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Wednesday, October 31, 2018

Busines Communication Paper Solved: Office Memorandum or Memo and Business Letters Asked From 2014 to 2017 Exam


Memos are often written on printed form, containing the following headings:
1.       The name of the company is usually contained in the letter head.
2.       The words ‘’No.’’ and ‘’Date’’ followed by colons indicate the reference no. and date of writing memo. This is used for further references.
3.       The word ‘’To’’ followed by a column indicates the receiver and the word “From” indicates the sender.
4.       The word   ‘’subject’’  following by columns, introduces the topic of the memo.  Below it details of the subject are written.


XYX Enterprises
Inter-Office Memo
Date : ………………….
No. :  ……………………………..                                                                           
To : …………………………………..
From : ………………………………..
Sub. …………………………………………………………………………………………………………………………

(1)        ……………………………………………………………………………………………………………………………
             ……………………………………………………………………………………………………………………………
             ……………………………………………………………………………………………………………………………
(2)        …………………………………………………………………………………………………………………………...
             ……………………………………………………………………………………………………………………………
             ……………………………………………………………………………………………………………………………
Copies to
………………………
………………………                                                                                                          Signature

2017 QUESTION PAPER
1.       (a) What are the various approaches of designing persuasive letters? Imagine you are Mr. A.K Dey, Managing Director of Star Marketing Group, Calcutta. Now draft a letter of recommendation to the General Manager of Skyline Industries Pvt. Ltd., New Delhi, in favour of Mr. Vivek Sharma for the post of Production Manager who has worked in your organisation for the last three years.                     3+11=14
Star Marketing Group
Calcutta
Date: 31/10/2018
To
Mr. X
General Manager
Skyline Industries Pvt. Ltd., New Delhi
Dear Sir,
I am Pleased to recommend Mr. Vivek Sharma favourably for your industries. He has worked with us as production manager from July 2015 to June 2018.
Due to his dynamism and entrepreneurship qualities, he managed to control the cost at our plant through innovative ways. He is reliable and hardworking person and has shown his creativity in production methods. His ability to get on with people around him won the respect of his colleagues and subordinates. He was very cooperative with others.
Sincerely Yours
Mr. A.K. Dey
Managing Director
OR
(b) What are the different series of collection letters? Assume that you are the Manager of Bharat Agencies, Guwahati. Now draft a first series of collection letter in semi block format as a reminder to collect the overdue balance of Rs. 85,000 from Mr. Bansal of Dibrugarh    14

BHARAT AGENCIES
GUWAHATI, ASSAM
Date: 31/10/2018
To
Mr. Bansal
Dibrugarh
Dear Sir,
We just want to remind you that your account with us shows an unpaid amount of Rs. 85,000.
Most Probably it is just an oversight on your part. We know that it is small amount and could easily escape your attention. We have enclosed herewith the photo copies of bills to facilitate your verification, in case you have misplaced them.
Please remit the amount due at your earliest.
Sincerely
Mr. X
Manager
2016 QUESTION PAPER
7. (a) What are the essential components of a memo? Assume that you are the Senior Branch Manager of Life Insurance Corporation of India, Dibrugarh and draft a memo requesting all the employees of the branch to attend the farewell ceremony of Mr. B. Saikia, Assistant Administrative Officer, to be held at 2 p.m. on December 1, 2016 at the Conference Hall.                                                      4+10=14
Ans: There are usually three main parts to a memo:1. The heading 2. The subject and date 3. The message.
1. The Heading: The heading of a memorandum is usually printed. It contains the name of the organization and ‘To’ and ‘From’ sections. Make sure you address the reader by this or her correct name and job title. Be specific and concise in your subject line. In section ‘To’, a courtesy title – Miss, Mrs., Mr., Dr. is often included. But in section ‘From’ the write does not use a courtesy title. 
2. The subject and Date: The subject is a brief statement telling what the memo is about. The subject line is not a complete sentence but rather a concise phrase which indicates some specific information. The date of writing memo is also important to take action in time.
3. The message: Message is the main body of a memo. The message contains the following matters:
(a) Introduction: The message represents the main idea in the first paragraph. it is called the background of the information.
(b) 
Details: In the second paragraph you should write details about information to support the introduction. It should be logical and separate into paragraph.
(c) Response: It is called the action statement. In this paragraph you should state: action you want to reader to take, Action you will take, Action that you are requested to take, Dead line etc.
Date: 31/10/2016
Office Order
All employees of the Life Insurance Corporation of India, Dibrugarh Branch are hereby informed that our most sincere and senior branch manager Mr. B. Saikia is retiring from his job after 25 years of tremendous service. So, all the employees of the branch are hereby requested to attend the farewell ceremony of Mr. B. Saikia, to be held at 2 p.m. on December 1, 2016 at the Conference Hall.      
Mr. X
Officer In Charge
Copies to: Notice Board, All Departments
Or
(b) What do you mean by a ‘request letter’? Imagine you are Mr. P. K. Baruah, OIL Colony, Duliajan and you lost of a cheque No. 833712 dated October 27, 2016 for Rs. 25,000/- drawn in favour of Mr. C. K. Hazarika. Now draft a letter requesting the Senior Branch Manager, State Bank of India, Duliajan to stop payment of the cheque and debit the incidental charge to your savings bank account no. 3425850491553.
Ans:
Date: 31/10/2016
To,
The Senior Manager
State Bank of India
Duliajan, Assam
Sub: Cancellation of Lost Cheque No. 833712
Sir,
With regret I would like to inform you that I have lost a cheque having no. 833712 dated October 27, 2016 for Rs. 25,000/- which is drawn in favour of Mr. C. K. Hazarika.  
So, I request you kindly to stop payment of the above mentioned cheque and debit the incidental charge to my saving bank account.
Your consideration in this regard will be highly appreciated.
Sincerely Your
Mr. P.K. Baruah
Account No: 3425850491553

2015 QUESTION PAPERS
(b) What is a memo? For what purposes are memo used? You are the Managing Director of ABC Limited. Draft a memo to the Customer Relations Officer for not attending to a customer complaint.                        6+6=12
Ans: Memorandum is popularly known as memo. The literal meaning of the word memorandum is a note to assist the memory. Memos are the written internal communication means for exchanging information relating to day-to-day functions within the organizations.
According to Lesikar and pettit, “Memorandum is a form of letters written inside the business”.
According to Stewart and Clark, “Memos are used to communicate with other employees, regardless of where the employees may be located in the same organization.”
According to S. Taylor, “Memo is a written communication form one person to another (or a group of people) within the same organization.”
So, memorandum or memos are an internal short note or letter in which information exchanged among superiors and subordinates or same potion of employees in the organizational structure.
Memo
Date: 31st Oct, 2018
To: X (Customer relation officer)
From: Y (Managing Director)
Sub : Instruction to Customer relation officer to attend the Customer Complain Company value your Contribution in attending Customers Complain but for the last two weeks Customers are complaining to the company that Customer  relations officer is not listing to their Complain and resolving the some. They complain but you didn’t receive their call.
Customer services is the life blood of any business Customer services is to do with answering your Plan, making sure someone is there to pick the phone when it ring, listen to your customer and making sure you are capable of dealing with the complaints.
This means that you should polite to customers and also deal with the complain familiarly.
Thanking you
Y
Managing Director

2014 – QUESTION PAPER
7. (a) Enumerate any four purposes of writing a memo. Assume you are the Regional Manager, United Bank of India, Dibrugarh. Now draft a memo conveying to all employees of the regional office the message that a mock fire drill will be held at the beginning of next week as part of disaster management strategy.                    4+10=14
United Bank of India, Dibrugarh
MEMO
Date: 31st Oct, 2016
To: All employees
From: X (Regional Manager)
Sub: Mock fire drill at the beginning of next week.
A mock fire drill is going to be held at the beginning of next week at the part of management strategy. The Purpose of the drill is to Practice existing the Banks Building in emergency situation. So that on emergency arises in future Panic will be minimize and you will know how to response.
There are few points you should remember for the drill.
1.       Everyone must exist the building immediately, when the alarm sounds, Do not try to go back in to the Premises to retrieve your belonging if you are outside the building.
2.       All other must exist to a distance of 200 fit from the building to allow the save arrivals of emergency response vehicles.
3.       Answer clearly when fire marshal call the roll.
Following the Purpose will help you in Preparing, when on emergency arises.
Thanking you for your Co-operation and Participation.
‘X’
Regional Manager
Or
(b) What do you mean by a “Request Letter’? Assume you are the proprietor of M/s Beauty Cleaner, 16 Princess Street, Worli, Mumbai – 91. You drew a Demand Draft No. A 637825 dated 5th November, 2014 for Rs. 50,000 in favour of Global  Airlines Limited, payable at New Delhi. You pledged the Demand Draft as security deposit against the tender you submitted for upkeep and maintenance of the booking offices of Global Airlines Limited in New Delhi. Your tender was rejected and the Demand Draft was returned to you. Now Write a Request Letter to the Senior Manger, State Bank of India, Worli Branch, Mumbai to cancel the Demand Draft and credit the proceeds thereof to your firm’s Account no. 30494941531.                     3+11=14
Date: 31/10/2014
To,
The Senior Manager
State Bank of India
Worli, Mumbai
Sub: Cancellation of Demand draft No. A 637825
Sir,
You are required to cancel the mentioned demand draft [no. A637825] which took on 5th Nov. 2014 for Rs. 50,000 drawn in favour of global airlines limited payable at New Delhi. Due to cancellation of tender demand draft has not been used would like to request you to Cancel the demand draft and deposit the amount in my saving A/c No. 30494941531.
Your consideration in this regard will be highly appreciated.
Your’s faithfully
‘X’

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