商务英语写作 MEMO

LOGOMEMORANDUMObjectivesWhatisabusinessmemo?Howtowriteabusinessmemo?Whatisthelanguagefeaturesofbusinessmemos?DefinitionMemorandum,memoforshort,isawrittenmessagesentbyonepersontoanotheroragroupofpeoplewithinthesameorganization.Thisinternalcommunicationcanbefromsuperiortosubordinatedownthechainofcommand,e.g.fromManagingDirectortoAccountingManager,ortheotherwayround;itcanalsogobetweenequals,forexample,fromonsectionchieftoanother.FormatTo:recipients’namesandjobtitlesItisusuallynotnecessarytouseMr.,Mrs.,MissorMsunlessthememoisveryformal.From:yournameandjobtitleFormatDATE:currentdateSUBJECT:ThesubjectlineshouldbespecificenoughtoconveythemainpurposeofthememoE.g.“MandatoryEmployeeBenefitsMeeting”ratherthan“Meeting”FormatBody:Openingsegment:直接写出重点，并用一两句子把主要信息写出来。Differentmemoformatshavebeencausingconfusionbetweenofficesandpartners.StartingonMonday,December13th,allmemosshouldbewrittenusingthefollowingstandardformat.Allfrontlinestaffarerequiredtoparticipateintheupcomingcustomerservicetrainingprogram.WearehappytoannouncetheadditionofSabrinaPenangasofficemanager.Discussionsegment:factsandfigures,separatedintoparagraphs,eachdealingwithaparticulartheme;pointsarelogicallypresented.描述背景情况、任务、问题：就重点进行更多的说明。根据备忘录的目的：可以解释为什么有这些变化（背景情况），或者知道同事如何行动（任务），或详细说明本备忘录要提出的问题（问题）。Closingsegment:anactionstatement,requiringactionfromrecipient,orinformingactiontotake.GuidelinesAlllinesofthememobeginattheleftmargin.Thetextbeginstwospacesafterthesubjectline.Memosdonotbeginwithasalutation.Noclosingremarksuchas‘Sincerely’or‘Bestregards’isnecessary.Ifthememoislongerthanapage,repeatthe“To”line,thedate,andthesubjectlineonandaddapagenumbertosubsequentpages.LanguagefeaturesAsmemosaremeantforinternalcommunication,thelanguagecanbemademorerelaxedthaninbusinessletters.However,thatisnoexcuseforthesentencestobechattyorimpolite.Asfarasformalityisconcerned,amemoissomethingbetweenabusinessletterandanote.Inthewayofthetoneofmemos,amajorconsiderationshouldbeoverthestatusofthesenderandtherecipientintheorganization.ExamplesWeshouldtakedeterminedefforttorespondpositivelytotheneedforproducingapracticalandvisibleplanthatcanbringaboutabsenteereductionandefficiencypromotion.Afirmactionshouldbetaken,sowecancutdownabsenteeandbemoreefficient.Therewillbenoneedforyoutoprepareanyspecialequipmentforme.Idon’tneedanyspecialequipment.Iammorethanwillingtoacceptyourkindinvitationtome.Iamgladtoacceptyourinvitation.GuidelinesBeingdirectAvoidover-politenessBeingdirectThecommonbeginningexpressions,ifany,shouldbe:Pleasebeinformedthat…Pleasenotethat…Ithascometomyattentionthat…Ithasbeenbroughttomynoticethat…Orsimplyadd“please”or“Iwouldlikeyouto”beforegivinginstructions.Avoidover-politenessSomepoliteexpressionscommonlyusedinbusinessletterswillfindnoplaceinmemos.IwouldappreciateitverymuchifyoucouldhavetheformsfilledinandreturnedtotheAdministrationOfficeby12June2010.PleasebesuretohavetheformsfilledinandreturnedtotheAdministrationOfficeby12June2010.Thankyouforremindingmeofthemeeting,andIshouldliketohaveanoverheadprojectorforthesession.Ihavebeeninformedofthemeetingandwouldaskforanoverheadprojectorforthesession.WritingprocessClarifythepurposeLayoutthememoIdentifyrelevantinformationGroupandordertherelevantinformationWriteoutthememoProofreadthememoFormatMemorandum——titleHeadingTo——receiverFrom——senderDate——Subject——TopicBody——msg.OpeningsegmentDiscussingsegmentClosingsegmentSampleanalysisExampleMemorandumFrom:TheManagingDirectorTo:DivisionalPersonnelManagersSubject:Coffee-MakingFacilitiesTherehavebeenanumberofcommentsabouttheamountofcoffeeconsumedinourcompany.IdonotwanttosoundasthoughIamagainstcoffee-drinking;indeedourpersonnelconsultantshaveemphasizedhowimportantcoffeecanbeifyouwantanefficientandmotivatedofficestaff.Buttime-savingmachinesformakingteaandcoffeedoexist.Wecanexpectalittleoppositiontotheideaifwearenotcareful.Youcanneverbesurehowtheofficestaffwillreact.Theymighttakeitbadly.Inanycase,we’rethinkingofputtinginteaandcoffeemachines.Pleasesendmeareport.FormatMemorandum——titleTo:MsIrisAnderson,TrustOfficerFrom:SamJones,PayrollAccountingDate:23October2009Subject:RequestforUpdateonStockOptionParticipationWeneedanupdateonthoseemployeesinyourdepartmentwhoareparticipatinginthecompanystockoptionplan.Pleaselistthenamesofthosewhoarecurrentlyparticipatingandtheiryearsofservice.Alsolistanyonewhowillbeeligibleforparticipationnextyear.Besuretoturninthisinformationtomeby28October.HeadingBodyOpeningSegmentDiscussingSegmentClosingsegmentReferenceanswerMEMORANDUMFrom:TheManagingDirectorTo:ThePersonnelManagerDivisionADate:27thMay2000Subject:INSTIALLATIONOFCOFFEEMACHINESTheBoardisthinkingofinstallingautomaticcoffeemachinesintheofficesofeachdivision.Beforewedothisweneedtoknow:1.howmuchuseourstaffwillmakeofthem2.howmanywewouldneedCanyouprovideuswithyourviewon:1.howthestaffwillreacttheidea2.whethertimenowusedformakingcoffeewouldbesaved3.ifweshouldinstallthemachinesornotIfpossible,IwouldliketoreceiveyourreportbeforethenextBoardMeetingon1stJune.Exercise1W