Writing a(n) email/memo
(1)
You are the HR manager of a company. You are writing a memo to all staff of the company regarding a company policy change:
stating what the change is;
explaining why the change was made;
telling them when the new policy will go into effect.
Your memo should be 40-50 words long. Write it on the Answer Sheet.
I am writing to inform you all that we will start to use the automatic location attendance system on October 1 to improve the accuracy of attendance. Please download the software in time to register and feel free to contact me if you have any questions about it. (2)
You are the accounting manager of a company. You are writing to the CEO of the company about an online expenses claim system:
suggesting implementing it in the company;
explaining why the system is needed;
introducing the benefits of the system.
Your email should be 40-50 words long. Write it on the Answer Sheet.
I am writing to suggest using an online expenses claim system to make our company's financial processes more standardized. It can effectively improve the control of data, and help managers to make decisions easily. Please feel free to discuss with me if you are interested. (3)
You work in the marketing department. The marketing manager has asked all of his staff to contribute ideas on how to promote a new product. You are writing an email to him:
suggesting promotional tools you think are the most effective for this product;
stating the reasons;
predicting the results of promotion.
Your email should be 40-50 words long. Write it on the Answer Sheet.
I'm writing to suggest that we can consider Google marketing, which I
think is the most effective promotion tool for this product. It can effectively cover our audience and is expected to increase market share by 80%. Please feel free to discuss with me if you are interested. (4)
You are the production manager of a company. You are writing an email to the general manager:
explaining the effect of the rising price of raw material on production;
suggesting relocating the plant to China
stating one additional advantage of relocation.
The body of your email should be 40-50 words long. Write it on the Answer Sheet.
I'm writing to tell you that the cost of production has increased because of the rising price of raw materials. I propose to move the factory to China, which can reduce costs and improve efficiency. Please feel free to discuss with me if you are interested. (5)
You are the Production Manager of a company. The quarterly output has
dropped recently. You are writing an email to the General Manager:
informing him of the problem;
stating the main cause;
suggesting actions to be taken.
Your email should be 40-50 words long. Write it on the Answer Sheet.
You probably have been informed that the output has decreased in the last quarter and that the main reason is heavy rainfall. We must do something about it. I propose that we apply to the government for support. Look forward to hearing from you soon. Writing a letter
(1)
Your are the training officer of a company. Your company wants to improve staff’s presentation skills. You are writing to a training organization you have used before enquiring about their service in this area and saying what your requirements are. In your letter, please include the following information:
reminding him/her of your previous cooperation and stating the purpose of this letter;
telling them which staff need training and explaining why;
stressing the importance of teaching staff how to use the latest technology;
explaining why you prefer a short-term course
asking for information about their prices
Please include a dateline and inside address in your letter. Make up information as needed. The body of your letter should be 120-140 words long. Write your letter on the Answer Sheet.
I believe you remember that we had a very successful cooperation on last year about staff training. I am writing to you that we are preparing to provide some training to employees recently. We are selecting training institutions to improve the expression ability of employees. We will select some employees who hope to improve their personal ability and sales performance by participating in this training, and we hope to select some management trainees to accumulate excellent talents for the company. In addition, I would like to tell you that we are more concerned about whether teachers can use the latest technology well. Efficient and fast teaching form is also one of the reasons why I like short-term courses. Finally, I hope you can provide the quotation and course information
according to the requirements, and look forward to cooperating with your company again. (2)
You are the manager of a traditional retail store. Due to the increasing popularity of online shopping, the number of your regular customers has dropped considerably. You are writing a letter to a website design company advertised in the newspaper:
introducing your store briefly;
explaining why you want to set up a website and what it is expected to achieve;
asking for more information about their company;
enquiring about the prices of setting up and maintaining a website;
proposing a face-to-face meeting with them.
Please include a dateline and inside address in your letter. Make up information as needed. The body of your letter should be 120-140 words long. Write your letter on the Answer Sheet.
I am writing to you because I saw your advertisement in the newspaper.
We are a traditional retail store that has been operating for more than 20 years, mainly selling cleaning equipment. Due to the increasing popularity of online shopping, the number of our regular customers has been dropped considerably. We hope to establish a website to attract more customers, improve market share and improve our store image. Here we would like to know your company's experience in making website and your office address. We hope you can send us a company introduction and the price of establishing and maintaining the website. I hope we can discuss more details through face-to-face communication. Our address: NO.12, Wangjing plaza, Beijing. (3)
Read the letter below and write a reply to it:
acknowledging receipt of the letter from Kevin Smith and confirming the position applied for;
confirming a time, place and date for the interview;
indicating a form required to be completed and returned before the interview;
advising the need to be informed of two referees, including addresses and telephone numbers
ensuring that the applicant knows to bring copies of qualifications and previous employment references.
Please include a dateline and inside address in your letter. Make up information as needed. The body of your letter should be 120-140 words long. Write your letter on the Answer Sheet.
Kevin Smith 22 West Rd. Manhattan New York 1234 Oct. 2, 2002 Mr. John Green Managing Director Rockingham Art Gallery
229 Degas Drive San Antonio, Texas 73568 Dear Mr. Green: I am writing in response to your advertisement in the San Antonio Tribune (Sept 30, 2002) requesting persons interested in the position of Director of art gallery operations to contact you. You will see from my CV that I have considerable experience in the world of art, having previously been a director of gallery operations in places as diverse as Paris and Tahiti. It may be of interest to you to know that I paint occasionally myself and therefore am well aware of artistic techniques. I pride myself on being able to tell good art from bad art. I believe this is an important quality for any art gallery Director. I would be grateful if you could arrange an interview before Oct. 16, as I must attend an important art exhibition and conference being held in Paris between Oct. 18 and 21. I can be reached, prior to Oct. 16, at the above address. I am available to begin work on Nov. 1 , 2002. If you require further information please do not hesitate to contact me. Should
you require any forms to be completed you may forward them to me by post or email them to me at: kevinsmith@yahoo.com. Look forward to hearing from you soon. Sincerely yours, Kevin Smith Thank you for your letter. We have received your resume and your application for the position of director of operations of the museum. We are glad to inform you that your resume basically meets our requirements. Please fill in the attached form and The interview time is 9:00 am on October 13, please contact me in advance if you need to change the time. Interview address: No.12, Wangjing, Beijing. In addition, we need to conduct background checks with your references in advance, It is advising that you can inform two referees, and please provide their addresses and telephone numbers. Hope you know to bring copies of qualifications and previous employment references.
(4)
You work for a retail company and your company is considering installing a TV system in its store to give customers information on products and services while they shop. You have seen an advertisement for a company which provides this type of system and you are writing a letter to them:
introducing your store briefly;
stating what information you want customers to see;
telling them your store will need about 30 TV screens;
explaining why the system will have to be ready in one month;
asking for more information about training service they provide.
Please include a dateline and inside address in your letter. Make up information as needed. The body of your letter should be 120-140 words long. Write your letter on the Answer Sheet.
This is sales manager of SG retail company. I am writing to you because I saw your advertisement on the website for the provision of TV system. Our company is considering installing a TV system in the store, We want customers to see our latest products and promotions, which
require about 30 TV screens installed in the store. As the new year is coming, the system must be ready in a month. Please provide your company's product catalog and price information. In addition, whether you provide relevant training services, what aspects are included, and the warranty period. Hope to receive your reply as soon as possible. (5)
Read the invitation below and write a reply to it:
thanking the writer for the invitation and expressing regret for not being able to do the presentation on the proposed date due to prior commitments;
saying you are also a specialist in niche market positioning;
asking them to suggest some other date for the presentation;
saying both the fee and the payment arrangement are acceptable;
enclosing an outline of the presentation.
Please include a dateline and inside address in your letter. Make up information as needed. The body of your letter should be 120-140 words long.
Write your letter on the Answer Sheet.
Thank you for your invitation, and I regret that I am not being able to do the presentation on the proposed date due to other prior commitments.
R&T Furniture Ltd. 123 Good Fortune Plaza, 1st Avenue, Beijing, P.R.China Email: HR@R&T Furniture.com August 1 Mr. Kyle Taylor Senior Consultant P&G Consultancy 34 Changan Street, Beijing, P.R.China Dear Mr. Taylor: You have been recommended to us by one of our business partners. He told us that you have many years experience of positioning products in competitive markets and developing positioning strategies for large multinational
corporations, and you are an excellent public speaker. Right now we are organizing a training program for the 30 some marketing managers from our domestic offices. We would like to invite you to deliver a 2-hour multimedia presentation on positioning new products in competitive markets, focusing on positioning strategies and real life examples. The training will be held on August 14th , and at present we have 2 slots available, the first at 10 a.m. and the second at 2 p.m. We are able to offer a RMB￥1000 fee for the presentation and cover all your travel expenses to and from our company. 30% of the fee will be transferred before the presentation, while the remaining amount will be given upon the completion of the presentation. If you are able to accept our invitation, please reply in writing or email to the address above, please include any questions you may have regarding the presentation. Please also include details of your proposed outline. I look forward to your reply. Yours sincerely Sara Johnson HR Manager
I am very interested in your training needs. I am also a specialist in niche market positioning. If you can arrange other training time, I will be very willing to participate. I can accept both the fee and the payment arrangement, and the outline of the presentation is enclosed. Looking forward to your reply Sincerely yours, Kyle Taylor (6)
You're a customer service representative at Orange Garden Hotel. You have just received a letter from a customer enquiring about the availability of 2 rooms for this coming weekend. You are writing a reply:
thanking the customer for the enquiry;
restating the main idea of his/her enquiry;
apologizing for not being able to fulfill his/her request and stating the reasons;
recommending another hotel nearby and providing contact info;
hoping to have the opportunity to serve him/her in the near future.
Please include a dateline and inside address in your letter. Make up information as needed. The body of your letter should be 120-140 words long. Write your letter on the Answer Sheet.
This is customer service representative at Orange Garden Hotel. Thank you for your enquiry. Would you like to reserve two rooms for this weekend? I'm very sorry that we have been fully reserved this weekend. We recommend another hotel near us. Their name and address is Green hotel, No. 12, Wangjing, Beijing. 82822822. We will contact this hotel in advance to give you the best price. Thank you for your understanding and trust, and we are hoping to have the opportunity to serve you near future. Sincerely yours, Customer service department Orange Garden Hotel
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