Task 15. Comprehension questions

1. How do the memos solve problems?

2. When are the memos most effective?

3. What is the primary purpose of the memo?

4. Why do you divide the memo into segments?

5. What are the standard memo segments?

6. What is the general format of the heading segment?

7. How is the purpose of a memo presented?

Task 16. Read this memorandum and decide on the writer’s aim. Then decide which of the following is the most suitable subject heading for the memo.

The memorandum below was written by an employee in a company which provides seeds for agricultural purposes.

1. How We Can Improve our Methods of Storage for Seed Potatoes

2. Improvements in Methods of Storage for Seed Potatoes

3. Seed Potatoes

At certain times of the year, large quantities of seed potatoes are kept for up to several months in Stores 3 and 4. They are stored in clamps and covered by dried seaweed, hay and straw.

Several problems are regularly encountered with this method, the most important of which are weight loss and sprouting. These two factors alone have caused the loss of 14 tons of seed potatoes in the last year.

Research currently being carried out in the United States suggests that these problems could be resolved by adopting alternative storage methods, the extra cost of which would be only 15% of the loss currently incurred. (A detailed description of this research is attached.)

It is therefore recommended that a pilot scheme should be set up to evaluate these methods and if this is successful, that they should be adopted.

Your approval would be appreciated.

Task 17. In the following memo, the development section has been omitted. The missing information is given below, but in the wrong order.

Reorganize the missing information in a logical sequence. Put the sentences a) to h) in the right order.

MEMORANDUM

TO: Stores Supervisor REF: 5P/162/3

FROM: Main Workshop Supervisor

DATE: 17.9.98

SUBJECT: Wrongly Supplied Spare Part

This memo refers to your Item No. 3 on the Air Cargo Manifest for Flight BA61 on 14.9.98.

_______________________________________________________________________________________________________________________________________________________________________________________________________________

You are therefore requested to take the necessary action concerning this incident and arrange to send us correct item without delay.

It is hoped that such errors can be avoided in future.

Missing Information

1. On receipt o f the item, it was found to be a liner instead of a complete cylinder head.

2. Repairs to an essential company vehicle were delayed.

3. It was discovered that no local supplier stocks a similar part.

4. This special item was ordered urgently on our material issue voucher dated 8.9.98.

5. The vehicle still awaits repair and is unavailable for use.

6. On 16.9.98, attempts were made to obtain a temporary alternative part from local suppliers.

7. The item was fully described as a complete cylinder head (Part No. 631461) on the voucher.

8. Company operations have been seriously affected.

Task 18. In the following memorandum, the paragraphs are in the wrong sequence. Put them in the correct order. In addition, supply a suitable subject heading.

MEMORANDUM

TO: All Heads of Department REF: CP15

FROM: Personnel Manager DATE: 3/1/98

SUBJECT:

1. The practice of random parking is not only a nuisance to the general public, but also impedes deliveries to the plant. Most serious of all, it could hinder or even prevent fire engines and ambulances from reaching the scene of an emergency.

2. Therefore, all Departmental Heads are urgently requested to remind their staff to use the official car parks and to inform them that, as from 10.1.98, cars parked elsewhere will be towed away at the owner’s expense.

3. It has been brought to my notice that many employees are failing to use the car parks provided by the company. Instead, they are parking around the perimeter of the premises, on access roads and outside the main gates.

The conclusions of the following memos have been removed. Read through the memos and then complete them. If they have been well written, you will find that you will have no doubt about what the conclusions should be. (If you have the opportunity, compare your conclusions with those of other students doing this exercise).

Review.

Дата добавления: 2015-10-31