University of Gujrat

Hafiz Hayat Campus

Submitted by: Group No: 05

Names: Roll no:

Hina Javed 20020920-199

Chanda Javeria 20020920-219

Hadeed 20020920-189

Shehroz Razzaq 20020920-228

Sikandar Zulqurnain 20020920-217

Submitted to:

Prof. Abdul Majid

Date:

9 March 8, 2022

Department: BBA

Section: B

Semester : 3rd

Course title: Business Communication

ASSIGNMENT# 02

Define and explain memos?

A memorandum, also known as a memo, is informing a group or organization in an
email or letter of a specfic problem and or solution. A mamo should have an action
plan with specific steps on how to carry out the plan. Memorandums should be
short concise and easy to read.

Heading
The heading in an email or letter should includer:
To: Who is the letter/email for
From: Your name
Date: Month day, year
Subject line: Be as specific as possible
Example:
To: Sana
From: Ali Hassan
Date: january 27, 2022
Subject line: How to structure a Business Memo

Introduction:
This paragraph will address the What in a Memo.
Thesis and Key Points (1-3 sentences)
The thesis statement solves a problem or proposes a solution and then expands into
key points if needed.
Background and Overview (3-5 sentences)This informs the reader of information
they need to know that IS NOT mentioned in the body of the memo.
This paragraph is optional.

Example:
“We are two months away from our deadline and our client wants to bump our
deadline by three weeks.
Our client sees a critical unforeseen market change and if we do not meet the new
deadline, our full
Years’ worth of project will be worthless. This deadline will be challenging since
some of our team
Members had personal vacation and training plans during our new timeframe.”

Body/Key points:
In this section, explain the key points in a concise manner. Start with the important
information then move
towards the least important. (4–10 lines or 3–5 sentences)
▪ Do not be redundant
▪ Use white space
▪ Use bullet points, bold, or number any key words (if necessary)
▪ One key point per paragraph

Example:
“I would like to schedule a meeting tomorrow at 10:00 am to discuss the deadline
and everyone's task.
During this meeting I would like to have an update of this project by each
department and discuss theobstacles we are going to face as a team. By the end of
this meeting, everyone will have their task and will have a solution to any obstacles
they will face with this deadline.”

Summary:
The summary section is only to be used if the memo is more than one page. This
section summarizes the key Points of the memo (Similar to a conclusion
paragraph)
Call to Action:
This section explains what the reader must do after they are finished reading the
memo. The call to action can be a short paragraph of 2-3 sentences, or it can be
listed in bullets or numbering if more than a couple of sentences.
Example:
“Please call Pa before January 30th to confirm or decline the invitation at (123)
456-6778. The
invitations that need to be sent out to our employees are on my desk. After
handling the invitations, I
will give you a list of candidates to interview for the Finance department before
this quarter ends. Also,”
Example:
1. Call Pa at (123) 456-6778 before January 30th to confirm or decline the
invitation.
2. Interview at least 10 candidates for the Finance department before this quarter
ends.
3. Send out the invitations on my desk to the employees
4. Plan for next week’s meeting
5. Give an update on guest attending the event

Attachments:
If you are writing an email – attach pictures, files, or hyperlinks to make it easy for
the reader to access it.
If attaching a chart to the email, make sure the chart is easy to read.
• To emphasize comparisons, use a bar chart
• To emphasize trends, use a line graph
• To emphasize specific values, use a table

What are the types of memos??

TYPES OF MEMOS
Memos can take different forms depending on the end goal they’re trying to
achieve. The important thing to remember is that your memo should be short,
direct, and convincing.
SOME OF THE DIFFERENT TYPES OF MEMOS ARE:

Type# 1. Request memo

The objective of these types of memos is to gain a favorable response to a request.
A request memo should use persuasive language because the end goal is to
convince others. For example, let’s say you have come across a business
conference that’s relevant to your position. You’ll send a request memo to
convince your manager to allow you to attend this conference. A few key pointers
you may want to keep in mind while writing a request memo are:
a. State the request clearly
b. Justify your request with proper reasons
c. Explain or justify any financial costs that the organization will have to bear
d. Present your recommendations for action
e. Keep your language and tone formal and neutral

Type #2 confirmation MEMO

These memos are used to confirm in writing something that has been agreed to
verbally. Examples of these types of memos can be observed in situations that need
agreement between two or more parties. For instance, you agree to finish your
project on time if your manager agrees to let you hire three interns. A few things to
remember when confirming agreements in writing are
a. Highlight the significant and important details that were agreed to verbally
b. Be specific in your demands and targets
c. Ask for feedback on any unclear or misunderstood points

Type #3 suggestions MEMO

These types of memos are usually circulated to find efficient solutions to problems.
One of the building blocks of success in any organization is the creative thinking
of its employees. Managers or team leaders often encourage group discussions and
brainstorming sessions through suggestive memos. The purpose could be gathering
innovative new ideas or generating out-of-the-box solutions to problems. Here are
a few things to be conscious of while writing a suggestive memo:

a. Write in an encouraging and positive way and tactfully present suggestions

for change
b. headings or titles to differentiate between multiple groups of ideas
c. Be specific in stating your expectations

Type # 4. Periodic Report Memo:

Periodic report memos – monthly cost control reports, quarterly sales reports – are
submitted at regular intervals. Since these memos are written frequently, they are
designed and preprinted so that the writer can complete them quickly.
There are three helpful guidelines for constructing a periodic report memo:
 a. The memo should be designed as a fill-in form on which data can be entered
quickly.

b. The form should be designed so that it can be duplicated and re-used.

c. If narrative or descriptive commentary is necessary, a place should be

provided on the form.

But the report memo is concise, comprehensive and easy to understand. And every
quarter all that the manager has to do is to enter the relevant data

Type # 5. Informal Study Results Memo:

Organizational personnel are sometimes asked to write the results of an informal
study in a memo. The objective of the message is to present the information in an
easy-to-read, understandable form. To this end, follow the guidelines listed below:
a. State the purpose at the beginning (and stick to it).
b. Use headings and sub-headings to make the reading as easy as possible.
Present data in a “Findings” section and interpret it in another called
“Conclusions” (or other similar term
c. Be specific. Stay on the point and address different issues one by one,
systematically.
d. Unless there is good reason to do otherwise, write the memo in informal
language and use personal pronouns.

Q: What is meant by Business Proposal?

 A business proposal is a document that's designed to persuade an
organization to buy a product or service.
 A written offer from a seller to a prospective buyer.
 Business proposals are often a key step in the complex sales process.

Need of a Proposal:
  Proposals are starting points for your Audience to understand your ideas by
identifying the key issues, methods, sources of your plan to develop the
project.
 A proposal will help you complete your project because you have move
ahead and made a plan.

Elements of Winning business Proposal:

 Solutions
 Benefits
 Credibility
 Samples
 Targeted

Criteria for a Business proposal:

 Title Page
 Cover Page
 Table of Content
 List of Illustration
 Executive Summary
 Introduction and Discussion
 Conclusion

Q#4 Explain the types of business proposal in details

There are five main different types of Business Proposals that are:

1. Formally Solicited
2. Informally Solicited
3. Unsolicited
4. Internal
5. external

Types of Business Proposals:

1 1)Formally Solicited Business Proposals:

In most of the organizations, formally solicited proposal is written in the response
of given requirements by the buyer. In order to meet the needs of the proposal, it is
categorized under the following categories.

i)RFP (Request for Proposal)

RFP’s contain brief information related to the offer of the customer to make sure
the seller completely fits the needs and demands. Sometimes, it also contains
routes to prepare a to the point proposal along with evaluation criteria. Mostly,
RFP’s are issued by the customers when available products or services do not
meet with the requirements.

ii)RFQ (Request for Quotation)

The RFQ is issued by the customer when there is a need for a larger quantity of
goods. In such cases, prices are not the only thing to consider, but other services
also matter, such as the availability of commodities, time of delivery and quality of
services. An effective proposal might lead the seller to obtain a big project.

iii) IFB (Invitation for Bid)

Whenever any customer wants to get the needed services such as construction, then
IFBs are issued.  The primary goal to issue an IFB is only to check the prices.
While on the other hand, the quality of the services also has much importance, but
prices have more impact than quality.

iv) RFI (Request for Information)

RFI (Request for Information) issued to get the information about the available
products, services and retailers. Its main purpose is to view “marketing
intelligence” and is lead to the final settlement of the business deal. So many
sellers take it very seriously and fill the information according to the requirement
carefully. Surely, it is one step to final RFPs, RFQs and IFBs.
 2) Informally Solicited Business Proposals:

These types of business proposals are an output of oral conversation between the
retailer and the customer. It is also known as the Sole-Source Proposal because it
does not possess any requirements to meet.  Normally, these proposals are written
in roundabout 25 pages, and in some time may go down to 5 pages or even less.

3) Unsolicited Business Proposals:

The Unsolicited types of Business Proposals is like a marketing brochure that

contains necessary information about the needs of the seller. In this type of
proposal, there is no direct connection between the sellers and the customers. It is
also termed as “leave-behind” or “give-away” in the last moments of any
meeting. The main reason for issuing an Unsolicited Business Proposal is to
increase the chances of sales.

4)Internal Business proposal:

 A proposal written to someone within your organization (a business, a government

agency, etc.). With internal proposals, you may not have to include certain sections
(such as qualifications) or as much information in them.

For example, if your manager asks for ideas to improve the average time it takes
to return customer inquiries, you would create an internal proposal.

5)External Business proposal:

A proposal written from one separate, independent organization or individual to

another such entity. With an external proposal, you will need to not only persuade
the reader that you have a solid plan, but establish your credibility with the reader.

The typical example is an independent consultant proposing to do a project

for another firm.
Differentiate between proposal and report?
Report
 Analyses information in order to
solve a problem.
 Bases on information from the past
research/activity that has been
carried out.
 Usually only one report on a
situation.
 Present all information and all
points of view in the finding
conclusion and recommendation
are written objectively.
 A report is usually based on an
event or situation that has
happened or already exist.
 A report is nearly always solicited.
 it concerns the present.
 It is just a statement.
 It does not need the AIDA
(attention, interest, desire and
action)formula.
Proposal
 Provides evidence in order to
persuade.
 Focuses on future activity yet to
be carried out.
 Solicited proposals may have
many competitive proposals.
 Only writers ‘point of view and
the advantages of writers
solutions need to be present.
 A proposal tends to be based on
a future situation or plan and is
more forward looking. The
recommendations section is the
most important part of a
proposal.
 A proposal can be either
solicited or unsolicited.
 It concerns the future.
 It is a request for action.
 It based on the AIDA formula.