商务英语写作教程（第三版）课件：Memos

商务英语写作教程（第三版） Memosmemo

Amemorandum(ormemo)isadocumenttypicallyusedforcommunicationwithinacompany.Usuallyyouwritememostoinformreadersofspecificinformation.Youmightalsowriteamemotopersuadeotherstotakeaction,givefeedbackonanissue,orreacttoasituation.Whenyouwriteamemo,youwillfollowageneralformat.Memoshavetwosections:theheadingandthebody.Tosimplifythecommunicationprocess,manyfirmsandorganizationsusememopadswithpredesignedformats.SubjectlineThesubjectlineisthemostimportantelementoftheheadings.Itsummarizesthemainideaofthemessage.Inlettersthesubjectlineisoptional,butinmemos,itisrequired.Thesubjectlinemustbebriefandclear.Itistohelpthereceiverfocusonthebasicpurposeofthememoasquicklyaspossible.Comparethefollowingpairsofsubjectheadings:Descriptive

InformativeStaffTraining ProposalforstaffTrainingBoardMeetingBoardMeetingtoDiscussDividendIncreaseMemomessagesOpening–Adirectopeningispreferred,whichcancatchreaders’eyes.Body–Youmayusenumbers,bullets,headings,ortablestomanagetheinformationforthereader.Closing–Theinformationincludeswhatyouexpectthereaderstodo,whentofinish,orhow.Ifnoactionordecisionisrequired,youmayendthememowithasimpleconcludingthought.“Isincerelyappreciateyourcooperation”,“Whatareyourideasonthisproposal?”Casestudy

memoTo:CaryBranham,InformationProcessingCenterSupervisorFrom:LeilaSchwartz,InventorySupervisorSubject:SupplyofFilmRibbonsDate:August16,1992Yes,wehave50Number877correctablefilmribbonsinstocktofityourOmyden2000memorytypewriters.Weexpecttohave14ribbonstoreturntoOmydeninexchangeforribbonstofityournewmodels.WewillthenbeabletostockthecorrectribbonsbySeptember15tofityournewwordprocessors.Wearepleasedtobeabletohelpyoumakethischange,Cary.CasestudymemoTo:JacksonPallock,InternalAuditorFrom:MabellineYuric,SalesSupervisorofCosmeticsSubject:ResponsetoRequestforNew-LifeCosmeticsSalesRecordsDate:18February,1995Ihavereviewedyourrequesttoseelastquarter'sNew-LifeCosmeticssalesrecordsbyMarch12withMarySmith,theassistanttothevicepresidentofsales,JackPeterson.CasestudyMaryandIcheckedSection6ofourpolicymanualandconfirmedthatJackmustgivepermissiontoreleaseanyclassifiedrecordseitherinternallyorexternally.Allcosmeticssalesrecordsareclassified.JackisvacationinginTibetandcannotbereacheduntilhereturnstoworkonMarch17.MarysaidthattheserecordsarecompleteandcanbesenttoyouonMarch17,ifJackapproves.ShouldyouneedanyunclassifiedcosmeticsrecordstohelpyoucompleteyourauditbyMarch30,Icansendthemtoyounow.Recordssuchasthoseofstaffhoursspentonsellingcosmeticsareunclassified.CallmeatExtension7165totellmewhatelseyouneed,ifanything.SupplementarysamplememosMemoTo:JimmySmithFrom:(yourname)Subject:TasksduringmyabsenceDate:(today’sdate)

DuetomembersofstaffbeingoffsickIhavebeenrequestedtospendthenexttwodaysatanotherbranchofthecompany.Thereare,however,anumberofdutieswhichIrequireyoutoundertake.

Theyareasfollows:TelephoneMr.BrownofTheDogandParrotandMrsSmithofJohnBarryFurnituretotellthemthattheirorderswillarrivethreedayslaterthanpromisedbecauseofamachinerybreakdown.Pleaseapologiseforthedelay.InterviewMr.JKingat2pmwhohasacomplaintaboutabedroomsuitehehasbought.Takedeliveryofakitchenunitwhichisarrivingat4pmTelephonethelocalgarageandcancelmyappointmenttodiscusstherefurbishmentoftheircarshowroom.

Alltelephonenumbersareonapadonmydesk.MemoTo:HeadOfficeUnionRepresentativeFrom:TomPage,PersonnelManagerSubject:UrgentmeetingDate:(today’sdate)AnimportantmeetingwilltakeplaceintheConferenceRoomattwelvenoontomorrowandeveryHeadOfficeUnionRepresentativeisexpectedtoattend.Pleaseacknowledgereceiptofthismemobyphoningmysecretaryonextension251today.Lunchwillbeprovidedduringthemeetingandanypersonwhohasaspecialdietshouldcontactmeimmediately.MemoTo:WillieWilsonFrom:RegBurtonSubject:MeetingwithGlasgowdelegationDate:(Today’sdate)

IhavehadtogototheColchesterBranchtosortoutanemergency.PleasenotethattheGlasgowdelegationarecomingheretomorrowanditisnecessarythatyouseethem.

Pleaseapologizeformyabsenceandasktohearabouttheproblemstheyarehavingwithmanagement.Listentotheirpointofview.Ifpossibleyo