【商务英语写作】10th-memo

MemosMemoDefinitionHistoricalcontextComponentFeatures(characteristics)TypesWhatisamemo?Whatdoesitshortfor?Whymemowritingisasimpleandefficientwayofwrittencommunication?Whatarememosusedfor?Memo

Shortformemorandum,Asimpleandefficientmessagethatisusedtoremindofordrawsomeone’sattentiontocertainmatters.Commonformsofwrittencommunicationwithinacompany.ComponentsofMemosMemoheadingsMemomessagesTo:From:Date:Subject:Date:To:From:Through:Subject:Whatistheimportanceofsubjectlineinamemo?WhatisThroughlineusedfor?

MEMOTo:PeterFeng,MarketingManagerFrom:BertramYoung,GeneralManagerDate:December19,2003Subject:SalesPromotion**********************************************************(opening)Howdowestartanopening?**************************************************************************************************************(body)Whatdoesabodyinamemosupply?********************************(closing)Howdoweendamemo?MEMODATE:October11,2007TO:GaryGao,ActingPersonalManagerFROM:StaffSUBJECT:Weneedtoaddfourpeopletooursupportstaffforseveralreasons.Lastweekalonefoursecretariescomplainedofoverwork.We’vehiredtwonewmanagersandwehavethreenewaccounts.Oneofourtypistsjustlefttohaveababy.Whydon’tyoucalltheagencytoarrangesomeinterviews?MEMO

To:AllFacultymembersFrom:Dean’sOfficeDate:April1,2002Subject:Wehaveanothernewrule,called“Signyournamewhenyoumakephotocopies.”Thereisanoticetothiseffectonthedesknexttothecopymachines.Why?Becausewehaveusedtoomuchpaperandthemachinehasbrokendownseveraltimesinthepastmonths.We’vefoundsomeinstructorsmakingcopiesfortheirstudents.Wehavearuleaboutmakingphotocopiesforstudents:Instructorsgiveclassonecopyandstudentsshouldmakecopiesthemselves.CompositionofMemoMessagesOpening/introductionBody/detailsClosing/responseHowdowestartanopening?Whatdoesabodyinamemosupply?Howdoweendamemo?MEMO

TO:AllEmployeesFROM:ParkJohnson,ClerkMedicalRecordsDepartmentDATE:October16SUBJECT:MaryOwenMaryOwenfromtheMedicalRecordsDepartmentisretiringnextmonth,aftermorethanthirtyyearsoffaithfulservicetoChristinaHospital.Apartyisbeingplannedinherhonor.Itwillbeatseveno’clockonFridayOctober30atMargaretRestaurant.Ticketsare$30perperson,whichincludesabuffetdinnerandadonationtowardsagift.Ifyouplantoattendpleaseletmeknowbytheendofthisweek.PleasetrytocheckmebyOctober25.SUBJECT:BudgetComputerizationAswehavepreviouslydiscussed,MonarchComputerServicehasprovidedaverbalbidforplacingthebudgetandallocationandexpenditureactivitiesrelatedtothebudgetonthecomputersystem.Theirestimateis$5000forthesoftwarepackagewithrelatedspecialreports.Thisexpenseishighbecauseoftheuniquefeaturesthatseeminherentinoursystem.ThegeneralledgerprogramthatMonarchComputerSystemscurrentlyhaswouldnotbeadaptabletooursystem,thusdrivingupthecostofthissoftwarepackage.Ifyoufeelthisisareasonablepriceforthetasksyouwishtoaccomplish,pleasecontactBarbara(extension404)sothatplanningmeetingscanbearrangedwiththerepresentativesofthecomputercompany.Onthebasisoftheactivitiesyoudiscussedandbecauseoftheuniquenessofourbookkeepingsystem,Ithinkthisisareasonableprice.Purpose:toaskthereaderwhetherthebudgetshouldbecomputerized.To:GeorgeChan,ChiefManagerFrom:MaryLeeofComputerCenterSubject:WhethertocomputerizethebudgetShouldthebudgetbecomputerized?MonarchComputerServicehasverballybid$5000toprovidethisservice.ThishighexpensestemsfromtheuniquefeaturesofoursystemwhichisnotadaptabletoManarch’sgeneralledgersystem,sothepriceseemsfair.IFyouwanttogoahead,pleasesetupplanningmeetingsthroughBarbara(extension404)WemightnotbeTo:GeorgeChan,ChiefManagerFrom:MaryLeeofComputerCenterDate:May2,2008Subject:ShouldweComputerizeOurBudgetSystem?MonarchComputerServicehasverballybid$5000toprovidethisservice.Sinceitwillhavetocustomdesignasystemforus(itsgeneralsystemdoesn’tadapttoouruniquefeatures),thispriceseemsfair.Ifyouwanttogoahead,pleasesetupplanningmeetingsthroughBarbara(extension404).

We’vehadseveralcomplaintsfromcustomerssayingthatsomeofthemreceivedthebookstheyorderedwiththewronginvoices,andsomeweresentthecorrectinvoiceswiththewrongbooks.Thishasneverhappenedbefore.TheManagingDirector,MrAugustusFoley,isveryconcernedaboutthis.Willyoupleasedraftamemo,underhisname,acopyofwhichcanbesenttoallworkersintheDispatchDepartment,expressinghisconcernandaskingthemtogivetheirfullattentiontotheirworkandtodouble-checkthatthecorrectinvoicesaresentwithorders?IknowtheyhavehadseveralnewworkersstartingthereduringthelastsixmonthsbutthattheymusttakethemtotheDispatchDepartmentManager,oldHarryHawke.Ohyes,writeitinafriendly,helpfultoneandnotathreateningone.YouworkforFoleyPress,ForestRoad,Wovlerhampton,WO724XU,publishersofschoolandcollegetextbooks.YourOfficeManager,MaryMcMahon,leavesthefollowingmessageforyou.Jonh

LathenisGeneralManageratWestGardenSuppliesofCrescentRoad.Ipwich,Suffolk,IM5,2YY.JohnLathensaystoyoutoday:“I’dlikeyoutowriteamemoformetoourvanandlorrydrivers,please.TheymustreporttoLeslieParker,theTransportManager,assoonaspossible.Lesliewantstotellthemaboutsomenewone-waystreetsandno-parkingzoneswhichhavejustbeenmadeinIpswich.Therehavealsobeenafewchangesofgarageswherewegetourpetrolforourtransportatcheaprates,whichtheyshouldknowabout.Thatremindsme–ImustseeLeslieaboutoldTomJoneswhowasstoppedbythepoliceforspeedingyesterday.RemindthemthattheyshouldseeLeslieabouthavingtheirvehiclesservicednextmonth.Ohyes,onnoaccountshouldtheyexceedspeedlimitswherevertheydriveonbusiness.Iftheyareconvictedforspeeding,theypaythefinethemselves.”Avoidover-politenessAvoidunnecessaryexpressionsLanguageandtonesWhichtonewillbeappropriate,formalorinformal?

MEMOTO:AllDepartmentFacultiesFROM:JimThomas,SecretarySUBJECT:NewYearPartyDATE:December23It’sthelineofNewYearagain.Haven’tyouheardthebellringingtocelebratethearrivalofanotheryear?Youguyshaveanysuggestionswhatweshoulddotocelebratethecomingyear?ShallwehaveadancingpartyatSmithHallthisweekend?Howaboutacostumeballatouroffice?Anywayyouwantit,justletmeknow.Justthinkagreatfunwaitingforyouall.

MEMOTo:JimBrochman,DirectorofHumanResourcesFrom:ParkJohnsonDATE:November20,2002SUBJECT:Contract2002-2003IamsendingthismemotoletyouknowthatIdisagreewiththesalaryfigurequotedinthiscontractfor2002-2003andhavesignedandturnedinthecontractwithprotest.ThereasonfordisagreementandprotesthavebeenprovidedinmyearliermemostoyouandtoDr.Brown,ActingChairofourdepartment.Iamstillwaitingforamoreequitableandsatisfactorysolutiontothesalaryproblem.YouaretheChiefAccountantforanImport-ExportAgency.Youhaveseenanadvertisementforashorttrainingcourseaboutanewfinancialmanagementprogram.Writeamemoof30-40wordstoyourbosstoinclude:ArequesttogoonthecourseSomedetailsaboutthecourse(e.g.date,cost)Whyyouthinkthecoursewillbeuseful.To:TheManagingDirectorFrom:ChiefAccountantSubject:SmartFinanceTrainingcourseIshouldliketoattendthiscourseaboutanewfinancialmanagementprogram.Thecourseison23SeptemberandcostsUS$500.Ithinkthatattendingthiscoursewillhelpmetodomyjobbetterinfuture.YouaretheManagerofaMotorInsuranceoffice.Youareconcernedaboutthesizeofrecenttelephonebills.Yoususpectthatstafftalktoomuchonthephone,andthatsomeareusingthephonesforpersonaluse.Writeamemoof30-40wordstoallmembersofstaffabouttheproblem,including:coststhelengthofphonecallspersonaluseofofficephonesTo:AllstuffFrom:ManagerSubject:UseoftelephoneRecenttelephonebillshavebeenveryhigh.Imustaskallofyounottomakelongphonecalls/tokeepyourcallsasshortaspossible.Pleasenotethatofficetelephonesarenottobeusedtomakepersonalcalls.Thankyouforyourcooperation.MaryWong,acustomerofyourcompany,hadasuddenheartattackyesterday.TailorSmith,anemployeeinyourcompanysentherquicklytohospital.Thedoctorssaidthatshehadbeenafewminuteslater,shewouldhavebeendied.Writeathank-younotememotoTaliorSmithonbehalfofthecompany.Appreciatehisdeed.Informhimthatthepatientisrecovering.Tellhimwhatthedoctorsaid.Writein40-50words.Date:12thJanuary,2001To:TailorSmithFrom:LarryBoardwinSubject:ThankyouYouarehighlycommendedforthewayyouhandledtheemergencythatoccurredyesterday.Thedoctorssaidthatifyouhadn’tactedquickly,thecustomer’sattackmighthavebeenfatal.Thankstoyourfastreaction,sheisalreadyoutofintensivecareandontheroadtorecovery.FivetypicaltypesInstructionmemoRequestmemoAnnouncementmemoTransmittalmemoAuthorizationmemoInstructionmemo

MEMOTO:AllStaffFROM:SamuelJohnson,secretaryDATE:16July2002SUBJECT:CorrectProcedureInformedPleasefollowthisprocedureforsigninginandout.Signinonyourarrivalatwork.Signoutforlunchandsigninonresumingwork.Signoutonleavingatday’send.Putyoursignatureatthebeginningofeachtimeperiod.Byfollowingthisprocedure,youwillavoidpaycheckproblemswhenyou’reabsent.RequestMemoMEMOTo:DivisionManagersFROM:VanFeng,GeneralManagerDATE:10April2003SUBJECT:WorkSchedulesWorkschedulesforJulytoDecemberarenowbeingprepared.Tohelpusplantheseinamannerthatsuitsallsections,pleaseletmehaveholidayschedulesfortheemployeesinyoursectionby21May2003.AnnouncementMemoMEMOTo:AllStaffFrom:SoniaBrown,PersonnelManagerDate:10May2003Subject:StaffDiscountsEmployeesareentitledtoa12%discountonbooksatanyofourbranches.Toobtainadiscount,simplypresentyourdiscountcardsothatyourstaffnumberiskeyedinwhicheachpurchase.Youmaycollectyouremployeediscountcardatmyoffice.TransmittalmemoMEMOTO:TedBrown,HeadoftheMarketingDepartmentFROM:ScottYoung,AssistantProfessorDATE:September62003SUBJECT:SurveyonInvestmentHereisthereportoncustomerdemographicsinABCareafortheMarketingDepartment.Weconcentratedonthe20to50agebracketasrequested.Ourstudyrevealedagrowingnumberofcustomersinthisgroup.Anditshouldrespondwelltoyourinvestmentandsavinginstruments,mortgagefinancing,andconsumerloanprograms.Accordingtoourfindings,yourinstitutionismovingintotheconsumerfinancialmarketattherighttime.WeowetheresulttoABCInc.whodidusgreathelp.AnditIsapleasuretoassistyouourfuturecooperation.Ifyouhaveanyquestionsregardingourfindings,pleasecallmeattheofficeormyhome.AuthorizationMemoMemoTo:TedMasuleFrom:K.Doherty,ManagerDate:21April2003Subject:PurchaseofAccountingComputingPackages1.Yourfindingsonourexistingcomputingpackagesidentifiedinadequacies.Yourproposalindicatedtwonewpackagessuitedtoourcurrentandprojectedneeds.2.Pleaseorderthesepackagesfromthesuppliernominatedintheproposalandarrangefortheinstallationonourterminalsassoonaspossible.3.PleaseseemesometimeonWednesdaytoarrangeareductioninyourregularresponsibilitiestogiveyoutimetocompletetheproject.ActivetoPassiveWearemarketingthepilot-products.Thepilot-productsarebeingmarketed.B.Weallagreethatthemarketingstrategyshouldbechanged.Itwasagreedthatthemarketingstrategyshouldbechanged.Itwasdecided/proposed/recommended/suggestedthatYouaretheproductionmanagerforacomputerpartsmanufacturer.Lastmonthfourmachineshadexcessivedowntime.Thecompany’sproductionofPart#Z43hasdropped.TwoofyourbestcustomershavecomplainedaboutlateshipmentsofPart#Z43.Onecustomerhascanceledastandingorderandisnowbuyingthepartfromyourprincipalcompetitor.Forthepasttwomonthsthecompany’sproductionofPart#Y01hasalsobeendeclining.Todiscussthesituation,allproductionsupervisorswillmeetina.m.nextMonday.Eachshouldbringtothemeetingup-to-datefiguresoncosts,equipment,personnel,etc.Youmustinformtheproductionsupervisorsaboutthemeeting.WriteamemoPartOneYouhavetochangethedateofamarketingmeetingthatwasscheduledfornextFriday.Writeane-mailtoallmembersofthemarketingteamGivingthenewdateofthemeetingExplainingwhythedateofthemeetinghasbeenchangedProvidingdetailsofanadditionalpointfortheagendaWrite40-50wordsPartTwoThecompanyyouworkfor