Read the following extracts and answer the questions that follow.
Part A
Assume that you are the secretary in the graduation committee at BOU. there is a meeting scheduled for next month to discuss the graduation ceremony that university. There were some leaders whose names were submitted late for graduation. Prepare a combined notice and agenda for the meeting that will be held next month. Include all the necessary details in the combined piece.
Part B
After the meeting the committee finalized everything about the graduation and now you were given the task of writing invitation letters to the learners who would be graduating. Then there is learned Mr. Bogogi Motswasele, who topped all learners in Diploma in Human Resources. In his same letter of invitation, let him know that he should come prepared to collect his trophy as he is the top student in his course.
Part A: Combined Notice and Agenda
[Your Name]
[Your Position]
[Date]
Dear Graduation Committee Members,
Subject: Notice and Agenda for Graduation Committee Meeting
I hope this notice finds you well. This is to inform you that a meeting of the graduation committee at BOU has been scheduled for next month to discuss the upcoming graduation ceremony.
Date: [Insert Date]
Time: [Insert Time]
Venue: [Insert Venue]
Agenda:
1. Roll call and confirmation of attendees
2. Approval of minutes from the previous meeting
3. Submission of late leader names for graduation
4. Discussion on the inclusion of the late leaders in the graduation ceremony
5. Decision on any additional arrangements required for the graduation ceremony
6. Any other matters arising
7. Date and agenda for the next meeting
8. Adjournment
Please be prepared to provide updates, suggestions, and any necessary documents related to the graduation ceremony during the meeting.
If you have any further agenda items to add or any documents to be circulated before the meeting, please send them to me by [insert deadline].
Your presence and active participation in this meeting are vital for the successful planning and execution of the graduation ceremony.
Thank you for your attention. I look forward to your presence at the meeting.
Best regards,
[Your Name]
[Your Position]
[Contact Information]
Part B: Invitation Letter
[Your Name]
[Your Position]
[Date]
Dear Mr. Bogogi Motswasele,
Subject: Invitation to Graduation Ceremony and Trophy Collection
I hope this letter finds you in good health and high spirits. On behalf of the graduation committee at BOU, I am delighted to invite you to the upcoming graduation ceremony.
The ceremony will be held on [Insert Date] at [Insert Venue]. As you successfully completed your Diploma in Human Resources at BOU and emerged as the top student in your course, we would like to congratulate you on this remarkable achievement. To recognize your outstanding performance, we would like to present you with a trophy during the ceremony.
Kindly make the necessary arrangements to attend the graduation ceremony and come prepared to collect your trophy. Your presence will not only honor your accomplishment but also inspire your fellow learners and future graduates.
Please confirm your attendance by [Insert RSVP Date] by contacting our office at [Insert Contact Information]. We kindly request that you inform us in advance if there are any changes to your availability.
Once again, congratulations on your exceptional performance. We look forward to celebrating your accomplishments during the graduation ceremony.
Sincerely,
[Your Name]
[Your Position]
[Contact Information]