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Key terms: memorandum, n.; message forms; routing slips.

Exercises

 

Exercise 1. Review questions:

  1. What will you send if you wish to write to someone within your own company?
  2. What should the tone of a memorandum be?
  3. Describe the main parts of a memo and its forms.
  4. What is the pattern of a message?
  5. What do you know about routing slips?

 

Exercise 2. Peter Robinson, the Personnel Manager at Alfa Engineering Co.Ltd. has called for a meeting of his staff next Friday afternoon at 3 p.m. You are a member of his team but have arranged to visit a couple of local shoo is on Friday, hoping to recruit some new staff. You are not sure how long this will take and might not be able to get to the meeting until later. Draft the memorandum to the Personnel Manager explaining the situation.

Exercise 3. You have heard the following dialogue at a meeting and wish to report the main points to your line manager.

Write an appropriately short memo to him containing the essential points.

Mr Wilson:

I am the geologist who did the initial survey of this area. Perhaps I could help at this point.

Chairman:

Ah, thank you. I am glad there is someone at this meeting who has actually been to the place. Most of the discussion so far has been very much based on second or third-hand reports. Well, do you think there is oil there in commercial quantities?

Mr Wilson:

It is difficult to say.

Chairman:

Well, if you cant say it, who else can? Im sure you can give some facts on which we can make a decision.

Mr Wilson:

The scientific evidence was not conclusive but Im working on a hunch. The geological samples indicate it is the sort of area where good grade oil might be found.

Chairman:

But in commercial quantities?

Mr Wilson:

We are not even certain about oil yet. That will need further sampling. As for commercial quantities, we cannot possibly say that. And its not a purely scientific question anyway. A lot depends on the price at the time we strike, and other factors like the political stability of the area. The security of delivery routes will then be a point to consider.

Chairman:

How much more time will you need?

Mr Wilson:

About two months if the good weather holds. If we get an early winter, however, we wont be able to work for six months.

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