Sample of our Formal Letter for the Academia Week Event

Dynaprocom Group

Institute of Product Design and Manufacturing

University Kuala Lumpur

Jalan Shamelin Perkasa 9/8, Shamelin Perkasa

Kuala Lumpur

03-42563547

February 10, 2011

Head of section

Tooling Department

Possehl Electronic Sdn. Bhd

Lot. 112, Batu Berendam

162537, Melaka

Dear Sir/Madam

Tool And Die Equipment For Exhibition. 

We are organizing an exhibition for Academia Week at University Kuala Lumpur (IPROM) that will be held on 14-16 of March .In this exhibition, we would like to show some tools that are related to Tool and Die industry. 

This exhibition will give knowledge and exposure to students in tool and die manufacturing. Therefore, we would like to get your support in having two single Die and two progressive Die to be displayed in the exhibition. We believe this is an opportunity for your company to display some of your manufacturing technology for students learning purposes. We would be grateful if you let us to interview with some of your specialist in Tool and Die.

We will highly appreciate if you can support us and help to improve level of the exhibition. We would be interested in speaking with you to discuss this matter.

Sincerely yours,

Dynaprocom Group

Writing a Formal Letter.

Tips on writing a Formal Letter Format

Before decide to write a formal letter, it is better to identify the format of formal letter. It will be a good idea to gather some crucial information on the things that you have to keep in mind while writing formal letter. Here, I stated some important tips on how to write a formal letter.

• Begin the letter with the name, address and other contact detailed of the sender. this also can be avoid, if the letter is typed on the letterhead. Don't forget to mention the date on which the letter is written.
• Mention the recipient's name and full address 4-6 line after the date.
• Begin the letter with salutation. Greeting word such as Dear Mrs/Mr. and the full name. If you didn't know the person name, it would be best to begin with "To whom it may concern".
• Write the appropriate subject line. mention the purpose of the letter in short. it should be in uppercase character.
• Followed with the body of content. It should be 2-3 paragraph depend on the matter of the content. In the introduction talk about the purpose of the letter in short. Then followed by the detail.
• End the letter with complimentary close.some of formal letter include Respectfully Yours, Sincerely.
• Leave 4 blank space for the sign after the complimentary close and then write your full name.

Agenda for Your Dream Team

Agenda can be build by asking three main questions;

• What do we need to do in the meeting to achieve our objective?
• What conversations will be important to the people who attend?
• What information will we need to begin?

Complete agenda contains;

• a list of attendees
• time of meeting and location
• background information
• a brief explanation of each item

In addition to what we read, item and goals need to put in a good agenda that goes beyond listing topics.

The best goals conclude:

• result-oriented
• specific
• realistic

In the end the writer point out about pre-meeting work. The great meeting happen when people have done all the necessary advance work.

POSTED BY: SHAHRIL

Memo to call for a meeting

To: All Dynaprocom group members.
From: Mr. Faiq- Secretary
Date: 28 January 2011
Re: Academia week; Segragation of duties.

I am writing the memo to call for a meeting to discuss the segregation of duties during the academis week event. For your informatio the duties that will be handed to all of members will help the group to manage the event succesfully and can reduce burden on managing the event. Therefore, several duties need to be discuss and agreed to be segregated.

Hopefully all member can attend the meeting since the attendence will be recorded and it is compulsary.

Once again thank you for your support.


Faiq Syukri
Secretary.

Virtual Meeting.

Nowadays meeting, technology has being introduced to ease the peoples to interact with each others even when the participants are from the other countries. This technology is known as virtual meeting and teleconferences are often use in a meeting that involve people from oversea or out side the countries. In this virtual meeting, participants can meet each other online and can share information on the web. But, virtual meeting have its own advantages and disadvantages. Virtual meetings allow people to interact far more quickly, easily and affordable. It also can reduce time in scheduling. But the disadvantages of virtual meeting can be found such as less access to one another nonverbal feedback. Some participants don’t have access to this technology or awkward when using it.

Hourly Cost For Meeting

Several studies and analysis which has been done by researcher shows from 90000 working days, 42 percent of time was spent in meetings. Businesspeople from United State spend and average of half their time attending meeting that take place between 11 to 20 million each days. 4.4 million hours per year are spend by a single corporation’s manager. A survey done by a marketing research company showed, a quarter of the meetings are pointless. This unproductive meeting cost about 37 million US dollar per year. Based on the statement from the Senior Consultant at American Consultant and Training, William R. Daniel state that, “meetings matter because that’s where an organization’s culture perpetuates itself”.

 

Types of Meeting

 

An effective meeting consists of several type of it. They are information-sharing meeting where people meet to exchange information regularly, problem-solving or decision-making meeting. This type of meeting usually is to determine the solution on certain issues or problems. And last but not least, the ritual activities where a social function is far more important than any definite task.

SETTING AN AGENDA

Meetings without agenda like a ship at sea without destination or compass. An effective meeting should have a well prepared and planned agenda. The agenda items can come from group leader, minute of meeting, group members or even a committee reports. An agenda should be written document that followed its format. This include,

• time,
• length, 
• location, 
• participant,
• background information, 
• item and goal.

In order to manage an effective meeting, some criteria should be considered. Time play an important role in it. It should be use efficiently, tone is constructive and an idea is good. All of this can be achieved from good communication skills. Usually a meeting should start with an objective of the meeting. Then followed by the effort to reach its goal and finally the stage is set for good teamwork.