Exercise 1

Write a suitable subject line for a memo.

a. Annual Dinner will be postponed.

b. The company will introduce new guidelines on leave-taking.
c. University staff are required to submit their health report.
d. Staff meeting has been cancelled.
e. Bonus will be paid to staff.
f. UniSZA will increase penalties for vehicles parked illegally on campus.
g. HR Department announces Ms Huang as new Public Relations Officer.
h. All staff are eligible to apply for housing loan.
i. All cabinet ministers must declare their assets.
k. The company has decided to change working hours.

Exercise 2
Fill in the blanks in the following memo with the correct form of the words in the bracket.

To: Department Heads

From: Hassan Musa
Date: December 10, 2009

Subject: Annual Bonus Leave for Employees with Outstanding Performance

Starting January 1, we will introduce the following (1) _______________________ (modify)

in our company policy with regard to annual leave: every year one employee from each
department will be (2) _______________________ (award) special annual bonus leave for
outstanding performance.

The eligible employee/s will have (3) ________________________ (add) five days of annual
leave credited on January 15. The bonus leave will be accounted for (4)
_______________________ (separate) and will remain available until (5)
_______________________ (use), notwithstanding any other limitation of the total number
of days of annual leave that may be (6) _______________________ (carry) forward.
We will (7) ____________________ (hold) a meeting on December 15 at 10.00a.m. to
discuss the results of the 2009 performance (8) ______________________ (evaluate) and
approve the final list of employees eligible for the bonus. The (9) ______________________
(announce) to the employees will follow the meeting. If you have any questions or (10)
___________________ (comment) please let me know before the meeting.

Exercise 3
Fill in the blanks in the following memo with the correct form of the words supplied.

mandate converse comfort stain accumulate use dish do

To: All Staff and Interns
From: Mina Ashiqin, Assistant to the Director
Date: July 25, 2013

Subject: Dishes in the Sink

It has come to our attention that there has been a pile of unwashed dishes that
____________________ in the sink by the end of each week. It has gotten so bad that
washing one’s hands in the kitchen sink becomes an ____________________ undertaking.
Therefore, we are introducing a new policy that _______________________ that employees
wash their dishes as soon as they are ________________ with them, keeping the sink clear
for other ______________.

If you do not have the time to wash your lunch container or coffee mug, leave it by your desk
until you are ready to wash it. Even two or three dirty plates will encourage every person
thereafter to leave their unwashed, food-_________________ dishes and silverware in the
sink. _____________________ , studies have shown that when a sink is empty, people are
more likely to wash their ______________________ immediately.

Thank you for your cooperation.

Exercise 4
Write a complete memo for each of the following situations.

A. You are the manager of Catway Productions. Write a memo to the administrative
personnel of the company announcing the appointment of Sylvia Cooper as the new
Assistant Marketing Manager. In your memo, you also mention the effective date of
her appointment and urge all the administrative staff to give her their full cooperation
and support.

Compose the memo. Invent details if necessary.

B. Rusty Company is organising a staff family day for employees and their families. There
are many fun events planned on that day for the families and their children. There
will be prizes for the winners of all the events. Lunch will be provided as well.

As the head of the Human Resource Department of the company, you are to write a
complete memo requesting, but not demanding, that employees attend the family
day. Also ask employees to let you know at least two weeks in advance whether they
are coming or not, and also how many guests they are bringing, and make sure
employees know when and how to respond to you. Be sure to list the events for that
day as well. Invent other details where necessary.

C. As the resident computer technician, you have installed a new software program on
the company computers. Write a memo to all the staff, including your managers,
letting them know that they need to come see you for a half-hour training and
information session within the next week. Be sure to include what times you are
available as well as where and how you can be reached. Below is an example of an
informative memo.