Business Communication Student Name: Muhammad Adnan Maroof

Practice Assignment – Business Writing Reg #: 20201-28242

Duration: 15 Minutes

Objectives of this assignment:

1. To reinforce the concepts of professional business writing.

2. To enable students to identify and critically analyse statements of various business situations.
3. To develop self critical skills during business writing.

Communication Gap

“Oh my gosh, what a disaster!” Azfar thought. He had been placed in charge of booking a speaker for his
Company’s diversity CSR event, and the major speaker from NGO Diversity NOW hadn’t shown up. Azfar
was now scrambling to figure out what may have gone wrong, all under the watchful eye of his boss,
Babar Chaudhry.

As Azfar checked his email, he found that he had, in fact, reached out to Aaliyah, the speaker he had
booked:

Date: 4/2/20

To: Aaliyah Khan, CEO of Diversity NOW <aaliyahkhan@diversitynow.com>

From: Azfar Munir <azfarm@qcom.com>

Subject: Diversity Day

I am Azfar Munir and my boss, Babar Chaudhry, asked me to get a hold of you about Diversity day later
in this month. You may or may not know that our company is working on a proactive stance about
diversity in the workplace. Last year we put on sessions and skits ourselves. Several employees enjoyed
the day but did not seem to fully appreciate the implications for the work day. We are so thankful that
you agreed to help out since you are a formal outsider. We’re going to set aside the entire day of April
23. The first session starts at 9 a.m. There will be lunch and the late afternoon session goes only until
3:00 p.m. The brochures need to be published by one week prior to that date. See you then!

Azfar

Azfar suddenly realizes that Aaliyah never sent a response back—confirming or otherwise. He thinks to
himself, “Yes, I probably should have remembered to check to see if Aaliyah had sent the title for her
talk back in time. I did get a bit busy and forget that. But how could Babar think the rest of this was my
fault? My email was pretty clear!”

Look back at Azfar’s email. Do you see areas where he could improve this email? How would you have
written this email invitation?

Page 1 of 2
Business Communication Student Name: Muhammad Adnan Maroof
Practice Assignment – Business Writing Reg #: 20201-28242
Duration: 15 Minutes

Solution:

Date: 4/2/20

To: Aaliyah Khan, CEO of Diversity NOW <aaliyahkhan@diversitynow.com>

From: Azfar Munir <azfarm@qcom.com>

Subject: Invitation to speak at a diversity day event – 23 rd April 2020

Hi Aaliyah,

Good Day!

Hope this email finds you in a good health.

I am Azfar Munir, I work for QCOM Company as a Training Coordinator.

As part of our company’s proactive plan to promote diversity in the workplace, the management has
decided to celebrate the diversity day on 23 rd April. I am glad to inform that we would like to have you as
a major speaker in our diversity CSR event. The proposal put forward is to have two sessions between 9
a.m. to 3:00 p.m. with lunch and prayer breaks in between, lengths & mode of sessions can be adjusted
based on your recommendations.

You are requested to send a confirmation earliest by 7 th April, so that we would continue with brochure
publishing and other logistics arrangements. If you are not available on proposed date, please let us
know about the best date in last week of this month, we still have time to make some date adjustments.

We are excited to see you on diversity day !

Regards,

Azfar

Page 2 of 2