《新编实用英语写作》11 General Paperwork Writing

新编实用英语写作NewPracticalEnglishWritingUnit11GeneralPaperworkWritingLearningGoals

nametheessentialpartsofanoteandnotice

understandtheformatanddifferenttypesofmemo

identifythewritingstylesofane-mail

Section

I

NotesandNotices

Section

II

MemosandE-mailsUnit11

Section

Ⅲ

ApplyingYourKnowledge

NotesandNotices

SectionIBothnotes

andnoticesarethegoodwaystocarryouttheinformativefunctions.Theycanbedirectedtopeople,bothservinganimportantinformativepurpose．Differentfromnotes,noticesareaimedtoreachacomparativelylargenumberofaudiences.Theinformationprovidedmaybevarious,usuallyrelatedtoemployment,rename,officeremoval,openingofanewsupermarket,lostitemsorpeople,etc.

SectionINotesandNotices

Notescanbeusedforvariouspurposessuchasmakingappointments,apologies,requestsandexpressingthanksonoccasionswhenlettersareunnecessary.Comparedwithstandardletters,notesareusuallysimplerinformandcolloquialinlanguage.Anotecontainsfewerpartsthanaletter.Notesareakindofshortletterswrittentoacquaintances,friends,classmates,colleagues,relatives,etc.1.NotesThecontentofanote

1.Date

2.Salutation

3.Body

4.SignatureWritedowntheday,orthemorningorafternoonoftheday，ortheexacttime，orthedate(monthandday).Andtheyearisnotincluded.Beusedinformally,andonlyaddressthereceiverbyhis/hergivenname,e.g．DearTom，Mr．GreenThewordsshouldbesimple,briefandfordailyuse．Andellipsisisoftenused.Thesignatureshouldbethefullnameofthewriter．Ifhe／sheisaveryclosefriendtothereceiver，onlyfamilynameorgivennameisok.TypesofnotesAccordingtothepracticalfunctionsofnotes,notesmayhavemanydifferenttypes．Someofthemareinvitation，apology，borrowing.Someareaskingforleave,puttingoffameeting.Othersmaybenoteofthanksandsoon．ForexampleCharles:AnnacalledandsaidshewasleavingforNewYorktomorrowafternoon.Askedyoutocallback. Jennie

September12,2006DearJack.

IheardfromSamyouwouldsellyourwalkman.IthappenedthatmyWalkmanwasbrokenforalmostamonth.1'dliketobuyyoursifpossible.Sowillyouletmeknowaboutitspresentconditionandthepriceyouwouldliketocharge?Would30dollarsisareasonableprice?Yours,Simon

Noticesincludingnotifications,announcements,warningsandposters,meantoinformthepublicofsomeimportanteventsoractivitiessuchasmeetings,matches,filmshows,lectures,contests,parties,etc.Noticesmustbebriefandconcise.Thesentencesinthemareusuallyshort.Noticesfallintotwotypes:noticesgivingfullmessageofinformationandnoticesdealingwithawarningoraninstruction.2.Notices

1.Title

2.Body

3.Name

4.DateThecontentofanotice

Agoodtitledirectsreaders’attentionimmediatelytotheinformation.Theusualtitleis"Notice,"butothertitles,forexample,'ClassMeeting,"or“FootballMatch,”or"Found,"or"Lost,"arealsook.DateofannouncingthenoticeNameofthepersonissuingthenotice.

Bodyismainlyabouttheinformationthatisbeingconveyed,includingtimeanddatefortheacfivity,detailsoftheactivitywhichtellsthereaderwhatisgoingtohappenorhashappened,placefortheactivity.

ChangeofLocation

Owingtothespeedyexpansionofourbusiness,wefinditnecessarytoremoveourdepartmentstoretomorespaciouspremises.WebegtoinformourcustomersthatonandafterMayDay,weshallbeat103ShanghaiRoad.

Youarewarmlywelcometoournewaddress.

KaileDepartmentStoreApril25,2007ForexampleAllstudentsoftheComputerDepartmentarerequestedtomeetintheauditoriumat

1:30p.m.

on

Wednesday,October5,tohearareporton“ComputerAssistedDesign”.NOTICE

MemosandE-mails

SectionII

Memoisshortformemorandum,whichisaninformalmodeofbusinesscommunication．Itiscommonlyusedbetweenofficesofacompanytoconveyinformationoftelephonecalls，visits，conversation，instruction，etc．Similarwithletters,memorandumscanhavemanydifferentstructuresandpurposes.Thememorandumwrittentoacolleague,office-mates,orotheracquaintancewithinacompanycanbeveryinformal;whileamemorandumwrittentosupervisors,managers,departmentheads,orthehighestofficeroftheorganization,canbeasformalasanyformalbusinessletters.Therearefour

commonbroad

categories

exist:informationexchange,feedbackinformation,activityarrangement,andsuggestion.1.MemosBasicparts

ofamemo

MemorandumDate:To:From:Subject:

BodyofthememoThewriter’snameandjobtitleThereceivers'namesandjobtitles

ThedateofthememoiswrittenThecentraltopicThebodyofthememocarriesaclearlystructuredmessage,whichisoftenwritteninshortnumberedpassages,whichcanbeasuggestion,arecommendation,astatementofpolicy,orareportorsummaryofresults.InformationexchangeFrom：ChiefExecutiveTo：ProductionDirectorSubject：ProductionformachineryforMachineshopXXXAsyouknowthecompanyiscontemplatingopeninganewmachineshopinthenearfuture．Ouroperationshavebeenexpandingsorapidlythatsuchadevelopmentnowappearsinevitable．

Thereareanumberofquestions，whichweneedtobethinkingaboutandIwouldbegratefultohearyouropinionontheidea.

1.AstothechoiceofnewmachineryIwouldliketoknowwhetheryouthinkweshouldbuyorhirenewequipment.2．ThenIwouldliketohearyourproposalsonwhichmachineryweshouldconsideracquiring．

3．Closelyconnectedwiththepurchaseorhireofmachineryisthematterofmaintenance．Alotofthingsalsoneedtobeiscussed．Howmanynewstaffwillberequired，forexample?4.AtthesametimeIwouldappreciateit,ifyoucouldprovidemewithestimatesoftheprobableworkinglifeoftheequipment，whichyoupropose．

Couldyoupleaseletmehaveyourpreliminarythoughtsonthequestionsintimeforourmeetingnextweek?FeedbackInformationTo：AIImembersofstaff，NorthernBranchFrom：K．L．J．Date：5December2006Subject：PERSONALCOMPUTERSTheboardurgentlyrequiresfeedbackonourexperiencewithPCsinNorthernBranch．Ineedtoknow，formyreport：

1.WhatyoupersonallyuseyourPCforandyourreasonsfordoingthis．Ifyouaredoingworkingthatwasformerlydonebyotherstaff，pleasejustifythis．

2.Whatsoftwareyouuse，Pleasenametheprograms．

3.Howmanyhoursperdayyouspendactuallyusingit．

4.HowyourPChasnotcomeuptoyourexpectations。

5.WhatunanticipatedusesyouhavefoundforyourPC，thatothersmaywanttoshare．

PleaseFaxthisinformationdirectlytomeby5p.m.onWednesday7December．Ifyouhaveanyquestions，pleasecontactmyassistant，JaneSimmonds，whowillvisityouonTuesday，6December．Thankyouforyourhelp.ActivityArrangementFrom：OfficeoftheGM．Date：Feb．1To：HeadsoffactoriesSubject：TripbyGMBelowaredetailsofthefactoriesthatthegeneralManagerwillvisit．Ineachone,theGMwouldliketospeaktoallmembersoftheProductionDept．Pleaseinformeachfactoryandthemtocancelallotherappointment．March8KualaLumpurMarch9SingaporeMarch10SingaporeMarch11JakartaSuggestionMemo

To：ProjectPlanningDept．

From：GeneralManagerDate：Jan5Subject：AquaWarmBV

IhavelookedthroughourrecordsoftheworkthatwedidatPerfectaLtd．TheheatingsystemwascheckedthreetimesbeforeitwasturnedOn．Weareabsolutelysurethatexplosionisnotourresponsibility．

Isuggest，therefore，thatPerfectawritestoAquaWarmtoclaimcompensation．

PleasewritetoPerfecta(address：61BathRoad，Worester，EnglandWR53AB)andexplainourposition．

Theopeningandclosingphrasesofamemoareomitted，regardlessoftheroutineofetiquette．

Thestyleofmemosmaybebrieforlonghandwrittennotesorword-processedletters．

Amemotoacustomerorclientneedsalmostmuchcareandcourtesyasaletter．

Amemousedwithinacompanymustfollowtheusualpracticeinstyle.The6Cswritingprinciplesarealsofitformemodrafting．

Tipsformemowriting

E-mail—Electronicmail.

fast,easy,convenient,inexpensive…2.E-mailsDate:From:To:Subject:

Enclosure

Bodyofthememo

LayoutoftheE-mail

Usuallythebodyofane-mailexcludesthesalutation．Ifitisthefirsttimeforthewritertoaddressthereceiver，thesalutationandcomplimentaryclosecanbeaddedforthesakeofgoodorderandformality．thewriter’se-mailaddressthetimeofsendingwillbeshownautomaticallyIfwritersendsanenclosurewiththee-mail，acolumnof“Enclosure”willindicateit．thereceiver’se-mailaddressDate:

May4,2001From:

GretaBorg<…>To:

Newsgroup:cation.language.EnglishSubject:StudyinginCanadaHi!I’mnewtothislist,andI’mthinkingaboutstudyinginCanadanextyear.DoanyofyouliveinCanada?Couldyoutellmeaboutyourexperiencesthere?I’mthinkingaboutstudyingineitherMontrealorVancouver.Thankyou,GretaBorg

Keepyourmessageshort,peopledon’tlikelonge-mails.Gettothepointquicklyandmakesureyourmainpointsareclear---numberingthemwell.Helpthereadertoanswereachpointeasily.Don’tuseabbreviationsunlessyou’requitesureyourreaderwillunderstandthem.Onlyusecapitallettersforspecialemphasis.Makesureyouhaveattachedanyattachmentsyouwanttosend.

TipsforE-mailwriting

ApplyingYourKnowledge

1Directions：

Youareasupervisorofabigcompany．Thechiefofoperationswantstoadoptthe“punch-in”systemtoincreaseproductivity．Writeamemototalkaboutthis：

1)Doesthe“punch-in”systembenefitthecompany?2)Ifthecompanydoesn’tadoptit，whatelsecanwedotoincreaseproductivity?Youshouldwriteabout100words．

To：DavidGreen，ChiefofOperationsFrom：Tony．Party，SupervisorSubject：Commentsonthe”Punch-in”SystemDate：March．22，2007ThisisfurthertoyourmemodatedMarch．20，2004，inwhichyouproposedthatemployeesadoptthe“punch-in”system.Ifullyagreewithyouthatwemustincreaseroductivity．Asfarasyourproposalthatifthe“punch．in”systemisadopted，wewouldhaveatightercontrolovertheemployeesisconcerned.However，Idon’tthinkso．Ipersonallythinkthat，toaccomplishthis，weshouldgivetheemployeesmoreincentivestoworkfaster,Ifeelthatifwe(the

supervisors)couldmeetwithyou，wecoulddiscussdifferentpossibilitiestocreatesuchIncentive．

Yourconsiderationofthissuggestionwouldbeappreciated.TonyParty2

Directions：Youwouldliketogotoaseminaronpresentationskills.Writeanemailtoyourlinemanager:requestingtimeoffworktogototheseminarsayingwhentheseminarisexplainingwhyyouwanttogoTo:BertWallegieSubject:PresentationSkillsSeminarsIwouldliketoattendaseminaron15thMay.Itisaboutpresentationskills.SinceIhavetomakemanypresentationstocustomers,thisseminarwillbeveryuseful.Couldyoutellmeifit’spossibletotaketimeoffworktoattendtheseminar?ThanksAnnaKostevska3

Directions：

Youarethetrainingmanagerofacompanywhichhaswonalargeexportorder.Youhavebeenaskedtoorganizeforeignlanguagetrainingforsomeofyourstaff.Writeamemotostaff：

explainwhythecoursesarenecessarysayingwhichmembersofstaffshouldattendannouncingwhenthecourseswillstartTo:AllstaffFrom:ThetrainingManagerDate:1April,2007Subject:AForeignLanguageTrainingCourseIwasaskedtoorganizeaforeignlanguagetrainingcoursesbecauseofthelargeexportorderwereceivedrecently.Itwillstarton11thApril.Thosewhowilldealwithordersshouldattendthecourses.TrainingOffice4

Directions：Youareamanagerinacompanywhichmanufacturesofficefurniture.NextmonthyouaregoingtoLondontodiscussanimportantcontract.Writeanotetoyourassistant:

sayingwhenyouwanttoleaveandreturnaskinghertobookflightstellingherwhichhoteltobook

Monday,5thofJuneLisa,AquicknoteistoletyouknowthatI’mgoingtoLondonnextmonth.CouldyoupleasebookaflighttoLondon06/07andthereturn10/07?PleasemakeareservationattheStageHotelforme.Jessica5Directions:

Writeanoteabout50-60wordsbasedonthefollowingsituation:Beforeyouleaveuniversityyouwanttosellyourbike.Writeanoteabout50-60wordsdescribingtheconditionofyourbike,howmuchyouwouldlikeforit,andwhereyoucanbecontacted.Dearfellowstudents,Iwillgraduatefromthisuniversityintwoweeks.BeforeIleavethisuniversity,I’dliketosellmybiketosomeonewhomightneedit.Itisablueonemainlyforgirls,halfnewandstillingoodconditionduetomycarefulmaintenance.Iwillonlycharge65yuanforit.IfYouwanttobuyityoucancontactmewiththefollowingaddress:room304,Building506Telindy6Directions:

WriteanE-mailabout50-60wordsbasedonthefollowingsituation:Yourcompany’sSalesDepartmenthasaskedyoutogiveatalknextMondayonyourmostrecentproject.WriteanemailtoMrs.GeddingsintheSalesDepartment:

agreeingtogivethetalkandsuggestingatimesayingwhatequipmentyouwillneedrequestinginformationabouttheparticipantsTo:Moria

GeddingsSubject:TalkNextMondayIwouldliketogivethetalksuggestedbyyouandIthink9:00a.m.wouldbethe