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Organizing















Example 1: Agenda of meeting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Sales Meeting Agenda

Our upcoming sales meeting on October 5 will feature the following agenda:

• Overview of our sales for the month of September, with comparison to August sales and projection of October sales, to be presented by Tim Harroway

• Introduction of new sales strategy, to be presented by Terri Fisher

• Introduction of new sales line scheduled to begin January 1, to be presented by Juanita Estevez

• Awards of Excellence, to be presented by Bob Greenberg

If there are other issues you feel need to be formally addressed, please contact Bob Greenberg.

Example 2: Schedule a meeting letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Staff Meeting Agenda

Our monthly staff meeting will be held the afternoon of March 6 from 2:00-5:00. Please make sure your clients are aware of this. The meeting will cover the following issues:

• Results of the customer satisfaction survey

• Proper telephone protocol

• Effectively dealing with customer complaints or problems

• Assignment of new customer service accounts

• Reassignment of existing accounts

We will be ordering pizza for anyone who cares to stay for dinner after the meeting. Please check your pizza preference on the sign-up sheet posted on the bulletin board. The top three choices will be ordered.

Example 3: Meeting management services

Memorandum

TO:

FROM:

DATE:

SUBJECT: Breakfast and Lunch Arrangements

Please make catering arrangements for our upcoming electronics class, which will run from August 5-9. We will need a continental style breakfast and a lunch buffet to be served each day for thirty people.

Please compile a list of at least five local caterers, including their menu options and price by the end of the week. We will meet Friday at 3:00 to discuss our choices. Please contact the caterer by Monday morning to make the necessary arrangements. Thanks for all your hard work.

Example 4: Assignment of Duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Gathering Materials for Board of Directors Meeting

As you know, our annual meeting will be held in just a few weeks. I would like the following employees to compile reports on these areas:

• Janice—Year-end fiscal report

• Scott—Customer service survey results

• Edward—New engineering projects

Please have your reports (on disk, WriteRight 6.0) to Mary at least one week before the meeting so she can proofread, copy, and compile the materials in time for the meeting. Thanks for your efforts!

Example 5: Equipment quotation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

To High Tech Rentals:

We will be hosting a small conference at our offices the weekend of June 14-16, and would like to know the cost of a LCD screen for an overhead, as well as for a projection screen. We would also like to know delivery and pick-up policies, damage liability and insurance, and set-up requirements.

Please contact Marcia Lattimer at 235-6482 ext. 456 with an estimate of costs by the end of this week. Thank you for your time.

Sincerely,

Example 6: Equipment rental letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

To Technitronics:

We would appreciate a rental cost sheet for the following items, which would be used for a one-day seminar on November 5, 19–.

• Three (3) overhead projectors

• Three (3) projection screens

• One (1) PA system for an 60’ x 80’ conference room

• Two (2) lapel microphones

• One (1) slide projector

We would also appreciate information concerning the delivery, set-up, and pick-up of equipment. Please include information concerning damage and liability policies.

Company policy requires that all formal estimates and rental conditions be provided in writing before an order can be placed. Please contact Ernie Moore at 569-8543 to discuss your initial estimates as well as the details of your company’s services, as outlined above. Thank you for your time.

Sincerely,

Example 7: Letter for hotel rates

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Blair,

We have heard wonderful reviews of your conference facilities and staff at the Gateway Hotel. Our organization is tentatively planning a weekend conference for April 8-10, and if your facilities are not already booked, we will require the following accommodations:

• Six conference rooms, each with a capacity for 200-250 people

• Two hospitality suites

• Nine catered meals for approximately 1200 people

• Reservation of banquet room for a catered wine and cheese reception

We would also like to inquire as to the possibility of room rate discounts, as the majority of our conference participants would no doubt prefer to reserve accommodations there. Please call Beth Fulton, our conference coordinator, at 784-6324 to discuss prices and possible menu options.

Sincerely,

Example 8: Rates Inquiry letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Chilton:

Our company will be hosting a one-day computer class on Saturday, October 10, 19–. Unfortunately, the main office over-registered us, and we are now having to look for larger accommodations.

We need a large conference room with at least 16 power outlets, and several long tables where we could set up computer equipment. We will also need a lunch buffet for approximately 60 people.

We have received many recommendations from other businesses who have used your facilities for similar classes and found both the rooms and the staff to be first rate. Please call me at 862-8953 to discuss availability and prices. Thank you.

Yours Truly,

Example 9: Organization of meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hanson:

I am planning a meeting to introduce approximately 25 people to Aaron Investment Services on November 12. Would Greer Hotels be able to accommodate such a meeting from the hours of 9:00 a.m. to 12:00 p.m.?

I will need a room with tables, an easel, and non-alcoholic beverage service for 25. Please call me at 555-2983 to discuss your availability.

Sincerely,

Example 10: Reservation of hotel

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Frasier:

Isler Machines would like to make a presentation for 10 people in the Branberry area on July 14th. Please let me know if Haley Conference Center could host us that day from 2:00 to 5:00. You will need to provide a slide projector, screen, and a dry erase board.

Sincerely,

Example 11: Schedule of Event

Memorandum

TO:

FROM:

DATE:

SUBJECT: Customer Service Meeting Schedule

Our customer service meeting will be held June 4, 19–. Following is a schedule of events:

• 9:00-9:30 a.m—General Introduction of Speakers by Martina Lee

• 9:30-10:30 a.m.—Excellence in Customer Service by Jonathan Price

• 10:30-11:30 a.m.—Handling Unhappy Clients by Chin Jarret

• 11:30-11:40 a.m.—Break

• 11:40 a.m.-12:00 p.m.—Video presentation on new services

• 12:00-1:00 p.m.—Complimentary lunch buffet

• 1:00-4:00 p.m.—Training for new services we will be offering; includes role playing, mock calls

• 2:40-3:00 p.m.—Break

• 4:00-5:00 p.m.—Q&A session concerning new services and policies pertaining to them.

Please be sure to bring plenty of note-taking materials!

Example 12: Letter for event schedule

Memorandum

TO:

FROM:

DATE:

SUBJECT: Schedule of Tri-Branch Meeting

We will be meeting at Fortune Hall for this month’s marketing meeting on March 1, beginning at 1:00 p.m. Following are your schedule choices. You must attend one speaker’s presentation during each session.

Session I 1:00-2:30 p.m.

• New Marketing Methods by Melody Johnson, Conference Room 1

• Traditional marketing Methods for Traditional Clients by Vic Sayers,
Conference Room 2

• Mass Marketing by Ethan Hathaway, Conference Room 3

Session II 2:30-4:00 p.m.

• General Market Analysis Techniques by Geraldo Martinez, Conference Room 1

• Target Market Analysis by Emma Grafton, Conference Room 2

• Meeting Your Client’s Needs by Pat Keller, Conference Room 3

Session III 4:00-4:30 p.m.

• Evaluation of speakers you attended, Conference Room 3

Following the evaluations, Fortune Hall staff members will be offering refreshments.

Example 13: Meeting arrangements

Memorandum

TO:

FROM:

DATE:

SUBJECT: Conference Room Set-up

As you know, we will be hosting the upcoming June sales meeting. Please be aware that one of our conference attendees, Jay Haverford, uses a wheelchair.

When setting up tables in Conference Room G, please be sure and include one wheelchair accessible desk in the front row. Please also make the aisles between desks and along the walls wide enough to accommodate his chair.

In addition, please make sure that all buffet tables in the dining room are at a height where Mr. Haverford can easily serve himself. Thank you for your attention in these matters.

Example 14: Special requirements

Memorandum

TO:

FROM:

DATE:

SUBJECT: Menu Planning for Upcoming Meeting

I know you have made most of our catering arrangements already. However, I have just been informed that two employees at the Mulligan branch do not eat certain meats due to religious beliefs. Unfortunately, Kate (the Mulligan branch secretary) could not remember specifically which meats. Could you therefore order two vegetarian meals? Kate indicated that they usually ordered vegetarian for their office luncheons. Thanks so much for your help!

     

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