11.备忘录和会议记录Memorandums and Minutes.ppt

chapter11memorandumsandminutes,备忘录和会议记录,1.interofficememos,simpleandefficientinterofficememosarefrequentlyusedtoannouncestaffmeetings,employeepromotions,vacationschedules,andsoon;toissueinstructions;totransmitotherdocuments;toprovideinformationintheformofinformalreports;tosummarizeandconfirmtheresultsofdepartmentalmeetingsandthemajorpointsofdiscussionsbetweenstaffs.theformalityofletterhead,insideaddress,salutationcomplimentarycloseandsignatureblockisomitted.memosaremeantforquickandeasyreading,andarealsokeptinfilesforfuturereference.,format格式,titlerecipientto:收件人senderfrom:发件人subjectsubject:事由datedate:日期fileorreferencenumberbodysectionenclosurecopydistributionnotationpostscript,effectivememos,1)useconversationaltoneordinarywords,first-personpronouns,butnotbecausalwithyourwriting2)bebriefonlyconveywhatyouintendtosay,avoidredundancy3)havesingletopicconcentrateonthesubject,theorganizationofamemo,amemomayhaveonlyoneidea,whichcanbewritteninoneortwosimplesentences.inthiscase,thereisnoneedforanintroductionorconclusion.manymemoswillhaveamorecomplicatedmessagewhichneedstobebrokenupintoseveralbodyparagraphs.amemowithcomplicatedideasshouldbeorganizedlikealongletter,withanintroduction,somebodyparagraphs,andaconclusion.,t.s.lightsetsmanufacturingco.,ltd.memorandumto:josephsmith,companydirectorfrom:jackcumber,generalmanagerdate:4may,2006subject:theinterdepartmentalmonthlymeetingref:jc/4/5/06themeetingwillbeheldasscheduledintheusualplace.preparetoanswerquestionsonyourproposal.,schoolofenglishforbusinessmemorandumto:mr.kinswick,coursecoordinatorfrom:barnsbycampbeldate:19november,2007subject:lessonplanfor28novemberlectureiintendtoteachmemowritinginmynextlecture.iplantocoverthefollowingparts:1.insideaddressthisisomittedinamemo.asinternalcommunicationthereasonisobvious.2.greetingitismorepolitetoputmr.,mrs.ormsbeforeandtheofficeafterthenameoftherecipient.youmaysometimesaddressthereadersasagroup.3.subjectthisisaphrasetotellthereaderwhatthememoisabout.sometimesonlythephraseisgivenwithouttheword“subject”beforeit.,4.bodytheseshouldbeshort,lessthan10lines,andeachparagraphconcentratesononlyoneidea.sometimesformemoswiththreeormoreparagraphs,itisadvisabletobegineachwithaheadingincapitalletterstotellwhattheparagraphisabout.anotherpracticeisnumberingtheparagraphsforeasyreferencelateron.5.carboncopythisiswrittenasc.c.forshort.asinaletter,itliststhepersonswhoarealsoreceivingthememo.6.signatureonlytheinitialisneeded.theofficeandnameinprintofthewriterareomitted.inmorecasualmemosthereisnosignatureatall.anythoughtsonmynotes?anythingtoadd?letmeknowatteabreak.c.c.mr.p.l.ducke,trainingofficer,writingsuggestions,1)useactivevoice;2)usesimple,actionverbs;3)usesinglewordstolinkyourideas;4)underlinekeywordstoattractthereadersattention;5)numberyourparagraphsorpoints;6)tabulateinformationinvolvinglistsofnumbers,prices,dates,andsoon.,7)consideryourjoblevelinrelationtothatofthepersontowhomyouarewriting;8)gearthetoneofyourmessagetothesubjectaswellastothepersontowhomyouarewriting;9)sticktothesubjectofyourmemo;10)identifythesubjectinthefirstparagraph;11)indicatewhatyourreaderistodointheclosingparagraph;12)stateyourthoughtsclearly,correctlyandconcisely.,favorablememorandums肯定的备忘录,1.routinerequestsforinformationandfavorableresponses2.routinerequestsforassistanceandfavorableresponses3.givingordersusingdirectapproach,1.routinerequestsforinformationandfavorableresponses,to:leilaschwartz,inventorysupervisorfrom:carybranham,informationprocessingcentersupervisorsubject:inventoryoffilmribbondate:august15,2006dowehavethreedozennumber877correctablefilmribbonsinstocktofitouromyden2000memorytypewriters(stocknumber4455)?wearetradingthesetypewritersforwordprocessorsonseptember15butneedthreedozenribbonsinstocktolastuntilthattime.mabelmoseley,omydenssalesrepresentative,toldmethatshewillacceptreturnofanyunusedribbonstowardthepurchaseofasupplytofitthenewmodels.sincereplacementmachineswillbeselectedthisweek,iwilltellyouthetypeandquantityofribbonstoorderforthembyfriday.weappreciateyourhelpingusmakethischange.leila.,memorandumto:carybranham,infornationprocessingcentersupervisorfrom:leilaschwartz,inventorysupervisorsubject:supplyoffilmribbonsdate:august16,2006yes,wehave50number877correctablefilmribbonsinstocktofityouromyden2000memorytypewriters.weexpecttohave14ribbonstoreturntoomydeninexchangeforribbonstofityournewmodels.wewillthenbeabletostockthecorrectribbonsbyseptember15tofityournewwordprocessors.wearepleasedtobeabletohelpyoumakethischange,cary.,2.routinerequestsforassistanceandfavorableresponses,to:j.stuartlaws,corporatelegalcounselorfrom:amandarloos,personnelassistantsubject:preparationofeeoreportdate:september28,2006willyoupleasehelpmepreparethestaterequirementssectionofourannualequalemploymentopportunityreport?asaresultofchangesinthestatelegalcodethisyear,wemustmeetadditionalrequirements.therefore,ineedyourlegalassistanceinpreparingsection6ofthereport.thiswilltakeonlyabout15minutesofyourtime.icanmeetyouanydaythisweekornext,whateversuitsyoubest.thereportmustbemailedtotheequalemploymentopportunitycommissionwithinthreeweeks.,memorandumto:amandarloos,personnelassistantfrom:j.stuartlaws,corporatelegalcounselorsubject:meetingforeeoreportpreparationdate:september30,2006letsmeetinmyoffice(suite245)thisfridayat10:30a.m.tocompletesection6ofyourannualequalemploymentopportunityreport.youmustnowprovidetwoitemsofinformationthatwerenotrequiredlastyear:1.whatprocedurewasfollowedinadvertisingavailablejobstomembersofminorityraces?2.whatprocedurewasfollowedtoassurethatanapplicantsplaceofresidencywasdisregardedinhiringpractices?pleasebringthisinformationwithyoutothemeetinginadditiontoinformationyounormallyincludeinthissectionofthereport.ilookforwardtomeetingwithyouonfriday.amanda.,3.givingordersusingdirectapproach,to:d.waynehumen,administrativeassistantfrom:michellem.corletto,vicepresidentofsalessubject:arrangementsforsalessupervisorsmeetingdate:may30,2006pleasereserveandpreparebanquetroommforaluncheonmeetingofoursalessupervisorsfor12:30p.m.to2:00p.m.onjune19.youandiwillmeetwithalltensupervisorsatthattime.becausewewillsetsalesquotasandplanstrategyfornextyear,pleasemakethesearrangements:1.arrangetheseatingsothateveryonehasafullviewofeveryoneelse.2.placeanotepadandtwosharpenedpencilsateachstation.3.serveabuffetlunchwithoutdessertoralcoholicbeverages.4.playsoftmusicinthebackground.5.askjakelamontainroom2410nextdoortothebanquetroomtokeepbothdoorstohisofficeclosedwhilethemeetingisinsession.thisshouldguaranteeusaquietworkingenvironment.6.taperecordtheentirebusinesssession.thanksformakingthesearrangements,wayne.iwillreturnformmilwaukeethemorningofjune19andwillbeintheofficeby11a.m.youandicanreviewourplansforconductingthesessionjustbeforeitbegins.,exercises,case1smallandinverness,anaccountingfirm,hasdecidedtobeginadvertisingforbusinessfortheirfirsttime.youwerehiredasthenewadvertisingdirectorandarenowdesigninganadvertisingprogram.youneeda15-minuteappointmentwitheachofthefirms15accountsupervisorstodiscusstheirideasabouthowbesttoadvertisethefirm.writeaformmemorandumtoberoutedtoeachofthesupervisors.,case2,youareoneoftheaccountsupervisorsmentionedincase1.writeamemorandumtothenewadvertisingdirectortellinghimthatyouwillbegladtomeetwithhimtodiscussthenewadvertisingprogram.suggestthatyoumeetnextwednesdaymorningorthursdayafternooninyouroffice.address:manuellopez,advertisingdirector,suite495,munterbuilding.,unfavorablememorandums否定的备忘录,1.refusedrequestsforinformationorassistance2.refusedrequestforchangesinpoliciesorprocedures3.refusedclaimsagainstthecompany,1.refusedrequestsforinformationorassistance,(firstdraft)to:jacksonpallock,internalauditorfrom:mabellineyurich,salessupervisorofcosmeticssubject:responsetorequestfornew-lifecosmeticssalesrecordsdate:18february,2007inreferencetoyourrequestforlastquarterssalesrecordsforourlineofnew-lifecosmetics,iamunabletogivethemtoyoubymarch12asyourequested.accordingtosection6ofourpolicymanual(copyattached),“onlythevicepresidentforsalesmayreleaseclassifiedsalesrecordinternallyorexternally.”cosmeticssalesrecordsareclassified.thevicepresidentforsales,jackpeterson,isvacationingandcannotbereacheduntilhereturnstoworkmarch17.jacksassistant,ms.marysmith,toldmethattherecordsthatyouaredesirousofcanbesentimmediatelyintotoifjackapprovestheirreleasewhenhereturnsnextthursday.sheaskedmetotellyouthatunfortunatelywemustholdyourrequestinabeyanceuntilhereturns.iamsorrythishappened,peterson.ifyouneedinformationonman-hoursspentonsales,icanfillthebillnow.otherwise,wewillmeetyourrequestinduetimeifitisapproved.youllstillhavetimetocompleteryourauditbymarch30,though.,reviseddraft,to:jacksonpallock,internalauditorfrom:mabellineyurich,salessupervisorofcosmeticssubject:responsetorequestfornew-lifecosmeticssalesrecordsdate:18february,2007ihavereviewedyourrequesttoseelastquartersnew-lifecosmeticssalesrecordsbymarch12withmarysmith,theassistanttothevicepresidentofsales,jackpeterson.maryandicheckedsection6ofourpolicymanualandconfirmedthatjackmustgivepermissiontoreleaseanyclassifiedrecordseitherinternallyorexternally.allcosmeticssalesrecordsareclassified.jackisvacationingintibetandcannotbereacheduntilhereturnstoworkonmarch17.marysaidthattheserecordsarecompleteandcanbesenttoyouonmarch17,ifjackapproves.shouldyouneedanyunclassifiedcosmeticsrecordstohelpyoucompleteyourauditbymarch30,icansendthemtoyounow.recordssuchasthoseofstaffhoursspentonsellingcosmeticsareunclassified.callmeatextension7165totellmewhatelseyouneed,ifanything.,2.refusedrequestforchangesinpoliciesorprocedures,(firstdraft)to:donnacrenshaw,accountexecutivefrom:ernestsmithson,accountsupervisorsubject:responsetorequestforachangeinthevacationscheduledate:23february,2007yourtriptoparissoundsexciting.manypeoplearetakingsuchtrips.youwanttoswitchyourvacationtojune16to30frommay1to15soyoucantakethetrip.butfivepeoplealreadychosethatdate.onlyfivepeoplemayvacationatonetime.icheckedwitheveryoneinthedepartment.nobodyiswillingtochange.ialreadycheckedwithmr.jonestoseeifwecanletyougoanyway.hesaidno.youmayswitchtoanothertwo-weekperiod.yourparentsmightchangetheirplans.however,keepyourchoicebetweenmay16andaugust30.also,donotchooseaugust1to15.imustknowaboutanychangebymarch1,thedeadlineforsettingvacationdates.,reviseddraft,to:donnacrenshaw,accountexecutivefrom:ernestsmithson,accountsupervisorsubject:responsetorequestforachangeinthevacationscheduledate:23february,2007yourchoicetovacationinparisthissummerwithyourparentsdoessoundexciting.theywerethoughtfultoinviteyoutojointhem.aswediscussedwhenyouchoseyourvacationdates,onlyfivepeopleinthedepartmentmayvacationduringanytwo-weekperiod.whenireceivedyourrequesttochangeyourvacationfrommay1to15tojune16to30,icheckedtoseehowmanypeoplearescheduledforvacationsthen.therostershowedthatfivepeoplerequestedjune16to30.next,iaskedeachofthesefivepeopleifanyofthemwillmakeachange.havingplannedtheirvacationscompletely,allofthemdeclined.then,iaskedmr.jonesifwemightmakeanexceptionandletyougoanyway.hedeclined,sayingthatwemustmeetthetwothirdsstaffingrequirementallsummertoserveourcustomersadequately.youmayrescheduleyourvacationforanothertwo-weekperiodifthatwillhelp.perhapsyourparentscanrescheduletheirvacationsothisplancanwork.anyothertwo-weekperiodbetweenmay16andaugust30isacceptableexceptaugust1to15,whenfivepeoplearescheduledalready.ifyoudowishtomakeachange,pleasetellmebeforemarch1,thedeadlineforsettingvacationdates.,3.refusedclaimsagainstthecompany,(firstdraft)to:markjohnson,salespersonfrom:mariacillias,controllersubject:reimbursementfortravelexpensesdate:23december,2006asperyourrequest,weareprocessingyourrequestforreimbursementoftravelexpensesforyourdecember2to5triptodenver.yourattentioniscalledtotwoitemsforwhichyouareseekingreimbursement:tollsandtaxicabfares.youlistedtollstotaling$10.50andtaxicabfarestotaling$27.50ontherequestformbutneglectedtoenclosereceiptsfortheseexpenses.companyrulesrequirethatreceiptsbeattachedtotheformforallexpensesforwhichyouseekreimbursementexceptmealsandtips.tofacilitatereimbursementofyourtravelexpenses,willyoukindlyadviseuswhetheryoucanfurnishthesereceipts.whenyoucomplywiththisconstraint,wewillreimburseyouwithoutfurtherdelay.,reviseddraft,to:markjohnson,salespersonfrom:mariacillias,controllersubject:reimbursementfortravelexpensesdate:23december,2006yourrequestforreimbursementoftravelexpensesforyourdecember2to5triptodenverisnowbeingprocessed.inreviewingtheformyousubmittedforreimbursement,wenotedthatyoulistedtollsandtaxicabfaresforwhichnoreceiptswereattached.companyproceduresrequirethatreceiptsbesubmittedforallrefundedexpensesexceptmealsandtips.willyoupleasesendusthereceiptsfor$10.50intollsand$27.50intaxicabfares.then,wecansendyouacheckfor$56.35,thefullamountofyourrequest.wewillissueyourreimbursementcheckwithintwodaysafterreceivingthereceipts.,exercises,case1youareproductionmanagerinanofficefurniturefactory.yesterday,youreceivedamemorandumfromthemarketingmanageraskingthatyoumanufacture475scepterdeskchairsfornextmonthspromotionalsale.yourstockofthespecialaluminumalloyneededtomakethechairsisdepleted,anewsupplywillarriveinthreemonths.writeamemorandumexplainingthesituation.offertomakethechairsfromsteelalloystockthatyoudohaveininventory.address:j.terencelandry,marketingmanager,suite45a,mainbuilding.,case2,youaresupervisoroftheword-processingcentreofacompany.yourmanagingdirectorhasgivenyourcenteraheavyworkingload-typingalargenumberoflettersannouncingthelaunchofanewproductdevelopedbyyourcompany.thelettersaretobemaileddirectlytoyourprospectivecustomersaspartofyourpromotionalcampaign.however,youfinditdifficulttomeetthedeadline(june30,2007)because5employeesinyourcenterhavelefttoworkforanothercompany.also,twominicomputersinyourcentrehavebrokendown.writetothemanagingdirectorreportingthissituationandmakesuggestionsastohowtogetoutofthedifficulty.address:mcdonaldlee,managingdirector,room1001,mainbuilding.,2.minutes,withinmostorganizations,meetingsamongmembersofdepartmentscommitteesarearegularoccurrence.somemeetingsareheldatfixedintervals(suchasweeklyormonthly)andothersarecalledforspecialreasons.minutesaresummarizedorcondensedwrittenrecordofeverythingthattranspiresatameeting.theyarepreparedforthecompanyfiles,forthereferenceofthoseinattendance,andfortheinformationofabsentees.minutesmayrecordreviewofthepastactivities,newdecisionsandpolicies,andprovidethedecision-makingprocess.,minutesarepreparedbyasecretarywhotakesthoroughnotesduringtheproceedings.afterwards,hepreparesadraftandincludesallthepertinentinformation.itisusuallythesecretarysresponsibilitytodecidewhichstatementsoractionsatameetingareinsignificantandsoshouldbeomittedfromtheminutes.inpreparingtheminutes,thesecretarymayincludecompleteversionsofstatementsandpapersreadatthemeeting.theminutesofformalmeetings,wherelegalconsiderationsareinvolved,aremadeverbatim,theyinclude,wordforword,everythingthatissaidordone.,principles,1)startwiththetime,dateandplaceofthemeeting.2)clearlystatewhoattendedthemeetinganditmayalsoincludetheapologyfromthepersonwhowasabsent.3)describewhathashappenedatthemeetingindetail.beconciseandclear.makeacompleterecord.summarizewhatoccurred.bespecific.beobjective.useformalwordsandpassivevoicetodescribewhattookplace.,writingsuggestions,theformatusedforminutesvariesfromoneorganizationtoanother.buttheminutesofanymeetingshouldcontainbasicfacts:1)thenameoftheorganization;2)theplace,date,andtimeofthemeeting;3)whetherthemeetingisregular(monthly,specialandsoon);4)thenameofthepersonpresiding;5)arecordofattendance(forsmallmeetings,alistofthosepresentorabsent;forlargemeetings,thenumberofmembersinattendance);,6)areferencetotheminutesofthepreviousmeeting(astatementthattheywerereadandeitheracceptedorrevised,orthatthereadingwasdispensedwith);7)anaccountofallreports,motions,orresolutionsmade(includingallnecessarydetailsandtheresultsofvotestaken);8)thedate,timeandplaceofthenextmeeting;9)thetimeofadjournment.formalminuteswouldinclude,inadditiontogreaterdetails,thenamesofallthosewhomakeandsecondmotionsandresolutions,andthevotingrecordofeachpersonpresent.,minutesofthemeetingofthecapitolimprovementscommitteethefosterlashcompany,inc.october8m,2008presiding:patriciastuartpresent:mikenegronsheilaglunellenfranklinsamuelbrownelisawooabsent:fredhoffmanginamarinotheweeklymeetingofthecapitoli