文稿应用文写作unit11-memos

1、MemosPractical English Writing Part IIIWhat is a memo?Memo (memorandum): a short official note to another person in the same company or organizationan informal written business communication.Length: shortno more than two or three short paragraphsLanguage style: use simple language and a neutral tone

2、less formal than business letters MEMOTo: All Department ManagersFrom: Simon Hofner, Human Resources ManagerDate: 30 March, 2010Subject: In-service English Training An English class will take place in the Training Center. Please encourage staff in your own department to attend the course. Please sen

3、d me the names of all interested staff by next Friday.An exampleThe purpose of a memoAn interoffice memo serves many purposes:Make a requestGive instructionsMake announcementsAnswer a requestIt provides a written record of the date, message, name of the sender and the receiver.The message can be fil

4、ed and referred to later.It does not demand immediate attention.Save the time of both the sender and the receiver.Contents of a memoMEMOTo: All Department ManagersFrom: Simon Hofner, Human Resources ManagerDate: 30 March, 2010Subject: In-service English Training An English class will take place in t

5、he Training Center. Please encourage staff in your own department to attend the course. Please send me the names of all interested staff by next Friday.the receiversthe senderdatesubjectbodyTips for writing a memoGeneral tone and topic:Use conversational toneBe briefHave single topicTo / FromTo: Lyd

6、iaTo: Lydia HanksTo: Lydia Hanks, Sales ManagerIf there are also others who need to read the memo, “CC” followed by a list of names, is written under the “To”.Least formalMost formalTips for writing a memoSubject Should be in initial capitals or all capitalsMust be brief, clear and specificTry to us

7、e an informative subject that contains a verb form, as it clearly describes the purpose of the memo.Exercise: look at the following subjects of a memo and make comments.A. Subject: Important! Read Immediately!B. Subject: MeetingC. Subject: Questions about MeetingD. Subject: Monthly Sales MeetingE. S

8、ubject: Monthly Sales Meeting to Discuss Summer Vocation ScheduleTips for writing a memoBody in complete sentences and short paragraphsNever use salutation like “Dear Emily”.Never use closing remarks like “Yours Sincerely”.Never use full signature at the end of a memo.general structure:Opening: purp

9、ose or context of the memoMain body: details of the main ideaClosing: an urge for action or your conclusion/suggestionMEMOTo: All Department ManagersFrom: Simon Hofner, Human Resources ManagerDate: 30 March, 2010Subject: In-service English Training An English class will take place in the Training Ce

10、nter. Please encourage staff in your own department to attend the course. Please send me the names of all interested staff by next Friday.An exampleTo: All Department ManagersFrom: Simon Hofner, Human Resources ManagerDate: 30 March, 2010Subject: In-service English Training A training course in Engl

11、ish will be arranged in the Training Center in order to improve the staffs language skills. There will be two groups: intermediate level and advanced level. All teaching materials will be provided but students will be expected to do homework and preparation outside working hours. There will be an in

12、formal test during the second week of April so that we can decide which group is best for the students. Please encourage staff in your own department to attend the course and send me the names of all interested staff by next Friday.To: All Department ManagersFrom: Simon Hofner, Human Resources Manag

13、erDate: 30 March, 2010Subject: In-service English Training A training course in English will be arranged in the Training Center in order to improve the staffs language skills.In your opening paragraph, let your readers know why you are writing this memo. Speak to them directly.An example There will

14、be two groups: intermediate level and advanced level. All teaching materials will be provided but students will be expected to do homework and preparation outside working hours. There will be an informal test during the second week of April so that we can decide which group is best for the students.

15、In the body paragraph(s), focus on some specific details or secondary information.For easy reading, put important points into lists rather than paragraphs if necessary.An example Please encourage staff in your own department to attend the course and send me the names of all interested staff by next

16、Friday.After the readers have absorbed all of your information, close your memo with a courteous ending that states what action you want your reader to take, and work out the deadline for them to follow.An exampleMore examples (to inform)To: Helen Butler, Wallace King, Susan Young, Leslie Carter, Jo

17、seph Freeman, From: Charles GraysonDate: June 4, 2015Subject: Next Project Meeting Postponed I am writing to inform you that the next project meeting will be postponed. Because several team members will be abroad for another project, we will hold our next meeting on August 1st, starting from 9 a.m.

18、Please let me know if you have any suggestions as to the agenda of the meeting.More examples (to request)TO: Peter Henderson, the Maintenance Department ManagerFROM: Jenny Gibson, Team B Leader DATE: May 12, 2015SUBJECT: Maintenance in Our New Office As you know, our department moved into our new of

19、fice on Thursday. Unfortunately, the previously agreed maintenance has not been completed. The following problems are outstanding: * Computers need to be wired to printers. * A metal bookshelf requires to be built properly. * Filing cabinet drawer needs to be fixed. I would be grateful to know when

20、you will be able to complete the work.More examples (to arrange)To: Anna Jay, secretaryFrom: Robert Johnson, Sales ManagerDate: July 23, 2014Subject: Talk Next Friday I would like to give the talk suggested by you and I think 9.30 a.m., after the break, would be the perfect time. Required equipment:

21、 - Overhead Project - Flip chart with Pens Please give me some information about the attendees.More examples (to confirm)To: All EmployeesFrom: Don Riley, General ManagerDate: October 17, 2010Subject: Attitudes toward Visitations I panied the group of distinguished American engineers yesterday to to

22、ur our plant. These guests are very important to us, for they have promised to help us with their advanced technology and many cooperate with us in scientific research. Your reception of these guests was generally gracious, but I was surprised to find out bursts of laughter, horseplay, and catcalls

23、when the guests walked through the halls. Though you did not mean to deride them, it was quite probable for them to misunderstand you. Politeness and hospitality is an important policy in our company. I request once again that in reception of our guests we should do our best to make our guests feel

24、e, and respected.Useful expressionsThe purpose/aim/objective of this memo is to investigate / evaluate / study mend / analyze / give feedback on / estimate / assess / announce This memo provides information about . In response to your request, I am writing to provide you with mendations on. This mem

25、o responds to the points raised by in its (date) memo to The key findings are outlined below. It was found / discovered / felt / proposed that The following points summarize our key findings. If you need additional information, please contact me.We would appreciate if you could Please pass this information to Exercises Work in pairs to improve the following parts of a memo.To Department managersFrom Training managerSubject Training programDate 11/12/2015To: All Department managersFrom: