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Elite Fashion Group

250 Kim Ma Street, Ha Noi

All Employees

Elite Fashion Group

October 20th, 2025

Dear Team,

I am writing to inform you about a recent issue regarding missing communications. It has come to my attention that several urgent client requests were not addressed because they were automatically moved to the Spam folder.

The problem occurred because our new security filter blocked external emails containing large image files. To resolve this, our IT team has updated the whitelist, and all pending client requests have now been recovered and assigned to the relevant staff.

To avoid this in the future, please ensure you do the following:

• Check your Spam/Junk folder at least twice a day to ensure no valid emails are missed.

• Mark "Not Spam" for any legitimate business emails that were incorrectly filtered.

• Notify the IT Department immediately if you notice a pattern of important emails being blocked.

Thank you for your cooperation in ensuring our client service remains excellent.

Best regards,

Linn

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Sender's full name & Return Address

Alex Nguyen

45 Le Thanh Ton Street

Ho Chi Minh City, Vietnam

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May 8, 2026

Ms. Taylor

88 Nguyen Van Linh Street

Da Nang, Vietnam

Dear Ms. Taylor,

I am contacting you regarding your payment details. Since your company has recently switched to a new banking partner, it is necessary for us to update our financial records to ensure future transactions are processed without delay.

A Payment Information Update form is enclosed with this letter. Please fill it out with your new bank account number and Swift code, then send it back to us by the end of this week. I have also included a prepaid return envelope for your convenience.

Thank you for your cooperation. I look forward to receiving your updated information soon to maintain our smooth business operations.

Sincerely,

Linn

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How to Send a High-Quality Fax

To ensure your documents are transmitted clearly and professionally, follow these essential steps:

1. Document Preparation

• Remove all staples or paper clips before inserting sheets into the feeder.

• Use high-contrast documents (black ink on white paper) to ensure the text is readable for the recipient.

2. Cover Sheets

• Always include a formal cover sheet as the first page of your fax.

• Ensure the cover sheet contains the recipient’s name, your contact information, and the total number of pages being sent.

3. Troubleshooting

• If the machine makes a busy signal, wait a few minutes and try dialing the number again.

• Always check the ink or toner levels of your machine if your own confirmation reports appear faded or blurry.

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DATE: June 15, 2026

TO: All Sales Staff

FROM: Elena Nguyen, IT Director

SUBJECT: New CRM Software Training Session

The training session originally scheduled for 9:00 a.m. on Monday, June 22nd has been rescheduled.

The new training time will be 1:30 p.m. on Thursday, June 25th.

The purpose of this session is to introduce the new CRM software features and to help staff manage customer data more efficiently after the system update.

Thank you for your cooperation and please ensure you bring your company laptops.

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MEETING ETIQUETTE – PREPARATION AND DISCRETION

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MEETING ETIQUETTE – PREPARATION AND DISCRETION

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Meetings often fail when participants are unprepared or when sensitive information is shared carelessly. Following these standards will ensure our discussions remain secure and professional.

• Review the Agenda: Before arriving, all attendees should read the meeting agenda and prepare any required data. Coming prepared allows the team to move through topics quickly and reach decisions without having to explain basic details again.

• Confidentiality: Do not discuss sensitive information from the meeting with people outside the project team. Many discussions involve private company data or future plans. Keeping these details confidential protects the company and builds trust among colleagues.

• Stay on Topic: Avoid bringing up unrelated issues during a focused discussion. If a new idea arises that is not on the agenda, suggest discussing it in a separate meeting. This keeps the current session on track and respects everyone’s busy schedules.

• Clean Up: If the meeting is held in a physical room, ensure that all whiteboards are erased and trash is removed before leaving. Leaving the space ready for the next group is a simple but important sign of respect for your co-workers.

By practicing preparation and discretion, we create a more professional work environment where time is valued and information is protected.

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Based on feedback from recent seminar participants, I should include more practical guidance in the presentation about improving time management skills. The presentation should focus on the following areas:

1. Creating Daily Schedules

Participants need to learn how to organize their daily activities effectively. They should prepare a clear schedule each day to manage their time wisely and avoid wasting time on unimportant tasks. Using calendars, mobile apps, or planners can help them stay organized and complete their responsibilities on time.

2. Setting Priorities

When participants have many responsibilities, they should understand how to identify which tasks are the most important. Urgent and high-value tasks should be completed first, while less important activities can be postponed if necessary. This helps improve productivity and reduces unnecessary pressure.

3. Using Time Efficiently

Participants should avoid distractions such as excessive social media use or multitasking during work or study time. Staying focused on one task at a time can improve concentration and increase work quality. They should also learn to use small amounts of free time productively.

4. Maintaining Balance

Effective time management is not only about work and study. Participants should also make time for rest, exercise, and personal activities to maintain both physical and mental well-being. A balanced lifestyle can help them stay motivated and perform better in the long term.

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Dear Team,

We are preparing for our upcoming presentation on the New Marketing Plan. Please follow these guidelines to ensure your presentation is professional and persuasive:

• Introduction: Begin by introducing yourself and clearly stating the goals of the marketing plan. Give a quick preview of the key strategies you will discuss.

• Transitions: At the end of each section, provide a quick wrap-up and use a clear phrase to move to the next topic (e.g., "Now, let's look at our target audience...").

• Visual Aids: Use simple graphics such as bar charts or icons to highlight sales targets. Refer to them during your speech so the audience can follow easily.

• Conclusion: End your presentation by summarizing the main benefits and inviting the audience to ask questions or share their feedback.

• Delivery: Focus on your audience. Maintain eye contact and try not to look at your notes or the screen too much.

• Clarity: Use simple and direct language. Avoid using too many complex marketing terms that might confuse people from other departments.

• Preparation: Practice your timing with a teammate to make sure you finish within the 15-minute limit.

Best regards,

Linn

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Advice for a Staff Member Attending Their First Trade Fair

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Advice for a Staff Member Attending Their First Trade Fair

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Attending a trade fair for the first time as a staff member requires active engagement, good communication, and careful follow-up. Potential customers may only visit your booth for a few minutes, so maintaining a friendly and professional energy is essential to make a great first impression.

Before the event starts, it is important to study all product details such as features, prices, and shipping options. This allows you to provide quick answers and helps identify which products best suit the customer's needs during conversations.

During the trade fair, do not wait for people to come to you. Taking the initiative to greet visitors and offering short product demonstrations can create a more welcoming atmosphere. Collecting contact information is also necessary to build a list of potential clients that are beneficial for future sales.

In addition, applying practical approaches such as handing out brochures or giving small samples can help visitors remember your brand. Overall, a successful trade fair depends on thorough preparation, clear body language, and a willingness to help every visitor.

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To maintain a professional and friendly working environment, all employees should follow these core principles:

• Respect Others: When a colleague shares an idea, listen carefully and do not interrupt. Respecting different opinions helps avoid unnecessary bickering and builds a stronger, more united team.

• Be Proactive: All staff should be prepared to take the initiative. Don't wait for instructions if you see a task that needs to be done; taking action early shows that you are a reliable and dedicated worker.

• Professionalism: Always try to maintain a calm and professional attitude, even during busy times. Using clear language and avoiding jargon when talking to new staff will ensure better understanding and a stress-free atmosphere.