备忘录要点.doc

备忘录要点1正文的格式一般为齐头式，很少用缩行式。2与商务信函比较，备忘录格式比较简单。如，它没有开头称呼和结尾敬语，开头称呼Dear Mary Owen, Dear Mr.Zhang, Dear Professor idsarli可以省略。结束语如Sincerely Yours, Truly yours 也不需要。 3备忘录的正文部分结构1)开头语（Introduction）起着传递信息背景的作用。A.简述写备忘录的原因。B.谈及前面的联系过程。C.谁？干什么？在何地？什么时间？2)细节（Details）举出具体事例和数目。A.按时间或逻辑顺序B.如按篇幅较长，可以分成几小段。C.每段有一个小主题。3)反应（Response）表明要采取行动。A.你期望读者采取的行动B.你将采取的行动C.最后期限4)结束(close)部分为相关的结束语5各忘录的写作目的之一就是快捷方便，所以文字就更应简洁干练、易览易读。下面是几条写作原理：A.明确交流上的，直截了当，表达信息;B.使用日常用字，用短小段落构思，最好每段不超过五、六个句子，以便接收者浏览;C.可用醒目的编号（菱形图案、圆球图案）排列内容要点。D.避免重复，删去一切不必要的词句。6备忘录的语气备忘录也有正式与非正式之分。如果涉及的事宜相对重要，收阅人是上级部门，内容具有一定的严肃性，那么语言风格和语气的正式程度就要相应地高一些，这样的备忘录就属于正式备忘录。反之，如所谈论的题目并非至关重要，收阅人也是熟悉的同事，可以用非正式备忘录进行交际，语言风格和语气上不必十分讲究，格式也相对随意一些。7最典型的备忘录有以下五类：即指示备忘录（instruction）,请求备忘录（request memo），通知备忘录（announcement memo）,移交备忘录(transmittal memo),准许备忘录（authorization memo）下面请看实例 MEMORANDUMTO：All StaffFROM: Samuel Johnson ,SecretaryDATE: 16 July 2002SUBJECT: Correct Procedure InformedPlease follow this procedure for singing in and out.1.Sign in on your arrival at work2.Sign out for lunch and sign in on resuming work.3.Sign out on leaving at days end.4.Put your signature at the beginning of each time period(so we can process your time sheet when youre absent)By following this procedure, you will avoid paycheck problems when yourre absent.特点：指示备忘录就是做出指示和引导的备忘录。其目的让信息接收者提供所有的信息以便有效地执行指令。这是为了协调各部门的合作并按正确的步骤施行的备忘录。提示要点：1.主题明确2.语言简洁、直截了当，交代步骤清晰3.语气礼貌并较轻松，且涵盖执行指令所需要的全部细节。请求备忘录 MEMORANDUMTO: Division ManagersFROM: Van Feng, General ManagerDATE:10 April 2003SUBJECT: Work SchedulesWork schedules for July December are now being prepared .To help us plan these in a manner that suits all sections, please let me have holiday schedules for the employees in your section by 21 May 2003.特点 ：请求备忘录是请示信息接收者提供一定的住处或采取一定行动。其目的是激发行支，请求对方协作。一般来说，它的段落安排分以下几个步骤：首先要说明主题并告知与之相关的想法和建议，有时也可以是具体的地注，最后期望读者采取行动。提示要点：1.语气礼貌2.语言清晰、简洁3.明示希望行动的最后时间期限通知备忘录 MEMORANDUMTO: All StaffFROM: Sonia Brown, Personnel ManagerDATE: 10 May 2003SUBJECT: Staff DiscountsEmployees are entitled to a 12% discount on books at any of our branches.To obtain a discount, simply present your discount cardso that your staff number is keyed in with each purchase.You may collect your employee discount card at my office.特点：通知备忘录就是让信息接收者了解某件事情。它既不是证实某个观点也不是解决具体问题，只是起到通知收信人某件信息的作用。因此，开头语首先让对方了解事情的缘由，传出信息，然后可告知应采取的行动。提示要点：1.开门见山传递信息, 2.主题明确、段落大意清晰3.文字简洁、语气肯定移交备忘录 MEMOTO: Ted Brown, Head of the Marketing Department FROM: Scott Young, Assistant ProfessorDATE: September 6 2003SUBJECT: Survey on InvestmentHere is the report on customer demographics in ABC area for the Marketing Department. We concentrated on the 20 to 50 age bracket as requested.Our study revealed a growing number of customers in this group. And it should respond well to your investment and saving instruments, mortgage financing, and consumer loan programs. According to our findings, your institution is moving into the consumer financial market at the tight time.We owe the result to ABC Inc. who did us great help And it is a pleasure to assist you in out future cooperation. If you have any question regarding our findings, please call me at the office or my home.特点：移交备忘录是附着主要文件一起送去。主要信息一般是比较正式的。篇幅较长的文件，在其扉页上附着收件人需要的数据等细节。它的目的是介绍随往报告的主要内容。第一段点明主题，后面接具体细节和应采取的行动。提示要点：1.方案简洁、中心明确2.不必重复报告内容或推荐新提议。但可强调或简短解释报告中的某项发现或结论。3.可对准备报告过程中提供帮助的人表示感谢并希望得到接民睡人的反馈。如可能，进一步强调作者在报告中的观点。授权（允许）备忘录 MEMORANDUMTO：Ted MasuleFROM: K. Doherty, Manager DATE:21 April 2003SUBJECT: Purchase of Accounting Computing PackagesYour findings on our existing computing packages identified inadequacies. Your proposal indicated two new packages suited to our current and projected needs.Please order these packages from the supplier nominated in the proposal and arrange for the installation on our terminals as soon as possible.Could you also organize and be involved in training each of our computer operators?Please see me sometime on Wednesday to arrange a reduction in your regular responsibili