Business Communication Assignment: Emails, Memos, Letters, Complaints

This document provides a comprehensive solution to a business communication assignment. It includes practical examples of various business communication tools such as email writing, memo writing, and letter of introduction. The assignment demonstrates how to write effective emails to employees, memos addressing infrastructure upgrades, and letters introducing a company's printing services to a potential client. Furthermore, the assignment includes a section on handling complaints, showing how to address customer concerns professionally. The document is well-structured, providing clear examples of each communication type and adhering to standard business communication formats. It also includes a reference list of relevant academic sources, demonstrating a solid understanding of business communication principles and practices. The assignment showcases the application of effective communication strategies in various business scenarios, making it a valuable resource for students studying business communication.

Running head: BUSINESS COMMUNICATION
Business communication
Name of the Student
Name of the University
Author Note

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Table of Contents
Part 1: Email writing..................................................................................................................2
Part 2: Memo..............................................................................................................................4
Part 3: Letter of introduction......................................................................................................6
Part 4: Complaints handling.......................................................................................................8
References................................................................................................................................10

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Part 1: Email writing
To: “Ben Jones”<[e-mail]>
Cc: All staff
Subject: About infrastructure upgrade and announcement of a team meeting
Dear Employees,
It is my pleasure to announce that as you all know that after all of yours rigorous hard
work and struggle throughout the initial years of establishing this business from this very year
we are turning a profit. We all are very much thankful to you for your contributions for
achieving the margin of profit that we finally earned. As you, all know that to show that how
much all of your hard work has been appreciated by this company, I have rewarded you all
with new computer systems.
These new computer systems will not only make your jobs easier but also will help
you do your assigned jobs faster. Moreover, it can help each of you in communicating with
clients as well as keeping contacts with other important contacts. It can further help you all
in creating websites, impressive marketing campaigns therefore successfully doing the
marketing of this organization. Then these computers can help you making your tax reports,
calculating payroll and safeguarding all your data as well as calculations as precisely as
possible. Moreover, computer systems can further help you all educating yourselves on the
various software, company policies, standard procedures and safety measures. This will also
help us with information and research data on how we can enlarge our business and discover
what client’s present needs are. All these become easy and can be done sitting at your own
desk.

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As I have noticed that in spite of my huge investment for your benefit, I can observe
that none of you is using the computes, as you should have. I think you all are having certain
difficulties that are not reaching my ears regarding the use of the new computers. Thus, I
would like to take a team meeting on 20th October, 2017 so that I can hear your views on this
introduction of new computers as well as I can also help in case you need any guidance or
assistance for dealing with this software.
Warm regards,
Sam
From: Sam Jones
[e-mail]
Tel: [phone]

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Part 2: Memo
To: All employees
From: Sam Jones, founder of the organization
Date: October 17, 2017
Subject: About infrastructure upgrade and announcement of a team meeting
It has come to my attention that despite of rewarding you all with new computer
systems and software none of you are using the new tool. As you, all know that because of
you immense hard work this year we have finally came across profit making. Thus, as a token
of reward I have treated you all with the new computer systems as well as software that can
make your job much easier.
However, computer systems can make your job less strenuous and help you do you
task faster and more accurately. Computer systems can help you in various ways that I think
you are not aware of completely. If you check with other organizations, you will find that
almost every organization has been using computers to their day-to-day tasks. Computers
have many advantages that you need to know in detail. In this memo however, I am just
providing you with a brief outline that how computers can help you improve you tasks saving
time. Firstly, through computers you can easily communicate with our valuable clients and
other important contacts by sending them mails or instantly chatting with them. Then it also
helps in creating websites, advertisements and building marketing campaigns thus, helping in
marketing our organization. Making tax reports, calculating payrolls as well as managing all
types of expenses become much easier and accurate minimizing the risk factors of any kind
of human error otherwise. Computers can also help in storing millions of data of the
organization that are much safer than keeping our documents in the cabinets. In this way, we

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can save office space and secure the data with password, replace key or encryption. Not only
can these but a computer further help you all in educating your own selves about the
software, policies of the organization, standard procedures and safety measures. Lastly, it can
also help in gathering more information and research data on how we can expand our
business and what are the current needs of our clients.
I think there is some difficulty in using the new computer and software, which is not
reaching my ears for which after my huge investment in this new infrastructure any of you,
are turning up for which the production and revenues are also going down. Thus, I would like
to take a team meeting on 20th October, 2017 so that I can hear all your feedbacks and can
also assist you if u need any help for using this new tool.
Regards,
Sam Jones

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Part 3: Letter of introduction
October 17, 2017
Collin Downs
Strathfield South NSW,
Australia
Dear Mr. Downs:
I would like to introduce our company (Company name: Creative printing) that has
been in in the printing business for the last 5years.
We are a small printing company with an outstanding record of accomplishment of
customer satisfaction. In this 5years of business, we have never compromised on the quality
as well as the service provided to our customers. However, our main motto is to keeping our
customers happy and providing them the best-printed items at a decent price. Moreover, we
have an eminent staffs that can assist you and give the best creative ideas by keeping constant
touch with your organization and notifying you about the latest trends in printing that can
benefit your tourism company. Tourism is the one industry where our printing business can
offer great utility of money as we can safeguard your advertising budget for printing media
can deliver your tourism business the best returns on your investments.
We can help your business expand by printing your advertisements on brochures,
newsletters, site maps, and place mats for the dining room and so on. It just like you name it
and we will do it for you. Our services are also very quick and so is our delivery so it will not
take much time to get your orders printed as we have a small business and we only work on
those orders that we can complete perfectly in a short span of time.

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It is very necessary to keep your branding as well as message consistent throughout
your marketing materials by printing them because it build the awareness and recognition of
the brand to the customers which further built trust and repeat business. Thus, our company
can help you reach people through printed media because it is still better than online
marketing if it is utilized correctly.
We would like to render our services to your tourism company (Holidays tours). Our
supervisor will contact you for other discussions at a time, which will be suitable to you.
We look forward so that we can build a delightful relationship together and victory for
all concerned.
Sincerely,
Rose Johnson.

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Part 4: Complaints handling
Tuesday, October 17th, 2017
Dear Jenna James,
Thank you for taking the precious time of yours to communicate with us why our
service of webinar “12 steps to Sell Online” was unable to meet your expectations. However,
we have every wish to address all your needs and deliver the best solutions accessible to
resolve your problems as soon as possible.
Please take our sincerest apology for the trouble or inconvenience that is caused by us
to you. Again, we would highly value your feedback, as it will guide us at becoming superior
in what we do. As you know in the type of business that we are in, the remarkable
achievement is having a word of mouth from the satisfied customers. Thus, it is our foremost
goal to preserve you as a satisfied customer and hope to assist you better in the near future.
We will contact you in the coming days so that we can make our best efforts in
recovering your trust and confidence in our organization. Moreover, we will definitely
analyze how we can check this problem from again occurring in the near future. However, as
per your feedback, we will definitely investigate over the speaker and if fined guilty of being
“crass”, “condescending” and “borderline rule” to our customers then definitely we would
take necessary steps against him so that neither him nor any other staff of our organization
can repeat such behaviors to our respected customers. Kindly allow us some time so that we
can get back to you with a proper solution on this matter.
We can assure you that we will get back to you with appropriate solution so that we
can regain your trust. Lastly, once again we would like to sincerely apologize to you that you

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had to face so much inconvenience, which we regret deeply. Please allow us one last chance
to serve you better and retain you as one of the valuable customers of our organization.
Thank you,
Success labs
Tel- 002-3319

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References
Bargiela-Chiappini, F., & Nickerson, C. R. (2014).Writing business: Genres, media and
discourses.Routledge.
Bargiela-Chiappini, F., Nickerson, C., &Planken, B. (2013). What is business discourse?.In
Business Discourse (pp. 3-44). Palgrave Macmillan UK.
Guffey, M. E., & Loewy, D. (2012).Essentials of business communication.Cengage Learning.
Currier, B. D., Mirza, R., & Williamson, P. O. (2016, March). Memorandum of
Understanding Workshop: Creating a Process for Successful Digital Collaboration.In
2016 Texas Conference on Digital Libraries.