商务英语写作备忘录写作

MemoWritingmemomemorandumDefinition:ashortofficialnotetoanotherpersoninthesamecompanyororganizaion.（致公司或组织内部另一人的）公务便条/备忘录athingtoberemembered

LearningObjectives1.knowthecharacteristicsofmemo;2.understandthebasicformatofmemo;3.befamiliarwithdifferenttypesofmemo;4.writebusinessmemossuccessfully.1.CharacteristicsofmemoComparememostoletters:Memosarealwaysusedtosendinformationtootherswithinanorganization,whilelettersusuallycommunicatewithsomeoneoutsideanorganization;Memosarenormallyusedfornon-sensitivecommunication.Memosareshortandto-the-point.Memoshaveadirectstyle.Memosdonothaveasalutation（称呼语）.Memosdonothaveacomplimentaryclosing.Memoshaveaspecificformatthatisverydifferentfromabusinessletter.Thestandardbusinessmemoformatisgenerallynomorethanonepagelong.2.Memoformat

aheadingsection（书端）

abodysection（正文）2.1aheadingsectionMEMORANDUMTo:NameandTitleofrecipientFrom:NameandTitleofmemo’swriterDate:ThedateonwhichthememoisdistributedSubject:BriefstatementsummarizingsubjectofmemoSample1MemoTo:KellyAnderson,MarketingExecutiveFrom:AndySmith,MarketResearchAssistantDate:May18,2016Subject:SummerClothesLinePromotion2.2abodysection（正文）

openingsegment

discussionsegment

closingsegment2.2.1Openingsegment（开场部分）Theopeningexplainsthereasonforthecorrespondence.First,thewriterusuallystatestheproblem,needorannouncement,thenhe/shemakesthepurposeofthememoclear.Memo'srecipientcangetanoverviewofthememobyreadingthissegment.

2.2.2Discussionsegment（讨论部分）

Inthissegment,thewritergenerallygivesdetailsabouttheproblems,orexplainsthestepsthathe/shehastakenormethodsorsourceshe/shehasusedtosolvetheproblem.

2.2.3Closingsegment（结束部分）

Thissegmentnormallystatesclealytheactionthewriterexpectstherecipienttotake.

Sample2

MEMORANDUMHeading:To:MarketingDepartmentFrom:SteveAnderson,AssistantVicePresidentDate:December31,2015Subject:2012PhonePolicyChangesOpeningSegment:OnJanuary1st,2016,ourcompanyisimplementinganewphonepolicy.Becauseofcustomercomplaintsthatourphonesringforever,wearerequiringallemployeestomakeagood-faithattempttoanswertheirphoneswithinthefirstthreerings.Pleasereviewthisdocumentbeforethatdatetoensureyouunderstandandcanimplementthenewphoneprotocols.Discussingsegment:Overthepastthreeyears,ourcompanyhasaveragedfourringstopickupoutsidelines.Thisstatisticisbasedonover10,000incomingcalls.AccordingtothebetterbusinessadvocacythinktankPhonyRingInstituteinBoulder,Colorado,ourcompany’sphoneringresponserateiswellbelowthenationalaverageforcompetitivecompaniesinoursector.Closingsegment:OnJanuary1st,2016,pleaseanswerthephoneonthefirstthreerings.Ifyouhaveanyquestionsaboutthisnewpolicypleasecontactmeninthenextfewweeks.3.commontypesofmemodirectivememoresponsememotripreportmemo3.1Directivememo（指令型备忘录）Adirectivememostatesapolicyorprocedurethewriterwantsthereaderorco-corkertofollow.

Sample3

MEMORANDUMTo:DesignTeam#362From:W.B.WorkingDate:May27,2015Subject:ProjectScheduleAsaresultofyesterday’smeeting,Isuggestwefollowtheprojectschedulelistedbelow.Remember,wemustsubmitaproposalbynoononJuly2.ScheduleTaskCompletionDateDivideresearchintogroupsandcompileinformationJune6ReviewdesignsfromKateandBillJune11WriteProposalJune23ReviewProposalJune26SubmitProposalforprintingJune273.2Responsememo（答复型备忘录）Thepurposeofthememoistoprovidetherecipientwithdesiredinformation.Itusuallyhasfourparts:purposestatement,summary,discussionandaction.Sample4MEMORANDUMTo:PaulLeroy,RegionalSalesManagerFrom:LeeWei,AssistantSalesManagerDate:May20,2016Subject:AbouttheInquiryPurpose:IhavedealtwiththeinquirythatyoupassedtomeonFriday.Summary:ThisinquirywasfromMRLEECaterersofCentral,whowantedtoknowwhetherwecouldofferhimaspecialwholesalediscountonfoodandwineforhisbusiness.Discussion:ItoldMr.LEEthatStop&Shopwasaretail,ratherthanawholesalesupermarketchain.However,Ialsotoldhimthatwecouldofferhiscompanythesamediscountfacilityofferedtoallourcustomers5%discountonordersover$1,000.Action:However,Imadeitclearthatpaymenthadtobemadenolaterthan20daysafterreceiptofinvoice,andthatpaymentafterthattimewassubjecttointerestandalldiscountsbecamevoid.3.3Tripreportmemo（行程型备忘录）Atripmemoisusuallysenttoasupervisorafteranemployeereturnsfromabusinessventure.Ithasthesamefourpartsasresponsememo:purposestatement,summary,discussionandaction.

Sample5

MEMORANDUMTo:DesignTeam#362From:W.B.WorkingDate:May27,2015