Business Communication and Academic Writing: Examples and Formats

This assignment provides practical examples of business communication, covering various formats essential for professional settings. It includes an email discussing the implementation of new technology and its impact on productivity, a memorandum summarizing a meeting about the utilization of upgraded systems, and letters for introduction and complaint handling. The email demonstrates how to address employee concerns and invite them to a meeting, while the memo outlines key discussion points and action items. The introduction letter showcases how to present a business proposition, and the complaint handling letter illustrates how to address customer dissatisfaction and offer solutions. This resource serves as a valuable guide for students to understand and apply effective business communication techniques.

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Business
Communication
And Academic
Writing

Contents
1. EMAIL WRITING...................................................................................................................3
2. MEMORANDUM....................................................................................................................5
3. LETTER FOR INTRODUCTION...........................................................................................6
4. LETTER FOR COMPLAINT HANDLING............................................................................7
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1. EMAIL WRITING
To: [e-mail]
Cc: [e-mail]
Subject: Call for a team meeting
Importance: High
Dear All,
Greetings of the Day!
Over the last few years, we all have worked really hard to build this company. The success of
this organization is credited to the unfailing efforts, dedication and hard work of the employees.
Now that our hard work has bore fruits, it gives me immense pleasure to announce that our
revenue system has got stronger1. To express my gratitude towards the contribution and to
acknowledge the true hard efforts, I wanted to reduce the load on all of you. With this thought I
invested in the computer systems and software, which were intended to ease out the stress load
from your shoulders. But it seems that the new technology has not been serving us the way it
should have.
It came to my notice that the reluctance in using the new systems and its software has impacted
our work potential and affected our delivery capacity. As a consequence the production and
revenue units are reflecting drops from the usual figures2. I understand the behavioral resistance
to the new upgrades, but I would really like to hear from you about your views regarding this
1 Wang, Y.C., 2015. Promoting collaborative writing through wikis: a new approach for
advancing innovative and active learning in an ESP context. Computer Assisted Language
Learning, 28(6), pp.499-512.
2 Zachry, M. and Thralls, C. eds., 2017. Communicative practices in workplaces and the
professions: Cultural perspectives on the regulation of discourse and organizations. Routledge.
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issue and the reasons behind the resistance. Therefore, please consider this email as a meting
invite to discuss the same. I have appreciated all the opinions and suggestions that this family has
given me over time. This time as well I would like to hear all the point of view.
Please contribute in making this discussion a successful one. I hope that together as a team we
might be able to soon manage this concern as well. I look forward to hear from all of you. Thank
you!
Venue: PLM Meeting Room
Date & Time: 10th October 2017, 10:00 A.M.
Best Regards,
Sam
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2. MEMORANDUM
MEMORANDUM OF MEETING
TO: A, B, C, D, E, F
FROM: SAM JONES
SUBJECT: MINUTES OF MEETING
DATE: OCTOBER 9, 2017
DATE OF MEETING: OCTOBER 10, 2017
TIME: 10 A.M.
LOCATION: PLM MEETING ROOM
The following is a summary of the discussion meeting conducted on issue related to upgraded
infrastructure usage:
 Please be available on the online communication application for ease information
sharing. It would prevent the manual time of movement3. Make sure that the documents
thereafter is transferred using the same mechanism as well. It would save time and will be
more convenient.
 Please exchange the drafts or e-copies of bills and other related printable material over
emails. It would prevent wastage of paper and would reduce the overhead costs of
printing inks. Do not print the document until extremely necessary.
 Please ensure the meeting and other frequent and concurrent reminders are set using
online systems to save time and to perform the tasks more efficiently.
 A training program shall be conducted in the later part of the week, whose dates shall be
informed later through emails. All the queries and doubts shall be answered during that
session. Please keep a note of all the problems faced while handling the new devices.
3 Gimenez, J., 2016. Discipline-specific writing for business students: Research, practice and
pedagogy. Discipline-Specific Writing: Theory Into Practice, p.126.
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 The new and upgraded systems are for supporting the team in reducing the manual work
load and scope of error. Appropriate utilization of them is the main motto behind the
meeting and the memo. Kindly cooperate in using the services.
The purpose of this communication is to develop the confidence back in the team. The systems
are for reducing the work load and stress. Every help that would be needed shall be provided.
Kindly use the systems and soon in time, you will be champions in handling them.
If any of your query has still remained unanswered, do let me know. I’ll be happy to reply.
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3. LETTER FOR INTRODUCTION
Zenith Printing
48 Victoria Square
Sydney, Australia 2000
9 October 2017
Mr. Collin Downs
Manager, Administrative Office
ABC Services
25-Baker Street
Sydney, Australia 2000
Dear Mr. Downs,
I am writing to you because of a business proposition that I have to offer from my company
Zenith printing. My name is Rose Johnson; I am the founder and Chief Executive officer of the
company. The company primarily deals with the print media, offering various template services
and good quality prints at economical prices4.
We at Zenith printing are committed to deliver the right requirement before the designated time.
Over the years of our service, we have developed a brand loyalty with our services that include
proof read prototype, finalized item demo, validated printing quantity and standard ink printing
over varied ranges of quality paper. I would also like to bring to your notice that we offer variety
of printouts on a diversified template range, for documents like brochures, newsletters, site-
maps, place-mats etc. The printing quality is standard and colored as well as monochrome prints
are on the offerings. Our company is also known for its quick and on-time work culture. We
often deliver the orders before their stipulated time.
4 Gimenez, J., 2016. Discipline-specific writing for business students: Research, practice and
pedagogy. Discipline-Specific Writing: Theory Into Practice, p.126.
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I am aware that your company deals with administrating services. I understand the printing
requirements and urgency levels of printing needs for bulk printing as well. In your work sector,
the requirement of print media and the need of upscale on time printing are crucial5. And I would
be grateful to you if you could provide my company to work with yours. We promise to deliver
at our maximum potential, enabling you and your company by meeting all your printing needs, if
your permit. We can even offer you economical and customized rates of printing specially
carved for your business needs.
If my business prospect interests you, kindly do revert by mail or email. I would be happy to
personally present the business proposal, if you give us some time from your busy schedule. Or
you can also reach out to me on my number given6. Do let me know if you need the current
company quotations for referring. I hope that this proposition turns to a work engagement and
you consider our service offerings for your company. I will be optimistically waiting for your
reply. Please accept my sincere thanks for your time.
Sincerely,
Rose Johnson
Zenith Printing
22-333-567
[e-mail]
5 Penrose, J.M., 2015. Understanding and using the relationships between business and
professional communication and public relations. Business and Professional Communication
Quarterly, 78(4), pp.494-510.
6 Brunton, M., Kankaanranta, A., Louhiala-Salminen, L. and Jeffrey, L., 2015. Are strategic
communication management competencies and personal attributes global? A case study of
practice in Finland and New Zealand. International Journal of Business Communication,
p.2329488415608846.
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4. LETTER FOR COMPLAINT HANDLING
Dear Jenna,
We thank you for brining the concern to our notice regarding the unsatisfactory presentation of
our webinar.
We are very sorry to disappoint you from your subscription to the presentation of “12 Steps to
Sell Online”. As our valued customer we regret the inconvenience it has caused to you. We have
taken your feedback against the webinar with the complaint of compromised quality of
presentation and incompetent skills of the presenter. We understand the discomfort it has created
to you. We really apologize on the behalf of our entire organization about the misconduct of the
presenter. We would definitely take action against the complaint and ensure that no such instance
happens again. We really appreciate your feedback here.
I would like to bring to your notice that we at Success Labs have always worked for enhancing
our customer skills by providing quality data and material during our webinar7. We make sure
that the presentation meets the expectation of our clients and fulfills their demand from the
offering. Over the years, we have successfully delivered many webinars and produced results.
For reference you can check the success stories at our customer service contact points. Our aim
is to maintain the brand image we have created with great efforts and to keep our customers
satisfied.
As an acknowledgement of the complaint notification, we would like to offer you a complete
refund of the webinar and if it pleases you, an access to the presentation on the same topic but
with a different high rated presenter8. We understand your concern about the content of delivery
and are obliged with your response for the same. Expressing our gratitude, we would also like to
offer a free access to one of webinar from the most preferred presenters representing our
7 Brunton, M., Kankaanranta, A., Louhiala-Salminen, L. and Jeffrey, L., 2015. Are strategic
communication management competencies and personal attributes global? A case study of
practice in Finland and New Zealand. International Journal of Business Communication,
p.2329488415608846.
8 Mazzei, A. and Ravazzani, S., 2015. Internal crisis communication strategies to protect trust
relationships: A study of Italian companies. International Journal of Business
Communication, 52(3), pp.319-337.
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organization. If you choose to continue with your subscription to Success Labs, we can provide
you with the list of scheduled webinars in the upcoming month. If any of the topic interests you,
you can let us know and we shall arrange its details for you, free of cost.
We at success Labs are working to enable our clients and we assure you of our commitments.
We hope that you would accept our apology for the inconvenience caused. Kindly let us know
your decision. You can also reach out to us directly on our customer service help line number.
We hope to receive your positive response soon. Thank you for your valuable feedback and time.
Sincerely,
Michel John,
Executive, Sales and Customer Care
Success Labs
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