英语实用文体写作系列-7备忘录

1、英语实用文体写作系列-7备忘 录Unit 7备忘录(Memorandum or Memo)一、写作技巧(一)概述备忘录(Memorandum or Memo)是一种用 以备忘的简易公文，是一种正式的专业文件。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或 看法。在业务上，它是各部门书面联系的一种手 段，一般用于内部传递信息，将实情、信息、观 察资料等进行传阅，一般用来补充正式文件的不 足。它结构清晰、阅读方便、传递迅速，经常为 公司或团体所使用。大多数备忘录的特点是简明 扼要，但它们同时也应具备优秀应用文的其他写 作原则：面向读者，表达清楚且准确。备

2、忘录简 洁短小，各部分题目虽然看上去有些唐突， 但它 们可以使读者对事情有个大致了解并快速做出 反应。备忘录通常要发送、张贴、转寄，也就是说它们要迅速送到很多人手里。粗心就会出错，其影响会迅速扩大，为了纠正错误人们往往会写更 多的备忘录。备忘录也要归档，这意味着它们将 来有一天还会纠缠你。事实上mem0来自于拉丁语memorandum ,意思是 必须记住的东 西”。它的内容可以分为以下几项：书端(Heading)收文人的姓名、头衔、地址(Addressees Name Title, Address) 称呼(Salutation)事因(Subject)正文(Body)结束语(Compliment

3、ary Close )署名(Signature) 其标准格式如下:Heading（书 端）From（发文人） Date（日期）To（收文 人）Subject（事由） Body（正文）（二）写作注意事项1、书端（Header/Heading ）部分包括发文机 关的名称、地址、发文日期，有的还包括电报挂 号、电传号、电话号码等。许多机关有自己特制 的信笺，在写书端时，其格式和标点符号的使用 与一般信件的写法相同。2、称呼从左边顶格写起，对一般机关、团 体的负责人一般用 Dear Sir,对政府官员可用 Sir。3、在 date, to, from, subject 字样后填上相 应的内容。Date

4、:（日期，如 September 12, 2005）To:（收文人/致,如 All Faculty）From :（发文人/自）如 Jim B. Hardemann） Subject:（事由/由）如 Faculty Meeting）日期：要采用正式的全部拼写。因为在有些 国家，“12/0K/5”是指2005年12月1日，而 在其他国家却是2005年1月12日”。致和自：通常省去诸如 教授”或 先生”这类 头衔。自：”后面写你名字的首字母大写，然后 接你的姓。事由：要具体。例如：Date: January 24, 2006To: F. PrefectFrom: A. DentSubject: My

5、 Suggested Revisions to the Local Demolition Schedule 日期：2006年1月24日致：F.普里费科特 自：A.邓特由：关于地方拆除计划的建议修订案4、在上述字样下面空两行写正文，阐明写 作原因（purpose）。采用回答记者问题的方式， 回答： who, what ? when ? where and why。5、一般不用称呼和结尾礼词。6、发文人的姓名首字母写在与正文末行空 一行的地方。三、经典范文例 1、Directions: Write a memorandum of about 100 words to the student ser

6、vice department and ask them to fix a telephone for each dormitory.MEMODate: August 16, 2006To: The leader of student service departmentFrom: Li MingSubject: TelephoneDear Sir,I would like to remind you that we are inwant of a telephone for each dormitory. As a university student, we need to cope wi

7、th the daily increasing communications with teachers, friends and people outside the campus.We need a telephone to get and send message, which is important for us. Though most of us have mobile phones and e-mail address, a telephone in the dormitory is after all the most convenient and cheapest tool

8、 of communication.I hope that you will pay attention to this problem and solve it as soon as possible.Regards.Yours,Li Ming 录日期：2006年8月16日致：学生服务部门领导从：李明主题：电话亲爱的先生，我想提醒您，我们每一个宿舍都需要一部 电话。 作为大学生，我们需要应对日益增多的 与老师、朋友和校外人士的交际。我们需要电话接收和发送信息，这对我们 很重要。尽管我们大多数有手机和电子邮件 宿舍中的电话毕竟是最方便和最便宜的交流工 具。我希望您会注意这个问题并予尽快解决。问

9、候。真诚的，李明 例 2、 Directions: You are supposed to write a Memorandum of about 100 words to the leader of the supply section to borrow one more microscope for your biological experiment. It should include:Why you need the microscope.When you need it.MEMODate: July 12, 2006To: Mr. Gates, leader of the sup

10、ply section From: Li Ming of the biological laboratory Subject: MicroscopeDear Sir,Im a student of biology department and we are badly in need of an extra microscope in order to improve our experimental work.Our experiment will start on Friday, so please issue a microscope to us as soon as possible

11、so that we can prepare better for theexperiment.With kind regards.Yours sincerely,Li Ming注：在写备忘录的时侯，一定要注意它的格式， 尤其要在开头写清楚是谁写给谁来备忘的，用From: / To两个单词即可。备忘录日期：2006年7月12日致：盖茨先生，供应科长从：李明，生物实验室主题：显微镜亲爱的先生，我是生物系的学生，我们非常需要另外一台 显微镜以改进我们的实验工作。星期五我们的实验将开始，所以请尽快配 备显微镜以便我们能更好为实验做准备。致以亲切的问候。敬上,李明and you例 3、Directio

12、ns: If you are the teacher of the students counselor s office: P. Steelpes, have received a letter for requesting for paid education leave from a student. Write him a memo to reply him including details:The result of his requirement.The reason for rejecting.3)some suggestionsYou should write about 1

13、00 words.To: Records SectionFrom: P. Steelpes, Career Planning Subject: Request for Paid Education Leave Date: May 22, 2006In response to your request for one year of paid education leave to take a degree in Englishliterature, I have to inform you that we cannot authorize this leave.While we appreci

14、ate your desire to improve your knowledge, we feel that English literature is not directly related to your present position and to the goals of this organization.I am aware of your great interest in literature, and I would like to point out that you could gain advantage to apply for leave without pa

15、y.If you need another information on the above, do not hesitate to keep touch with me at any time.P. Steelpes注：本篇备忘录的格式很标准。致：档案科从：P .斯蒂尔皮斯，职业规划 主题：要求有偿的教育事假 日期：2006年5月22日谨复您的一年有偿的教育事假而取得英语 文学学位的请求，我必须通知您，我们无法批准 这事假。我们赞赏您改进知识的欲望，但我们认为 英国文学不是直接地与您的当前职位和跟机构 的目标有关。我意识到您对文学有浓厚兴趣，我想指出 您能申请无薪休假。如果您需要其它关于上面

16、的信息，请随时 与我联系。P.斯蒂尔皮斯例 4、Directions: You are a supervisor of a big company. The chief of operations wants to adopt the “ punc-in system to increase productivity.Write a memo to talk about this:Does the “punchin “ system benefit the company?If the company doesn t adopt it, what else can we do to incre

17、ase productivity.You should write about 100 words.To: David Green, Chief of Operations From: Tony Party, Supervisor“ PanchSystemSubject: Comments on the Date: March. 22, 2006This is further to your memo dated March.20, 2005, in which you proposed that employeesadopt the“ po-nc system.punchinI fully

18、agree with you that we must increase productivity. As far as your proposal that if thesystem is adopted, we would have a tighter control over the employees is concerned. However, I don think so. I personally think that, to accomplish this, we should give the employees more incentives to work faster.

19、 I feel that if we (the supervisors) could meet with you, we could discuss different possibilities to create such incentiveness.Your consideration of this suggestion would be appreciated.Tony Party注：此篇是对一篇备忘录的回复。 生产主管认为 实行打孔考勤制度(punchin system),有利 于增加生产效率，但督察却不这样认为。他认为“shouldgive the employees more

20、incentives to work faster 。致：大卫格林，生产主管从：托尼帕蒂，督察主题：关于打孔考勤制度的评论日期：2006年3月22日这是进一步来回复您2005年3月20日的备 忘录，其中您提议雇员应采取打孔考勤制度。我完全同意，我们必须增加生产力。就您的 提案，如果采取打孔考勤制度，我们可以更牢固 地控制雇员。但是，我并不这样认为。我个人认 为，为了完成这项工作，我们应该给予雇员更多 鼓励使其更快地工作。我觉得如果我们(监督员) 能和您会面的话，我们可以谈论创造这样激励 的不同的可能性。我们非常重视您对这个建议的考虑o托尼帕蒂例 5、Directions: You are a

21、manager of administration office naming Vera. M. Bradford.The board of directors have decided to anew the Fitness Center. Write a memo to tell all the employees that:How long will this project be last for?Welcome the employees to provide suggestions.You should write about 100 words.To: Every Employe

22、esFrom: Brian AponteDate: November 18, 2005Subject: Fitness CenterThe board of directors approved the idea for anew Fitness Center at its meeting yesterday. Work on the Fitness Center will begin right now and should be completed within 90 days. An employee representative from each division will be a

23、ppointed to determine the type of equipment and programs that will be made available.We are happy to be able to provide a facility that will contribute to the physical fitness of all our employees. Your representative on the task force will contact you soon for your suggestions about activities and

24、equipment.Brian AponteAdministration Office, Manager注：这是一篇关于公司修建健身中心的备忘录。 备忘录中说健身中心工作马上开始而且 “ completed within 90 days。而且希望各部门代 表与主办部门联系，征求关于活动和设备的意 见。致：每个雇员 从：布赖恩？阿庞特日期：2005年11月18日主题：健身中心理事会昨天在会议上批准了为健身中心更 新设备的建议。健身中心的更新工作从现在开始，应该在 90天之内完成。每个部门都将有一个雇员代表 来决定设备类型和可用项目。我们非常高兴能提供有助于所有我们雇员 的身体健康的设施。您的工作

25、小组的代表将很快 与您联系，了解您关于活动和设备的建议。布赖恩？阿庞特管理办公室经理例6:考研样题：Directions:You are an active member of the studentnewspaper. The newspaper is currently looking for a journalist for the summer semester. Write a memo that will appear in the newspaper next week describing the position available.You should write abou

26、t 100 words on ANSWER SHEET 2.范文：Date: October 10, 2005To: All studentsFrom: A. ButtleSubject: Journalist Position Available for the Summer SemesterThe student newspaper is currently looking for a journalist for the summer semester. Applicants should currently be studying at the university, and shou

27、ld preferably have at least two years writing experience.The successful applicant will be expected to write two articles every week on happenings in the city and on campus. The position will commence at the end of May and will last through to the end of August. The salary for the position is negotia

28、ble and will be based on experience. If you are interested, please sendyour resume to the campus newspaper office.日期：2005年10月10日致：全体学生自：A.巴特尔事由：夏季学期记者招聘学生报正在招聘夏季学期的记者。条件是应 聘人应是本校的在校生，最好至少有两年的写作 经验。被聘者将每周写两篇关于这个城市和校园 的报道。工作是从五月底开始，一直持续到八月 底。工资待议，且会以其经历为依据。感兴趣者, 请把你的简历寄到学校报社。Notes:“remind-词用法比较多，可以在后面

29、直接接人或宾格，如 提醒我译为please remind me。 如果提醒某人某事则用remind somebody ofsomething ；也可以在后面加从句，即remind sbthat ；remind还有一个意思为 使想起”同样用remindof的结构，应注意与提醒某事区 分。文中的“badly是非常的，迫切的”意思。短语 “in order to 同下句的 “so that意思是一 样的即：为了，目的是。不同的是前者后接动词 原型而后者常跟目的状语从句，类似的短语还有 “in order that）用法与 “so that相同。in response to 反馈。 如）In resp

30、onse to your inquiry,谨复阁下询问request （n.） for 要求）请求。如） repeated requests for help 一再请求帮助； make a request for quiet 请求安静。be aware of 注意至J、当心。e.g. We are not fully aware of the gravity of the situation.我们十分明白形势的严重性。point out 指出。e.g. point out a mistake 指出错误Can you point out the man you suspect? 你能把 你怀疑的

31、那个人指出来吗？incentive n.动机）刺激）鼓励。三、常用句型 USEFUL EXPRESSIONSThere are two problems which I would like to bring to your attention concerning the staff changes in my Department.就我部人事变动事宜，我有两个问题向你汇报。I would suggest that we approach the workers union and ask Mr. Chen Xing to retire in the new year.我建议与工会联系，劝陈

32、星明年退休。With a view expand business for mutual benefits, A and B have agreed to enter into a costumes joint venture company to be established in October, 2006 in Guangzhou, Guangdong Province, P. R. China.为扩大业务、互利互惠，A和B经协商，决定于 2006年1月在中国广东广州建立合资公司。The two parties have reached the following understandi

33、ngs:双方达成以下共识：The Board of Directors will be structured according to the ratio of share holding.董事会组成由双方的股份比例决定。An Honorary Chairman is to be selected by A and B in turn.名誉董事长由A和B双方轮流担任。The period of cooperation is set for ten years. 合同期限为10年。In addition to reading the instruction book, let us explai

34、n the procedures as follows:除了看说明书外，我们将操作步骤解释如下：Your request for reimbursement for travel expenses for your October 3 to 9 trip to New York is now being processed.你10月3日至9日到纽约市的出差费用报销申 请正在审理中。We will issue your reimbursement check within three days after receiving the receipts.我们收到收据后3天内就会给你开出报销支票。P

35、lease reserve and prepare Banquet Room L for a luncheon meeting of our sales supervisors from 12:00 p.m. to 3:00 p.m. on June 10.请预定和准备好L号宴会厅，我们的销售主管在6月10日中午12点到下午3点要举行午餐会议。Because we will set sales quotas and plan strategy for next year, please make these arrangements:因为我们要为明年订好销售额，并制定销售策 略，因此请做好如下

36、准备：I have reviewed your request to see last quarter s sales records by April 5.我收到了你要查看4月5日前有关上季度销售记 录的请求。Call me at extension 3333 if you need anything else.如果你还需要别的什么，请拨打 3333分机。练习 ExercisesI. Fill in the blanks with proper words模版填空TO:person s name, Sales Manager FROM: person name, Personne ManagerDATE: DATESUBJECT: Applicants for Sales PostAttached