应用文写作3-2备忘录Memos

1、MemosMemosj In this module, you are expected Module 2: MemosObjectivesto learn about the format and contents of memos;to write memos with correct format and sufficient information.MemosMemos What are the requirements on the formatof a memo?When and where do people write memosYou are divided into sev

2、eral groups and discuss the following questions. Each group should elect a representative and report your discussion to the whole class. Whats the meaning of word “memo”and What do you differ formal memoranda from office memos? Communicative Activity2What is the purpose for people to write memos?Sho

3、uld we use formal language in writing a memo? Why?MemosMemos1. whats the meaning of word “memo” “memo” is short for “memorandum”, which means a short official note that is sent by one person to another within the same company or organization, we should notice that the plural of “memo” is “memos” whi

4、le the plural form of “memorandum” is “memoranda”. 2. What is the purpose for people to write memos? People write memos for many purposes. Generally speaking, people write memos to state company policies, to ask for or to give specific information or to request confirmation from the recipients.3. Wh

5、en and where do people write memos? when people want to communicate with their co-workers and colleagues for some business issues in written language at work-time, they write memos. Communicative Activity2MemosMemos4. What are the requirements on the format of a memo? There is always a “ MEMO” on th

6、e top of a memo and therere two parts in a memo: heading and body. We should make clear about the recipient, the sender, the date and the subject in the heading part and write what we want to say in the body part.5. Should we use formal language in writing a memo? Why? Its not always necessary. A mo

7、re conversational tone or style of language is getting more and more popular nowadays. In most cases, memos can be written the way people talk. But it still depends on the recipient whom we write a memo to. Communicative Activity2MemosMemos 1. The definition of a memo A memo is the short form of the

8、 Latin word memorandum. But today it is employed as a kind of communication form inside a company or group, in one word, for inner circulation. Summary MemosMemos Summary The definition of a memo Memo can be typed according to their circulation way. Generally speaking there are four types of memo: 1

9、) sent to upper management: acting as a report and goes to upper management. 2) Sent to divisions affiliated: carrying instructions from upper management. 3) sent to all the staff: working as a notice or bulletin. 4) sent to colleagues in or outside ones own department: exchanging information. The F

10、unction of Business MemoA business memo serves a very useful purpose. It helps members of a business organization communicate, without the need for time-consuming meetings. A memo is an effective and efficient communication tool.Similarities: Memos and Letters Memos resemble business letters in that

11、 they1. communicate information2. are commonly used in the world of business writing memos are: almost always used within an organization.normally used for non-sensitive communicationshort and to-the-pointDifferences: Memos and Letters less formal than business lettersmemos have: no salutationno com

12、plimentary closingno signature at the bottom of the memoDifferences: Memos and Letters D e a r M s. G re e n : . . . . . . S in c e re ly y o u rs, J J a am m e es s W Wa an ng g J a m e s W a n g E n c lo su re S a lu ta tio n C o m p lim e n ta ry c lo s in g S ig n itu re E n c lo s u re B o d y

13、o f th e b u s in e s s le tte r Memorandum Date: (double-spaced) To: (double-spaced) From: (double-spaced) Subject: (double-spaced) . (single-spaced) . (single-spaced) . Format of Memo Message area The Order of the Heading Part: Memorandum Date: (double-spaced) To: (double-spaced) From: (double-spa

14、ced) Subject: (double-spaced) . (single-spaced) . (single-spaced) . The order of these items may infrequently vary. Text of the memo Memorandum To: (double-spaced) From: (double-spaced) Date: (double-spaced) Subject: (double-spaced) . (single-spaced) . (single-spaced) . The order of these items may

15、infrequently vary. Text of the memo Formats of MemosThe top line of a memo usually says “Memo” or “Memorandum” and the company logo or letterhead frequently goes above this, as shown in the picture. Sarara Chemicals, Inc. Memo Date: To: From: Subject: （Text of the memo） Two kinds of formats: flush w

16、ith left margin the first line indented an empty line of space no empty line between paragraphs between paragraphsFormats of Memos block formatblock formatmodified block formatDo not mix block and modified block formats. Formats of MemosBlock Formatdifference 1difference 2Dont justify the right marg

17、in!Dont justify the right margin!Formats of MemosModified Block Formatdifference 1difference 2dont justify the right margindont justify the right marginFormats of Memos The body or message area of the memo is the “meat” of the memo.The text in this area should be concise, clear, and well written. Me

18、mo Date: Nov. 17, 2007 (2 blank lines) To: All staff of Sales & Marketing Division (2 blank lines) From: Jenny Li (2 blank lines) Subject: Monthly meeting - This months staff meeting is to be held on next Wednesday, Nov. 22, at 2:30 pm, in Meeting Hall. Mrs. Coleridge, our president, will give a spe

19、ech in the meeting. (1 blank line) All staff members are required to attend the meeting. Leaves can only be approved by the division manager. State your point clearly and concisely Standard memo heading Formats of Memos lTo avoid full sentences in a list, bullets can be used.lBullets, like headings,

20、 are frequently used in memos to make them easier to read.Such are bullets.lNotification of attachments is included at the very end of the memo, right above the bottom margin and against the left margin. T Ti i a an nt t i i a an n F Fu ur rn ni i t t u ur re e, , I I n nc c. . Memorandum Date: To:

21、From: Subject: （Text of the memo） Attachment: Form RPA-4 Formats of MemosFormats of Memos T Ti i a an nt t i i a an n F Fu ur rn na at t u ur re e, , I I n nc c. . Memorandum Date: To: From: Subject: (Text of the memo) Attachment: Form RPA-4 OOmmi it tt te ed d If a memo continues to a second page,

22、omit: lLetterhead lDate:lTo:lFrom:lSubject: On the second page, across the top, put the name of the person to whom the memo is sent flush with the left margin, the page number in the center, and the date at the right margin. Formats of MemosA sample of the 2nd pageFormats of Memos K ate G reen 2 N o

23、 v ., 27, 2007 Company LogoLanguage features u As memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excuse for the sentences to be chatty or impolite. u As far as formality is concerned, a memo is something between a busin

24、ess letter and a note.u In the way of the tone of memos, a major consideration should be over the status of the sender and the recipient in the organization.Company LogoExamples u We should take determined effort to respond positively to the need for producing a practical and visible plan that can b

25、ring about absentee reduction and efficiency promotion.u A firm action should be taken, so we can cut down absentee and be more efficient.u There will be no need for you to prepare any special equipment for me.u I dont need any special equipment. u I am more than willing to accept your kind invitati

26、on to me.u I am glad to accept your invitation. Company LogoGuidelines u Being direct u Avoid over-politenessCompany LogoBeing direct The common beginning expressions, if any, should be:Please be informed thatPlease note thatIt has come to my attention thatIt has been brought to my notice thatOr sim

27、ply add “please” or “I would like you to” before giving instructions. The text of the memo almost always begins with a bottom-line statement. A bottom-line statement or message is a short, terse statement of the memos purpose. All non-sensitive memos should begin with a bottom-line statement.briefan

28、dtothe pointCompany LogoAvoid over-politeness Some polite expressions commonly used in business letters will find no place in memos.u I would appreciate it very much if you could have the forms filled in and returned to the Administration Office by 12 June 2010.u Please be sure to have the forms fil

29、led in and returned to the Administration Office by 12 June 2010.u Thank you for reminding me of the meeting, and I should like to have an overhead projector for the session.u I have been informed of the meeting and would ask for an overhead projector for the session.Well Written Memo GuidelineslBe

30、clearlBe conciselState your main idea firstlRemember memo formatlIdentify your attachmentsWell written memo guidelineslBe coherentBe coherentlUse a professional Use a professional tone tone lProofread your workProofread your worklIdentify your audienceIdentify your audienceBe ClearUse _ and _ as nec

31、essary to make key points stand out. Be ConciseLong sentences with complex construction do not belong in memos. Keep memos _ and _. shortto-the-pointState Your Main Idea FirstAlways use a _ statement at the very beginning of a non-sensitive memo.Remember Memo FormatNever use a _ or complementary clo

32、sing with a memo.Identify Your AttachmentslIf your _ become separated from the memo, your reader will know that they are supposed to be there and can ask for them. attachmentsBe CoherentLimit each paragraph to only _. Keep your sentences flowing smoothly.one main ideaUse a Professional TonelUse the

33、_ (I or we); use short, simple words; be as informal as the situation allows; use concrete, specific words and avoid words with broad meanings. first personProofread Your WorkAlways _ your work (or have someone else read it) before you send it out.readIdentify Your AudienceThink about What they know

34、; How they will react to the information you are sending them.Never write without identifying your audience first.Company LogoFormat Memorandum titleTo : Ms Iris Anderson, Trust Officer From : Sam Jones, Payroll Accounting Date : 23 October 2009Subject : Request for Update on Stock Option Participat

35、ion We need an update on those employees in your departmentwho are participating in the company stock option plan.Please list the names of those who are currentlyparticipating and their years of service. Also list anyone whowill be eligible for participation next year. Be sure to turn in this inform

36、ation to me by 28 October. Heading BodyOpeningSegmentDiscussingSegment Closingsegment MEMODate: 11 January 2007To: Lorry Thomas, Assistant of Training DepartmentFrom: Tory King, Training ManagerSubject: Training Program on Hardware Maintenance A new training program on hardware maintenance, which la

37、sts one month from January 15 to February 15, is arrange for the ten trainee technicians recruited on January 1. In order to guarantee the execution of the program, John Hoover, the workshop supervisor, should be sufficiently informed of its details and specifications, and two senior engineers from

38、the production department should be designated to assist and assess it. Could you give me a notice when the aforesaid tasks are completed? Thank you!MemosMemos1) I would appreciate the form filled in and returned to the General Office by April 10, 2009.如蒙在2009年4月1日前填妥表格并送回办公室，将不胜感激。 2) I have been i

39、nformed of the meeting and would ask for an overhead projector for the meeting. 我已接到会议通知，在此申请一部投影仪于会上实用。 。 3) Members of staff who cycle to work leave their bicycles behind the office building. 凡骑车上班的员工请将自行车存放在办公楼后面。 Practices Translating2MemosMemos4) If anybody would like to take holidays together

40、with the Spring Festival holidays, please inform your manager in advance.若有人想在春节顺带休年假，请提前通知各自的经理。 5) Please note that the Health and Safety Inspectors will be visiting us tomorrow.请注意健康与安全检查专员明天将来我处检查工作。 6)公司认为有必要削减费用。 The company has found it necessary to cut expense.7)我希望能见到明显的改善。 I am hoping to s

41、ee a visible improvement. Practices Translating2MemosMemos8)请最迟在5月12日将你的信息给我。 Please let me have your information by 12 May at the latest.9)我很关注我们公司目前面临的一些问题。 I am very concerned with some problems facing our company.10)我注意到有些信件的地址出错了。 It has been my observation that some letters were sent to the wr

42、ong addresses. Practices Translating2MemosMemos There will be an Oral English in-service training course (在职培训课程）in Zhejiang Sunshine Cashmere Co., Ltd. Now the textbooks are ready and are going to be distributed to the trainees. Qiu Xiao, the business assistant of general manager, has helped Human Resource Department to order the textbooks but now she has no idea if the expenses of the textbooks will be borne by the