Business Communication Assignment

BUSINESS COMMUNICATION AND
ETHICS
GRAND ASSIGNMENT
(HS-208)
Name: Rehan Ahmed
Year: 2nd
Batch: 2020
Roll No: ME-20060
Section: B
Instructor: Miss Fizza Haider
Department: Mechanical
Department of Mechanical Engineering
NED University of Engineering & Technology,

Karachi – 75270, Pakistan
1. Write an unsolicited job application letter for the post of Manager at Unilever. Use
AIDA approach and follow the full block format of letter writing.
Rehan Ahmed
23-A/8 Gulshan-e-Iqbal
Karachi
11th July 2022
Mr Faheem Ahmed
Senior Manager HR
Unilever Pakistan
Respected Sir,
I am interested in obtaining the position of Manager at Unilever Pakistan in Plant Maintenance

Department. I have the urge to work in a competitive and challenging environment where I could
apply my skillset to the fullest and Unilever being one of the biggest multinational giant seems to
be the best fit for me.
As far as my working experience is concerned, I have worked as an Assistant Manager of Plant

maintenance at Nestle where I successfully executed their co-generation power plant project. The
working, calculation, purchasing of heavy-duty equipment, and dealing with consultants each and
everything were conducted by me and my team which has contributed to adding Team
management and leadership skills to my personality. Though being a decisive person I have the
potential to make decisions independently. Moreover due to the identical Category of industry
background no special training would be required to give me. Due to the above reasons stated I
consider this opportunity as a perfect kick in boosting up my professional career.
Thank you and hoping for a positive response from your side.
Yours Truly
Rehan Ahmed
2. Being the CEO of Unilever, write a letter refusing the job applicant above. Use an
indirect approach and block format of letter writing.
Abdul Basit Shah

A-217 Block H Nazimabad
Karachi
12th July 2022
Dear Mr Basit,
Thank you for taking interest in attaining the position of Assistant Manager Plant
engineering. We really appreciate your concerns in considering our organization.
Upon reviewing your resume it is evident that you have a remarkable background but the
position you have applied for requires BE+MBA criteria which you are not fulfilling
unfortunately. You may apply for suitable positions according to your resume in the
future. We wish you the best of luck in your future endeavors.
Regards
CEO Unilever Pakistan

3. Write an inter-office memo announcing the release of arrears to your employees.
Toyota Indus Motor Company Ltd

Memorandum
To: Plant Engineering Department

From: Finance Department
Subject: Release of arrears
Date: 15th July 2022
With reference to Director’s meeting conference, it is hereby announced that the employees of
the Plant engineering department will be receiving all the arrears in Sept 2022 of 5 months’
paychecks.
A big Congratulations to everyone and thank you for the patience in understanding the
company’s financial crisis.
4. Set agenda for a meeting of the organizing Committee on the upcoming Women
Conference at NED University.
It is notified that all members of the organizing committee are required to show their presence in
the main auditorium at 2:00 pm on 1st August in regard to the Women conference at NED
University of Engineering and Technology Karachi in association with the Higher Education
Council (HEC).
Agenda:
 Make sure that all SOPs are strictly followed.
 Rechecking Seating capacity.
 Arrangements for media coverage.
 Arrangement of multimedia.
 Selecting students for speeches.
 Arrangement of prize distribution.
 Availability of parking space for the chief guests.
 Arrangement of refreshments.
5. USING BUFFERS: As a customer service supervisor for a telephone company,
you’re in charge of responding to customers’ requests for refunds. You have
received an email from the customer who has wrongly been charged for a long-
distance call that he never made. Draft a short buffer (two sentences at least),
sympathizing with the customer’s plight but preparing him for the bad news.
Thank you for contacting Stormfiber. We are sorry for the inconvenience happened. Upon
investigating your issue and going through your call logs it is clear that it was a technical error
due to which you have been overcharged. The payment will be reimbursed to you within 7
working days as per our company policy. We always aim to provide the best service to our
customers, feel free to contact us in the future.
Rehan Ahmed
Customer Service Supervisor Stormfiber.
6. Selecting the Approach: Select the approach you would use (direct or indirect) for
the following negative messages. Also, draft a buffer for the ones with an indirect
approach.
I. An e-mail message to a customer informing her that one of the books she ordered
over the Internet is temporarily out of stock.
(Indirect Approach)
Buffer:
Thank you for choosing bookspk.com. It is to inform you that the book you ordered is currently
out of stock. We will be sending you as soon as it is restocked with free Shipment. Kindly co-
operate.
II. An instant message to a customer explaining that the DVD recorder he ordered for his
new computer is on back order and that, as a consequence, the shipping of the entire
order will be delayed.
(Direct Approach)
III. A letter from a travel agent to a customer stating that the airline will not refund her
money for the flight she missed but that her tickets are valid for one year.
(Indirect Approach)
Buffer:
Sorry to hear that your flight is missed. It is to inform you that I will not be able to refund your
tickets as per the airline’s policy but they are valid for one year.
IV. A letter from an electronics store stating that the customer will not be reimbursed for
a malfunctioning cell phone still under warranty (the terms of the warranty do not
cover damages to phones that were accidentally dropped from a moving car).
(Indirect Approach)
Buffer:
Thank you for purchasing our brand’s phone. We are sorry to inform you that our warranty
policy does not cover damages to accidentally dropped phones from a moving car due to which
your claim for reimbursement cannot be entertained.
V. An announcement to the repairs department listing parts that are on back order and
will be three weeks late.
(Direct Approach)

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BUSINESS COMMUNICATION AND

Name: Rehan Ahmed

Department of Mechanical Engineering

NED University of Engineering & Technology,

I am interested in obtaining the position of Manager at Unilever Pakistan in Plant Maintenance

As far as my working experience is concerned, I have worked as an Assistant Manager of Plant

Abdul Basit Shah

CEO Unilever Pakistan

Toyota Indus Motor Company Ltd

To: Plant Engineering Department

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