Part I: Compose and Format Memos and Letters
Scenario
Assume you are an administrative assistant for the Sales Department of Abbott, Browne, and Carter Inc. Your manager has asked you to handle all communication regarding the annual sales conference to be held next spring (or fall).
Approximately 150 sales representatives from across the province are expected to attend a three-day conference beginning on Wednesday evening and ending late Friday afternoon.
Documents
1. E-mail Announcing Conference
2. Letter to Potential Facilities
3. Letter to Order Supplies for Conference
4. Letter Booking Conference Facility
5. Letter Requesting Account Adjustment
6. Memo Responding to Request for Conference Information
7. Letter Persuading Motivational Speaker to Reduce Fees
8. Letter to Conference Facility Regarding Contract
9. Letter to Technology Company Denying Request
10. Letter of Appreciation to Motivational Speaker
Documents and Instructions
• key each of the following documents in separate Word documents
• Create letterhead similar to the examples shown below by keying the company information in a header and by changing the city name to your city or town.
ABBOTT, BROWNE, AND CARTER INC.
Interoffice Memorandum
ABBOTT, BROWNE, AND CARTER INC.
4572 Chester Road. Kelowna BC V7P 5B9. Phone 250-324-7894 • Fax 250324-7895
• Add a footer with your name and document number right aligned.
Your name Document 1
1. E-mail Announcing Conference
Format
E-mail
Current date
Use your e-mail account and send message to your instructor or if your instructor prefers, use Print Screen to create a mock e-mail within a Word document (Open email, press Print Screen, then paste in Word
Purpose
To Inform: Announce Sales Conference
Receiver
All Staff
Content
Announce the dates for the conference. Pick dates at least six months ahead.
Indicate all sales staff and managers are expected to attend.
Offices will open as usual.
Confirm attendance by e-mail to you by date one month from now
2. Letter to Potential Facilities
Format
Block Letter with letterhead
Include a bulleted list
Current date
Purpose
To Request Information: Conference Facilities
Receiver
Ms. Amanda Huxley, Events Co-ordinator, The Conference Centre, 1066 Hastings Street, Vancouver BC V53 9J7.
Content
Request the following:
Dates of conference
Number of participants
Reception on first night
Breakfast and lunch for two days
Accommodation for 100 (two per room)
Banquet facilities
Presentation equipment
Include all necessary information
End date one month from now
3. Letter to Order Supplies for Conference
Format
Simplified Letter Style with letterhead
Dated two months from now
Purpose
Order Request: Conference Supplies
Receiver
Paper Clips and More, 8473 Commercial Way, Vancouver BC V7X 4L6.
Content
• Request the following from the current catalogue:
20 boxes of plastic name tag holders #NT376 @ $22.99 each
20 rolls of perforated name tags #NT375 @ $7.99 each
10 blue fine tipped permanent markers # FM289 @ $3.99 each
2 packages of overhead pens #OH3972 @5.99 each
2 packages of all-purpose transparencies @ 32.99 each
Shipping costs $25
Include all appropriate taxes Include all necessary information
4. Letter Booking Conference Facility
Format
Block Letter Style with letterhead
Dated one month from now
Purpose
To inform: Confirm Booking for Conference
Receiver
Ms. Amanda Huxley, Events Co-ordinator, The Conference Centre, 1066 Hastings Street, Vancouver BC V5P 9J7.
Content
Book conference
Summarize requirements (requests from Document 2)
Include a goodwill statement
Include all necessary information
5. Letter Requesting Account Adjustment
Format
Simplified Letter Style with letterhead
Dated three months from now
Purpose
Adjustment Request: Wrong Items Sent
Receiver
Paper Clips and More, 8473 Commercial Way, Vancouver BC V7X 4L6.
Content
Request an adjustment. You ordered two packages of all-purpose transparencies @ 32.99 each but received ink jet transparencies.
Include all necessary information
6. Memo Responding to Request for Conference Information
Format
Standard Memo Format
Include bulleted list
Dated three months from now
Purpose
Information Response: Conference Details
Receiver
All sales representatives
Content
Include conference details as follows:
Dates of conference
Reception on first night
Breakfast and lunch for two days
Accommodation for 100 (two per room)
Banquet on Friday night
Guest speakers
No cost to sales reps
Confirm attendance
Include additional information
Include all necessary information
7. Letter Persuading Motivational Speaker to Reduce Fee
Format
Modified Block Letter Style with letterhead
Dated one month from now
Purpose
To persuade: Motivational Speaker to Reduce Fee
Receiver
Mr. Tony Harrison, 1748 Success Drive, Vancouver BC V7R 3M9.
Content
• Invite Mr. Harrison to give the keynote address on Thursday morning of the conference.
Compose your message with the following information in mind:
He is well-known for his speeches and his book After the Close
He built his sales career with Abbott, Browne, and Carter
His fees are usually $2000 per hour
Persuade with benefits
Include an end date and goodwill statement
Include all necessary information
8. Letter to Conference Facility Regarding Contract
Format
Block Letter Style with letterhead
Dated two months from now
Purpose
Persuasive Claim: Conference Contract
Receiver
Ms. Amanda Huxley, Events Co-ordinator, The Conference Centre, 1066 Hastings Street, Vancouver BC V5P 9J7.
Content
Choose between the direct and indirect approach
State your claim based on the following:
The Conference Facility promised room rates of $150 a night but the contract shows $175.
Rates have increased across the province due to increased taxes
You booked the conference knowing the rates may go up Include a goodwill statement
Include all necessary information
9. Letter to Technology Company Denying Request
Format
Modified Block Letter Style with letterhead
Dated two months from now
Purpose
Request Refusal: Request to Display Items at Conference
Receiver
Ms. Jennifer West, Events Co-ordinator, State of the Art Ltd., 7643 Grant Street, Victoria BC V9Z 4M9.
Content
Refuse the request to present the latest gadgets for salespeople. State of the Art Ltd. wanted 45 minutes during the conference to demonstrate its products.
Include a reason for refusal such as time restrictions
Suggest an alternative such as a display table in foyer
Include a goodwill statement
Include all necessary information
10. Letter of Appreciation to Motivational Speaker
Format
Block Letter Style with letterhead
Dated three days after conference (the Monday following)
Purpose
To show appreciation: Motivational Speaker
Receiver
Mr. Tony Harrison, 1748 Success Drive, Vancouver BC V7R 3M9.
Content
Thank Mr. Harrison for his keynote address on Thursday morning of the conference
Include specific comments
Include all necessary information
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