Each Memo/E-mail will be worth 25 points. Make sure to use proper grammar and mechanics.
Request Memo: Need Information About Awardees
As an assistant in the Human Resources Department of a large corporation, you and your department are
preparing to honor outstanding employees at an awards ceremony. Three department managers submitted names
of employees they would like to honor. However, you need more information about the employees. The
ceremony is scheduled to be given at a banquet on June 15. You boss asks you to write to the managers asking
for more information so that the presenter has something interesting to say about each awardee. The information
will also be published in the company print and online newsletters. Arrange a series of questions in a readable,
logical list. What would readers like to know about these awardees?
Your Task. Draft a well-organized memo to Nicole Masterson, manager, Reprographic Services, asking for
more information about awardee Martin Medina, whom she nominated. Prepare the message so that it can be
used to write to all three managers with a few changes. Be sure to include an action closing and deadline. Add
information if needed.
Information Memo: Benefit Enrollment Time
Your boss, Pauline M. Wu, Human Resources, asks you to draft a memo for her signature. It announces the
open enrollment period for employees to change their benefit coverage. This is an important announcement
because employees may make changes to their benefits only during this period. The cutoff date is November 29;
all applications must be in by that time.
Ms. Wu is very concerned about the attitude of employees in the past. They don't seem to realize that changes to
health, dental, and life insurance programs can be made only once a year, during the month of November. She
wants you to get this announcement out by September 15. Emphasize that the decisions employees make are
important—to themselves and to their families. You will want to caution employees that voluntary changes can
be made only in November, although qualified changes in family status, of course, may be made during the
She wants you to tell employees that most of the benefit program is unchanged. However, dental coverage is a
little different; two carriers now offer dental coverage. Family members are also eligible for increased coverage
in life insurance, and medical coverage now offers a basic plan plus a prudent buyer plan. You don't have to
describe these improvements; just encourage employees to read about them in the enrollment package you will
She asks you to select times on three days when representatives from Human Resources will be available to
answer employee questions. When you push her for more details, she says that you will be one of the
representatives. Therefore, consult with another representative to work out a schedule. But do choose two-hour
blocks of time. She suggests that these question-and-answer sessions be held in the East Lounge.
Your Task. Prepare a hard-copy memo to all employees that will serve as a cover memo for a benefit
enrollment package. Address your memo for the signature of Pauline Wu, Director, Human Resources. You
know that Ms. Wu appreciates concise, straightforward expression.
Response Memo: Holiday Work Schedule
As a member of the Personnel Committee, you received the following e-mail from the operations manager:
With the Thanksgiving and Christmas holidays approaching, many employees will want to take extra
time off. During other times of the year, people want to convert three-day weekends into four- and fiveday leaves. We need to maintain staffing levels and remain open except for official holidays. Some
employees have complained that supervisors allow their friends to take special time off around three-day
weekends. We need to develop a fair policy. Perhaps senior people should have first choice for time off.
In relation to Christmas, we might need a different system than for three-day weekends. Please come up
with suggestions for a fair staffing system. Remember that certain critical staff members cannot be gone
at the same time.
Your Task. In teams or individually, recommend a staffing plan for holiday periods. Explain why you think
your plan will work. You may decide on the kind of business, such as a bank or other financial institution, retail
store, educational institution, health services, transportation, manufacturing, or some other industry. Address
your message to Operations Manager James Tedeschi.
Confirmation E-Mail: Religious Bias in Clothing Denial?
At a Workforce Management Conference on March 13, you heard attorney Emily Farnsworth tell the audience
about a recent court case involving the clothing of employees. It seems that the Philadelphia Police Department
denied a Muslim officer's request for permission to wear a traditional headpiece or "khimar" while on duty. The
Police Department said it violated the department's uniform policy. The officer sued claiming religious bias.
The judge ruled in favor of the department and dismissed Officer Kimberlie Webb's religious bias claims. To be
most effective, said the court, the Police Department must subordinate individuality to its primary mission of
protecting the lives and property of Philadelphia citizens. The defense had argued that the prohibition on
officers' wearing of religious attire was intended to maintain religious neutrality. The conference speaker said
that the judge's ruling gives confidence to public employers that courts will uphold workplace clothing rules if
the employee's appearance is essential to the service the organization provides to the public.
You would like to use this information in a presentation you will make before your company's management
council, but you want to check it first.
Your Task. Write an e-mail to Emily Farnsworth (firstname.lastname@example.org) confirming what you heard. Add
any necessary information.
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