memo

外语教学与研究出版社2020/6/141Memo外语教学与研究出版社2Whatisamemo?Theterm“memo”(shortformemorandum)isusedtodescribethestandardformatofinternalcommunication.Itusuallyomitstheletterhead,salutationcomplimentarycloseandsignatureblock.外语教学与研究出版社3Memorandum(备忘录)ALatinwordwhichmeans“thingtoberemembered.”Hereitreferstoawrittenrecordorcommunication,asinabusinessoffice.外语教学与研究出版社4FunctionsofamemoAmemomaycommunicateinformation,announcepolicies,instructemployees,makerequest,orofferadvice.(Memosarerarelysenttootherorganizations.)外语教学与研究出版社5FeaturesUseconversationaltone.Youmayuseordinarywords,first-personpronouns,butitdoesn’tnecessarilymeanthatyoucanbecasualwithyourwriting.Bebrief.Havesingletopic.外语教学与研究出版社6Tonesofmemos?Amemowrittentoacloseacquaintancewithinacompanycanbeveryinformal,withfirstnames,contractions(缩写),andothersignsofinformality.Amemowrittentosomeonelessfamiliar,particularlytosomeoneinahigherpositioninthecompany,canbeasformalasanyformalbusinessletters.外语教学与研究出版社7ThememoFormat“Memorandum”Heading(书端)Body(正文)外语教学与研究出版社8Heading(page1)Tosavetimeandeffort—inwriting,typing,andreading—mostmemosarewrittenonpreprintedforms.Theseformsvaryfromcompanytocompany,butmostincludespacesforthereceiver’sname,thesender’sname,thedate,andthesubject.Thepreprintedwords“to,from,date,andsubject”indicatetheretheappropriateinformationistobefilledin.外语教学与研究出版社9Heading(page2)To—identifythereceiverofthememo;From—identifythesenderofthememo;Date—servesasarecordofwheninformationisforwarded,requestsaremade,etc.;Subject—indicatethetopicofthememo.外语教学与研究出版社10SampleheadingTo:AllStaffFrom:AllenSmith,AdministrativeOfficerDate:September28,2013Subject:OperatingInstructionsforNewCopyingMachines外语教学与研究出版社11BodyThebodyofthememocarriesaclearlystructuredmessage,whichisoftenwritteninshortnumberedparagraphs.Thebody,includingthesubjectsentence,shouldbeblockedtotheleftmargin.ThebodyshouldbewritteninplainEnglishtopresentreaderswithanobjectiveandfactualdescriptionofthetopic.外语教学与研究出版社12SampleBodySamplebodyofamemo.外语教学与研究出版社AgoodmemoformatMemorandumTo---(statedattheleftmargin)From---(statedattheleftmargin)Date---(statedattheleftmargin)SubjectBody13外语教学与研究出版社14Isthisagoodmemo?Readthememohere.外语教学与研究出版社15Workinpairs:Findthetroubleswiththismemo.外语教学与研究出版社16Troubleswiththismemo:1.Incompleteheading.2.unclearobjective.3.Imprecisesubmissiondeadline.4.ItisnotclearwhatinformationKLJwantsexactly.5.Ideasarearrangedillogically.外语教学与研究出版社17Workinpairs:1.Decidehowitcanbeimproved.2.Redraftittogetherinyourownwords.3.Compareyourversionwithyourpartner.外语教学与研究出版社18Improvedversion:Subject:LaptopComputersTheboardurgentlyrequiresfeedbackonourexperiencewithlaptopsinNorthernBranch.Ineedtoknow,formyreport:1.Whatyoupersonallyuseyourlaptopforandyourreasonsfordoingthis.Ifyouaredoingworkthatwasformerlydonebyotherstaff,pleasejustifyit.2.Whatsoftwareyouuse.Pleasegivethedetails.3.Howmanyhoursperdayyouactuallyspendusingit.外语教学与研究出版社19Improvedversion(Continued)4.Howyourlaptophasnotcomeuptoyourexpectations.5.Whatunanticipatedusesyouhavefoundforyourlaptopthatothersmaywanttoshare.Pleasefaxthisinformationdirectlytomeby5pmonWednesday7December.Ifyouhaveanyqueries,pleasecontactmyassistant,JaneSimmons,whowillbevisitingyouonTuesday,6December.Thankyouforyourhelp.外语教学与研究出版社20UsethenoteanddiarypagebelowtowriteamemotoallstaffinHRMDept.(30-40words)AlexCouldyouorganizeameetingonTue.withalltheHRMDepartmenttodiscussournewtrainingcoursesandsendamemotoinformthemaboutit.Lookatmydeskdiaryforthebesttime.We’llholdthemeetingintheboardroomandit’lltakeabout1hour.Thanks.PaulTuesday8June09.00MeetingwithPoloRose9.30-10.3010.00_______________11.00_______________12.00LunchwithStuart12-1.3013.00________________外语教学与研究出版社21SampleTo:AllstaffinHRMDept.From:AlexDate:7JuneSubject:AmeetingonnewtrainingcoursesTherewillbeameetingonTuesday8Juneat10.45intheboardroomtodiscussthenewtrainingcourses.Allstaffis/aresupposedtoattend.Themeetingisscheduledtolastabout1hour.外语教学与研究出版社22Someimportanttechniquesforwritingeffectivememos:Planyourmessagebeforeyoubegintowrite.Consistentlyuseasimpleandconvenientheadingthatincludesinformationlike“To”,“From”,“Date”,and“Subject”.Chooseabriefbutappropriatesubjectline.Subjectlineshouldidentifythetopicandnotgiveallthedetails.外语教学与研究出版社23Someimportanttechniquesforwritingeffectivememos(Cont.):Presentthekeyideafirst.Theideapresentedthebeginningwillusuallyreceivethemostemphasis.Ifyourmessageislengthy,trytodivideitintologicalsections.Ifyouhaveseveralitems,trytonumberthem.Strivetomakememosclear,complete,concise,consistent,correctandcourteous.外语教学与研究出版社QuestionforComprehension1.Whatisstatedintheheadingofthememo?2.Sumuptherequirementsformemos.24外语教学与研究出版社WritingPracticeSupposeyouareasecretaryofaVideoCassetteCompany.Yourbosshasjustmadeapolicyofallowingemployeesa15%discountonanyCDorVCDtheypurchaseandtheyareprovidedwithadiscountcard.Youareaskedtowriteamemotoannouncethedecisionandaskthemtopickuptheircardsinyouroffice.25