Your name is Jenny Ortega, and you are the new Coordinator of the HR Department at...

  

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Your name is Jenny Ortega, and you are the new Coordinator of the HR Department at Enterprises Travel, a company that employs over 5000 personnel on a fleet of bulk carriers and cargo ships. The Head office is located at Suite 770-965 Hornby St, Vancouver, BC V6N 2G8. Your phone number is 604-778.4533- Your email is jortega@entreprisestravel.com. Your company works with 'third-party personnel agents all over the globe to recruit onboard employees (such as officers, engineers, deck crew, galley crew, and cleaners). These agents look for people who might be suitable, interview them, recommend some for hire, and get a commission for each crew member they sign to a ship for a 11 month contract. Personnel agents are not company employees, although they do have business relationships with the company. They have absolutely no need to know anything about our internal company operational issues. There's been an increase in problems with some agent hires over the last 44 months, and this has forced your company to remove a number of unsatisfactory crew from vessels, which is both expensive and logistically prc Clear All Formatting roublesome crew have fought with or injured other crew members, | stolen from ship's stores, or broken laws while their ships were in port (which has forced the company to cover legal expenses), and some are just incompetent and unable to perform the shipboard duties they were hired to perform. Head office suspects that only some of the agents have gone rogue (but doesn't know which ones). Your boss-the HR Director-wants the rogue agents to "stop signing up undesirable crew who are thieves and idiots" (her exact words). To make this happen, she wants you to tell agents that our HR team has decided to send trouble-shooters to each site to ensure all agents are screening candidates according to corporate standards. Two-person teams will be sent to meet with them. Teams will arrive in Singapore and Kuala Lumpur on Fri Jan 4, and will stay for five days (Sunday will be a holiday). Two weeks later (Friday January 18) a team will arrive in Shanghai for five days of meetings (Sunday will be a holiday). Tell agents only about their own meetings-not about meetings with other agents to avoid confusion. You must call the "trouble shooters" a less threatening name. Tell them that your company strives to select and appoint crew with appropriate skills and experience through a STANDARD SELECTION PROCEDURE used by agents around the world. Tell them that our mutual success arises from ensuring that all agents follow the SAME HIRING PROCEDURE for all candidates. We select candidates based on skill, qualification, and experience criteria set by the company, and that the selection process should never be influenced by any other factors. You've heard tumours that personnel agents have accepted bribes or gifts to approve candidates, which is totally unacceptable and will lead the company to sue you and put you in jail. Tell them the two people will be arriving at 7:30am. Tell them we strive to offer contracts to the most qualified candidates available anywhere in the world, and we count on their efforts to help make it so. Singapore Agent Kuala Lumpur Agent Best Agency Superior Career Services Shanghai Agent Shipping International 1800 Lingbai Road Pudong District, Shanghai China, 201201 95 Portsdown Road Singapore, 139299 Lot 111, Jalan Cho Lip Kung, Kuala Lumpur, Malaysia Shippinginternational@bell.com SCS@telus.com BestAgency@rogers.com Fen Wong Gurpreet Kaur Nigel Widodo 852.8473-5290 62.21.29223049 91.22.29146379 Task: Write a Professional letter 1. Compose a one or two-page letter to the Kuala Lumpur agent office listed above. Delete information that is not important or poorly written. 2. Address your message to the agent indicated at that location. 3. Use infor Clear All Formatting iness Communications Essentials chapters 1-7 to help your plan, write, and complete your message. 4. Follow the standard pattern outlined in Business Communications Essentials chapter 7 for an information message (you're writing this message to communicate information to one of your company's third-party contractors). 5. Adopt a neutral tone which does not blame or criticize. 6. Begin your message with a general introduction and conclude with a paragraph telling agents where to look, or who to contact, for more information. Please include your cell number but no email at the end of the message. 7. Your message should: a. filter out unnecessary information, especially confidential internal information which could hurt your organization if it became public b. connect related ideas, and organize them logically -use standardized language and be grammatically correct. 8. Use white space, headings, bulleted lists or other formatting features to call attention to specific details. 9. Include a polite close and type your name, job title, and Company name in the signature area for this letter. 10. HR teams will be visiting the sites. Add the appropriate pair of names to your message: Your name is Jenny Ortega, and you are the new Coordinator of the HR Department at Enterprises Travel, a company that employs over 5000 personnel on a fleet of bulk carriers and cargo ships. The Head office is located at Suite 770-965 Hornby St, Vancouver, BC V6N 2G8. Your phone number is 604-778.4533- Your email is jortega@entreprisestravel.com. Your company works with 'third-party personnel agents all over the globe to recruit onboard employees (such as officers, engineers, deck crew, galley crew, and cleaners). These agents look for people who might be suitable, interview them, recommend some for hire, and get a commission for each crew member they sign to a ship for a 11 month contract. Personnel agents are not company employees, although they do have business relationships with the company. They have absolutely no need to know anything about our internal company operational issues. There's been an increase in problems with some agent hires over the last 44 months, and this has forced your company to remove a number of unsatisfactory crew from vessels, which is both expensive and logistically prc Clear All Formatting roublesome crew have fought with or injured other crew members, | stolen from ship's stores, or broken laws while their ships were in port (which has forced the company to cover legal expenses), and some are just incompetent and unable to perform the shipboard duties they were hired to perform. Head office suspects that only some of the agents have gone rogue (but doesn't know which ones). Your boss-the HR Director-wants the rogue agents to "stop signing up undesirable crew who are thieves and idiots" (her exact words). To make this happen, she wants you to tell agents that our HR team has decided to send trouble-shooters to each site to ensure all agents are screening candidates according to corporate standards. Two-person teams will be sent to meet with them. Teams will arrive in Singapore and Kuala Lumpur on Fri Jan 4, and will stay for five days (Sunday will be a holiday). Two weeks later (Friday January 18) a team will arrive in Shanghai for five days of meetings (Sunday will be a holiday). Tell agents only about their own meetings-not about meetings with other agents to avoid confusion. You must call the "trouble shooters" a less threatening name. Tell them that your company strives to select and appoint crew with appropriate skills and experience through a STANDARD SELECTION PROCEDURE used by agents around the world. Tell them that our mutual success arises from ensuring that all agents follow the SAME HIRING PROCEDURE for all candidates. We select candidates based on skill, qualification, and experience criteria set by the company, and that the selection process should never be influenced by any other factors. You've heard tumours that personnel agents have accepted bribes or gifts to approve candidates, which is totally unacceptable and will lead the company to sue you and put you in jail. Tell them the two people will be arriving at 7:30am. Tell them we strive to offer contracts to the most qualified candidates available anywhere in the world, and we count on their efforts to help make it so. Singapore Agent Kuala Lumpur Agent Best Agency Superior Career Services Shanghai Agent Shipping International 1800 Lingbai Road Pudong District, Shanghai China, 201201 95 Portsdown Road Singapore, 139299 Lot 111, Jalan Cho Lip Kung, Kuala Lumpur, Malaysia Shippinginternational@bell.com SCS@telus.com BestAgency@rogers.com Fen Wong Gurpreet Kaur Nigel Widodo 852.8473-5290 62.21.29223049 91.22.29146379 Task: Write a Professional letter 1. Compose a one or two-page letter to the Kuala Lumpur agent office listed above. Delete information that is not important or poorly written. 2. Address your message to the agent indicated at that location. 3. Use infor Clear All Formatting iness Communications Essentials chapters 1-7 to help your plan, write, and complete your message. 4. Follow the standard pattern outlined in Business Communications Essentials chapter 7 for an information message (you're writing this message to communicate information to one of your company's third-party contractors). 5. Adopt a neutral tone which does not blame or criticize. 6. Begin your message with a general introduction and conclude with a paragraph telling agents where to look, or who to contact, for more information. Please include your cell number but no email at the end of the message. 7. Your message should: a. filter out unnecessary information, especially confidential internal information which could hurt your organization if it became public b. connect related ideas, and organize them logically -use standardized language and be grammatically correct. 8. Use white space, headings, bulleted lists or other formatting features to call attention to specific details. 9. Include a polite close and type your name, job title, and Company name in the signature area for this letter. 10. HR teams will be visiting the sites. Add the appropriate pair of names to your message:

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