six million dollars for third quarter radio and television airtime.

3. Report Presentation – Sandra Perea, Assistant Marketing Manager

Ms. Perea presented a report on the effectiveness of online advertising reaching the Hispanic consumer. She emphasized that Nikko banner advertisements on the major Spanish-language auto web sites would reach approximately three to four million Hispanic car consumers per month.

4. Other Business (time permitting)

Dismissal: Meeting adjourned at 11:20 AM






Minutes of Meetings

Quarterly Meeting Notes

Item 4:

All of you know that an earthquake hit western China, Sichuan Province early in the month. People around the world have shown their sympathy to the victims and their families. Many companies, including our company, have offered to donate toward search and rescue activities in China.

In addition to providing funds, the Chairman of our Board will allow employees to have time off to fly to China to help. Hopefully, it can help alleviate some the pain and grief of the Chinese people

Item 5:

The bylaws amendment process was changed as follows. First, the committee has to make a recommendation. Next, the committee's recommendation is then sent to the Board of Directors. The Board of Directors will vote on the recommendation on their next meeting.

Respectfully submitted:
