MEMORANDUM

Date: 3th July 2014

To: Mr. Pritam, Tutor for English of Management
From: Tai Seng Min, President, SMTai
Subject: Progress of Starting a Business
The purpose of this report is to inform that we are deciding to set up a coffee
shop in Kampar area and named with Espresso Lounge. All of us are mutually agreed
with this project and start to do more research about the work plan and budget. The
target of audience is the students in Kampar area. Lack of entertainment and
comfortable places to study are the main factor why we build up Espresso Lounge.
We are holding the first meeting on Thursday, 19th June 2014 in H219. We
discuss about more regarding our business. For Stage 1, we do the survey and we are
deciding to open Espresso Lounge in Kampar New Town. Stage 2 we do the
preparation of the budget, we estimate the budget covered the rental of the shop,
renovation fees, the salary of the employees and other miscellaneous expenses.
Therefore, our budget cost will not exceed RM80, 000 and the budget is getting
approval from the Head of Finance Department. In Stage 3, we found several shop, in
the Kampar New Town area. After the consideration, we decide to rent the shop that
located nearby the hostel of students. Last discussion in Stage 4 is starting the
renovation and it will be ending at the beginning of October.
During the work in the progress, we also state the work in Stage 5 and Stage 6.
On Stage 5, we will choose the coffee bean and make sure the quality of coffee bean
is excellent. We cannot sell the coffee too expensive because our target of customers

is students. Thus, we need to find the coffee bean with good quality but in low price.
On the other hand, we must sell our coffee to students with affordable price. For Stage
6, we choose the furniture and drink ware that are suitable for the coffee shop,
because we have a limited budget. For example, some furniture like table and chair
we try to DIY (Do It Yourself), it will help us save the budget and also showing
special and different with other coffee shop. After choosing the furniture, we also
need to choose the drink ware like cups and spoon. After that, we decide to choose the
special drinkware and printing the coffee logo on the cup.
In this paragraph, we will state the future schedule here. For Stage 7, we will
start to hire the employees for our coffee shop. We decide to hire 5 to 6 employees in
the coffee shop. 2 employees will be in charge for coffee tone and the others will be a
waiter or waitress. In the Stage 8, we will publicize our coffee shop with a leaflet in
hostel area and the campus area. Besides that, we will create a webpage to publish
Espresso Lounge and make it creatively. The webpage sure will get more attention
from students. At the same time, it can promote Espresso Lounge to become the top
sales coffee shop in Kampar New Town.
In a nutshell, we are deciding to open Espresso Lounge during the timeframe
15 October 2014 to 15 December 2014. We hope that every stage work in progress
and the work to be completed will be done successfully in our estimated time. We also
desired our business will be getting more profitable and become popular in Kampar
area. Otherwise, we wish that our coffee shop will turn into top seller and make more
people recognize to Espresso Lounge.

Date: 28 October 2012

To: Mr. Lucas Lee
Chairman of the Board
From: Ferlin Choong

Ferlin

Executive Manager
Subject: Progress Report on Preparation for Opening Ceremony of New Hotel.

I have written this report to update you on the progress of the preparation for
the opening ceremony of our new hotel, Luxury Hotel at Bandar Baru Kampar. The
preparation for the opening ceremony started on 10 September 2012 and I think it
could be fully implemented by 25 December 2012 which is the inauguration date of
the hotel. The plan is well on schedule as we planned and the preparation is going on
without any obstacles so far.
Past Progress
We have set the 25th of December 2012 as the opening ceremony date which
will be held from 9.00am until 8.00pm.The venue is at our new hotel, Luxury Hotel.
We have already sent the financial budget for the preparation of the inauguration to
the finance department and it was approved on the 15th of September 2012.
We have already planned the programs for the opening ceremony. We have
separated the opening ceremony into two sessions which are the morning and evening
sessions. For the morning session, we have planned to have the speech ceremony and
ribbon cutting ceremony by our guest of honor. Meanwhile, for the evening session
we planned to have a fireworks show.
A list of guests to be invited to the opening ceremony is already out. 500
guests will be invited to attend the ceremony. The media list is also out. We have
invited YB DATO Lee Chee Leong, Kampar representative as our guest of honor and
we have already got a confirmation letter from his secretary that he will be attending

the opening ceremony and is also ready to give a speech on that particular day which
is something we were really hoping for.
Breakfast, lunch and dinner will be provided on that day. For breakfast we
have decided it to be a continental breakfast whereas for lunch it will be Chinese food
and for dinner South Indian food will be provided. Our chefs have agreed to prepare 3
different types of food for the opening ceremony.
Lucky draw has also been planned to be a part of the function where the
winners will receive hampers and discount vouchers for meals at the hotel which will
be valid for a month.
Past Status
Currently, we are sending invitation cards to guests, and also the media, which
are already printed out. We are also now finding sponsorship for the souvenirs which
will be given to our guests. The souvenirs are flowers and corsage from other
volunteers. We are also advertising the opening ceremony function on newspaper,
magazines, radio and TV as well as distributing brochures to houses located at
Kampar.
We are also now collecting data and resources to come up with a slide show
concerning our up to date hotel facilities, services and other features of our new hotel
which I believe will be able to attract more customers. Booklet containing programs
for the opening ceremony, daily rates of our hotel are currently being printed out.
Besides that, we are now busy planning the entertainment programs. We have
already sent out the invitation to our local famous female singer, Fish Leong. We have
also invited other talented Malaysian singers as well as MY FM deejays for the
ceremony. All the performers will be complimented with free stay at the hotel for 1
night 2 days.
We are now looking for an audio company which is willing to provide us with
the best audio system. We are also looking for cameramen who will take pictures of
the opening ceremony as well as recording videos. A press tour in and around the
hotel is also planned.

Future Schedule
We will start preparing the souvenirs and hampers for our guests once the
sponsorship is finalised. We will also start buying fireworks for the fireworks
ceremony and a pyrotechnician will be hired to help facilitate the fireworks ceremony
since none of us have experience in that.
We are going to send the invitation to you as well as soon as possible and we
request you to give a short speech on that day if it is alright with you. Other members
of the Board of Directors will also be requested to give short speeches. Apart from
this, we will ask the Food and Beverage Services Department to come out with a
detailed menu for the meals. Commemorative medals will be given out to certain
guests.
In addition to that we will also be hiring a team of RELA to ensure the safety
of our guests on that day and also to facilitate traffic movement since a lot of guests
will be present on that day. We are also going to hire a special decoration team to
decorate the event venues in preparation for the opening ceremony.
Last but not least, to make sure everything goes according to plan on that day
we are going to have a rehearsal for all the events. The rehearsal will be held twice
just to ensure the opening ceremony makes a good impression to all our guests.
Everyone agrees that the rehearsal is done for the good of the hotel even though it will
be tiring. Just to make sure our workers will be fresh on the opening ceremony day
the rehearsals will be held 3 days before the inauguration.
Conclusion
I am more than confident that the work in progress will be completed on
schedule and the opening ceremony programme will be progress smoothly without
any unwanted incidents. I hope this will a historic day for our hotel. If there are things
which you need me to clarify you can contact.