Read carefully the following situations. You will write a memorandum for each situation. You may use either the traditional or the simplified format.



Instructions: Read carefully the following situations. You will write a memorandum for each situation. You may use either the traditional or the simplified format. 

Assignment # 1 Conference Room Reservation (subject)

You are the Dean of Academic Affairs, you are the person responsible for reserving meeting rooms, and often receive requests for their use. The head of the Department of Research, Dr. Jose Ortiz, has sent you a memorandum requesting to use Conference Room 215 on the second floor for a meeting of 30 people on April 19  from 8:30 a.m. to 4:30 p.m. The conference room that Dr. Ortiz requested is not available; however, Conference Room 415 on the fourth floor and Conference Room 515 on the fifth floor are currently available. Both of these rooms seat about 30 people. You will send a memo to Dr. Ortiz letting him know the alternatives that he has.


Write a memo in simplified or traditional format informing Dr Ortiz   that Conference Room 215 is already reserved to another professor, and suggest the alterative rooms. Be sure that all pertinent information is given. Give Dr. Ortiz a deadline April 5, as to which room he will take, so that you can put it on reserve in your schedule sheet.

Assignment # 2 Parking Guidelines with a Smile

As   director of Human Resources, you must remind both day-shift and swing-shift employees  of the company’s new parking guidelines. The guidelines are the following:

  • Day –shift employees must park in Lots A and B in their assigned spaces.
  • If they have not registered their cars and received white stickers, the cars will be ticketed.
  • Day shift employees are forbidden to park on the curb.
  • The swing-shift employees may park at the curb before 3:30 p.m. Moreover, after 3:30 p.m., swing-shift employees may park in any empty space—except those marked Tandem, Handicapped, Vanpool, Carpool, or Management.
  • Day-shift employees may loan their spaces to other employees if they know they will not be using them.

                 One serious problem is the lack of registration (as evidenced by white stickers). Registration is done by Employee Relation Committee. Any car without a sticker will be ticketed. To encourage registration, Employee Relations Committee (ERC) will be in the cafeteria April 25 and 26 from 11:30 a.m. to 1:30 p.m. to take and fill the applications and issue white parking stickers

Required: Write a memo to employees of the parking guidelines and encourage them to get their cars registered. Use listing techniques, and strive for a tone that fosters a sense of cooperation than resentment. As a request (last paragraph) remind them that the ERC (employee relations committee) will be in the cafeteria.

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