Chapter 6 Memo_Writing

1、LOGOChapter 6Memo Writing1. to learn about the format and contents of memos;2. to write memos with correct format and sufficient information.DefinitionShort for memorandum, A simple and efficient message that is used to remind of or draw someones attention to certain matters.A common form of written

2、 communication within a company. Definition 备忘录（备忘录（memorandum or memo)是一种录以备忘是一种录以备忘的公文。在公文函件中，它的等级是比较低的，主要用来的公文。在公文函件中，它的等级是比较低的，主要用来提醒、督促对方，或就某个问题提出自己的意见和看法。提醒、督促对方，或就某个问题提出自己的意见和看法。在业务上，它一般用来补充正式文件的不足。在业务上，它一般用来补充正式文件的不足。 它的内容就可以分为以下几项：标题（它的内容就可以分为以下几项：标题（Title);收文人收文人（To);发件人（发件人（from);事由事由Suje

3、ct；日期；日期Date；正文；正文Body；结束语；结束语Closing words；署名；署名Signature。其。其中中To,From,Subject,Date，Body是必不可少的。是必不可少的。 2021-11-15Memo WritingMemo has one purpose in daily life: Memo solve problemsqInforming the reader about new informationqEg: like policy changes, price increase, etc, qOr persuading the reader to

4、take an action Memos are most effective when connected to the purpose and interests the needs of the reader.-Why memos?2021-11-16Can be written toCan be written to*Superiors*Peers*SubordinatesUsed to makeUsed to make*Announcements*Policy Changes*RequestsFormat uMemorandum title2. Heading l To receiv

5、er(Readers name and job title)l From sender(Your name and job title)l Date the complete and current dateu Subject topic (What is the memo about )u (CC) To:From:Date:Subject:CC:Date:To:From:Subject:CC:What is the importance of subject line in a memo?ExamplesP92-93 Orgnization of Content Presentation

6、of Memosshort and to-the-pointdirectwithout a salutationwithout a complimentary closing ExamplesP94-97 Write a memo according to the following information given in Chinese.Reference Answer备忘录备忘录u致：所有学生致：所有学生u自：吴老师自：吴老师u事由：英语口语考试事由：英语口语考试u全体同学：全体同学：u英语口语考试将于英语口语考试将于2012年年6月月18日（周一）上午第三节日（周一）上午第三节课在课在

7、303教室进行，请大家认真复习考试。教室进行，请大家认真复习考试。u祝你们好运！祝你们好运！u u 2012-06-14Reference Answer3. Body message Standard partslOpening segment lDiscussing segmentlClosing segment Optional partslPossible summary segment lPossible attachmentlPossible sign segmentBody of the memoOpening segment(开场部分）开场部分） Context and prob

8、lem: Be short and clear specific assignment or task: whats your plan purpose of the memo: why and forecast what is in the rest of the memoThis is not the time to be shy. You have to be forthright (直率的直率的) and tell your reader what you want them to do.Body of the memoE.g.uI am writing to inform you o

9、fuIn response of your request, I am writing to provide you with recommendations onuThe purpose of this memo is touThis memo provides information aboutBody of the memoDiscussion segment:uThe discussion segment is the part in which you get to include all the juicy details that support your ideas.u 描述背

10、景情况、任务、问题：描述背景情况、任务、问题： 就重点进行更多的说明。就重点进行更多的说明。根据备忘录的目的：可以解释为什么有这些变化（背景根据备忘录的目的：可以解释为什么有这些变化（背景情况），或者知道同事如何行动（任务），情况），或者知道同事如何行动（任务）， 或详细说明或详细说明本备忘录要提出的问题（问题）。本备忘录要提出的问题（问题）。Keep these two points in your mind: Begin with the information that is most importantThink of inverted pyramid: strongest = wea

11、kest Closing segment: u an action statement, requiring action from recipient, or informing action to take.* Make sure you emphasize how the reader will benefit from the action. Suggested distribution of informationuHeader:1/8 of the memouOpening, context and task: 1/4 of the memouSummary, and discus

12、sion segment:1/2 of the memouClosing segment, or necessary attachments: 1/8 of the memoFormat Memorandum titleTo : Ms Iris Anderson, Trust Officer From : Sam Jones, Payroll Accounting Date : 23 October 2009Subject : Request for Update on Stock Option Participation We need an update on those employee

13、s in your departmentwho are participating in the company stock option plan.Please list the names of those who are currentlyparticipating and their years of service. Also list anyone whowill be eligible for participation next year. Be sure to turn in this information to me by 28 October. Heading Body

14、Opening SegmentDiscussingSegment Closing segment Language features u As memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excuse for the sentences to be chatty or impolite. u As far as formality is concerned, a memo is som

15、ething between a business letter and a note.u In the way of the tone of memos, a major consideration should be over the status of the sender and the recipient in the organization.u Memos are almost always used within an organization.u Memos are usually unceremonious in style.u Memos have a direct st

16、yle.u Memos do not have a salutation .u Memos do not have a complimentary closing .u Memos have a specific format that is very different from a business letter.u The standard memo format is no more than one page long. Difference with business lettersBeing direct The common beginning expressions, if

17、any, should be:Please be informed thatPlease note thatIt has come to my attention thatIt has been brought to my notice thatOr simply add “please” or “I would like you to” before giving instructions.u Exercisesu P97-100Exercise 1u Write a memo using a suitable format for the situation given below. Re

18、member that your memo should be formal, clear, concise and contain only relevant information. Your section moved to a new office on Thursday morning. However, the maintenance department within your organization has failed to carry out certain work. Word processors have not been wired to the laser pr

19、inter; a metal bookshelf hasnt been built properly; the bottom drawer of the filing cabinet which holds standard forms, was damaged in the move and now doesnt open. Write a memo complaining about the situation and asking for action.Memorandum From: Section “B” LeaderTo: The Maintenance DepartmentDat

20、e: 6th January 2011Subject: Maintenance in our new officeAs you know, our department moved into our new office on Thursday.Unfortunately, the previously agreed maintenance has not been completed.The following problems are outstanding:Word processors require wiring to printers.Metal bookshelf require

21、s to be built.Repair to filing cabinet drawer is needed.I would be grateful to know when you will be able to complete the work.Reference answerExercise 2uYou work for Foley Press, Forest Road, Wovlerhampton, WO72 4XU, publishers of school and college textbooks. Your Office Manger, Mary McMahon, leav

22、es the following message for you. weve had several complaints from customers saying that some of them received the books they ordered with the wrong invoices, and some were sent the correct invoices with the wrong books. This has never happened before. The Managing Director, Mr Augustus Foley, is ve

23、ry concerned about this. Will you please draft a memo, under his name, a copy of which can be sent to all workers in the Dispatch Department, expressing his concern and asking them to give their full attention to their work and to double-check that the correct invoices are sent with orders? I know t

24、hey have had several new workers starting there during the last 6 months but they must take them to the Dispatch Department Manger, old Harry Hawke. Write it in a friendly, helpful tone and not a threatening one. Memorandum To: All workers, Dispatch Department From: Mr Augustus Foley, Managing Direc

25、tor Date: 12 June 2011 Subject: Dispatch Books Several complaints have been received from customers who have been sent the correct orders with the wrong invoices and the wrong orders with the correct invoices. Please take extra care to ensure that both orders and invoices are correct. I am aware tha

26、t we have several new members of staff in this department and I am not putting the blame onto them. However, if anyone has a problem they should speak to Harry Hawke who will be able to assist them. I am concerned as this problem has never happened before. Exercise 3uDirections:uYou are an active member of the student newspaper. The newspaper is currently looking for a journalist for the summer semester. Write a memo about 100 words that will appear in the newspaper next week describing the position available.uExercise 4 Directions：You are the president of a company. Write a memo to