Business Communication: Analyzing Memos, Emails, and Formal Letters

This assignment comprises several business communication documents, including an email to employees regarding the usage of new tools and systems, a memo addressing a decline in production and revenue, and two formal letters. The email outlines the need for an urgent meeting to discuss the underutilization of social media tools like Hubspot, Hootsuite, IFTT, and Raven, and the lagging performance of MacBooks. The memo further elaborates on the meeting's agenda, emphasizing the need to leverage the tools and address hardware issues. One formal letter proposes a business relationship with a tourism-focused entity, highlighting the services offered by an advertising and printing firm. The other is a response to a customer complaint about a webinar, offering a refund and expressing a commitment to improve customer experience. These documents showcase different aspects of internal and external business communication, analyzing how businesses address internal issues, pursue new opportunities, and manage customer relations.

Running head: BUISNESS
BUISNESS
Name of the student:
Name of the university:
Author note:

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1) Email writing to Employees
From: [e-mail]
To: Me
Urgent Office Meeting on 23rd October’17 regarding Usage of New Tools and Systems w.e.f. 1st
April’08
Dear Employees,
Since the inception of our company, your sincere efforts have been the most indispensible steps
that have taken us this far and it is only your dedication and passion that can take us in the Big
League.
However, since the last two quarters, we have not been able to leverage our sway and
unfortunately our YoY Production and Revenue have degenerated by 7% which sounds
alarming. Some of the reasons that have caught my sight may make you familiar with the
difficulties you have been facing in execution in the daily chores.
 New Social Media Tools:
o Hubspot: The usage of this tool has been very low since the licensing and I
believe it’s due to the lack of technical support from their end.
o Hootsuite: The interface may have been a little overlapping and there has been a
lack of formal training in the particular tool. I believe that if the tool could have
been used to its full capacity, our production could have at least doubled.
o IFTT: The reason why this is not reaping fruit is that we have been unable to
leverage its triggering action button to our clients’ benefits. For example, if we
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need to boost sales for Staples, the triggering button need not only the CTA
button.
o Raven: I personally believe the reports we are getting regarding the traffic with
our call to action buttons is quite amazing but somehow the interpretation is not
favoring us to remedy our ways.
 New Systems:
o Mac OS X: In spite of the up gradation, our older MacBooks keep lagging. It is
necessary for us to come to a consensus whether hardware up-gradation is also
required. I believe the problem of the UI and graphics can also be taken for
consideration.
Hence, a conversation among the Executioners of this firm is immediately called upon at 10 AM
on 23rd October’17 in MR 202 to ensure some resolution. The agenda of this meeting will be:
 To ensure the usage of the newly licensed social media tools towards our benefit in order
to increase quality production with reduction in human effort (man hours).
 To ensure smooth up gradation of hardware to promote smoother operational efficiency.
Kindly treat this as urgent and block your calendars for the same.
Regards,
Sam Jones,
Director
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2) Memo
To: All Employees
From: Sam Jones
Date: 21st October 2017
Subject: Urgent Meeting at 10 AM, 23rd October’17 regarding New Tools and Newly installed
Systems
An urgent meeting is scheduled at 10 AM on 23rd October’17, in MR 202 which is organized in
order to address the decline in YoY Production and Revenue by 7%. The agenda of the meeting
is to revisit the Usage of the Newly Lincesed Tools w.ef. to 1st April’17 and to discuss about the
needs of hardware up-gradation to Mac OS X.
The meeting will require all the participants to brainstorm ideas, so that the tools like Hubspot,
Hootsuite, IFTT and Raven, that we have at our disposal can be leveraged to their full potential
as our revenues have slumped by a major 7% in spite of the nearly $98,000 licensing investment
bourn by the Board. Furthermore the system upgrade to MAC OS X has not either gone
beneficial for us since there’s a report of constant lagging pertaining to the running of our other
third party softwares.
The problems that are noteworthy from the reports that have been generated are follows:
o Hubspot: The usage of this tool has been very low since the licensing and I
believe it’s due to the lack of technical support from their end.
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o Hootsuite: The interface may have been a little overlapping and there has been a
lack of formal training in the particular tool. I believe that if the tool could have
been used to its full capacity, our production could have at least doubled.
o IFTT: The reason why this is not reaping fruit is that we have been unable to
leverage its triggering action button to our clients’ benefits. For example, if we
need to boost sales for Staples, the triggering button need not only the CTA
button.
o Raven: I personally believe the reports we are getting regarding the traffic with
our call to action buttons is quite amazing but somehow the interpretation is not
favoring us to remedy our ways.
Kindly block your calendars for the same meeting as your presence is highly required.
3) Formal Letter
October 23rd 2017
RJ Associates
10 Houston Street
Paramatta NSW 2129
[e-mail]
www.rjassociates.au
Mr. Collin Downs
23 Southern Avenue
Fregon NSW 2139
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SUB: Fostering a new Business Relationship
Dear Mr. Downs,
Hope you are doing well.
I am Rose Johnson and I am writing this letter to be a part of a business relationship that we can
form and foster over the coming years with the ever growing tourism opportunities of the town.
With the newly declared National Forest Reserve, tourists have been flying in the town in
hundreds every day. The local report suggests that it may grow by 8.6% YoY provided the
attraction over the rarest of species continues. However, I believe that the Administration has a
big and herculean task at its hand to ensure the successful promotion of the new tourist attraction
swarming the minds of the nearby tourists.
But is the Administration able to do enough? Is the Administration able to cut the best deal with
the most efficient advertising agency?
If such questions make you think about it once, I would like to tell you that I have just got the
one pit stop solution for you and the Department.
RJ Associates is advertising and Printing Firm located in NSW and is currently handling more
than 34 key clients whose yearly turnovers are more than $1 Million. We have late boomers in
the industry but it didn’t take us long to rub shoulders with the big boys in the industry. We offer
creative ideation, designing andhi-tech printing solutions with our digital inkjet printers and our
superior ink quality that gives our clients the best brochures, site maps newsletters, posters and
flyers at the best of prices in bulk amounts.
Key Highlights of our Service include:
 Content ideation and designing
 Printing Solutions
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 Marketing Solutions including OOH
We are determined to give on time delivery on bulk quantity orders and give unmatched rates in
comparison to our competitors.
What do our clients get?
 Hassle free Content Generation
 Online Marketing presence (incl. Social Media Marketing)
 One stop shop for Advertising Campaigns
 On time Bulk printing solutions
 Intricate Customizations
Not only do our customers get more traction with our 24*7 service channels but their customer
base have increased manifold.
I do understand that making the right decisions in the interest of the state is tedious task by
itself, but I wish you would make the right choice that makes a difference to this growing
industry.
Warm regards,
Rose Johnson
Enclosure: 1) Company Brochure
2) Rate Chart for Marketing and Printing Solutions
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4) Formal Letter
23rd October 2017
Success Labs Pvt. Ltd.
10 Houston Street
Paramatta NSW 2129
www.successlabs.au
Ms. Jena James
23 Southern Avenue
Fregon NSW 2139
SUB: Response to Complaint against Webinar “12 Steps to Sell Online”
Dear Ms. James,
Thanks for pointing out the post purchase dissonance. We at Success Labs are keen to improve
quality and customer experience and thus we value your feedback. We would make sure that
such content is not published in the near future.
Furthermore, we have initiated a refund of the Webinar “12 Steps to Sell Online” with billing
reference 2310174321 and the same purchasing amount will be refunded to your account in 7
working days.
Discontinuing Success Labs Membership is a major setback to our customer portfolio.
Nevertheless, our Relationship Executive will get in touch with you post 7 working days to
initiate the refund of your Membership cost with Success Labs.
We heartily apologize for the discontent you have felt after this purchase and we shall closely
monitor for non-recurrence of such incidents. Meanwhile, we encourage you to go through the
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other course materials we have recently put forward for our valued customers like you. You can
choose from a varied section of modules available under our e-learning guide which will surely
boost your understanding of Digital Marketing.
Kindly get in touch for further assistance from our end.
Warm regards,
Joseph
Success Labs
Your Passion Our Means…
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