《涉外秘书英语写作》课件-涉外秘书英语写作chapter4

MEMOS

Memoisshortformemorandum.ItisaLatinwordfor“somethingtoberemembered”,whichpointstothememo’schieffunction:torecordinformationofimmediateimportanceandinterestinthebusyworldofwork.

Memosarebrief-in-housedocumentsthatuseastandardformwhethersendonpaperorasanattachmenttoane-mail.MemoFormat

Basically,thememoconsistsoftwoparts:theidentifyinformationatthetopandthemessageitself.TheidentifyinginformationincludesTO,FROM,DATEandSUBJECT:

To:typethenameandjobtitleoftheindividualswhowillreceivethememo.

From: typeyourfullnameandyourjobtitle

Date:donotsimplynamethedayoftheweek—Monday.Givethefullcalendardate---Nov.26,2012

Subject:

Thisisaphrasetotellthereaderswhatthememoisabout.Carefullyselectawordoraphraseforthesubjectlinethatwillimmediatelytellthereaderthemainpointofyourmemo.Thisshouldbehighlighted.2.Body:Beginthebodyofyourmessagetwolinesbelowthesubjectlineandflushleft.Allparagraphsinthebodyareflushleftandareseparatedbyonelineofspace.Themessageshouldbeshortandconcentrateononlyoneparagraphideaeach.Sometimesformemoswiththreeormoreparagraphs,itisadvisabletobegineachwithaheadingincapitalletterstotellwhattheparagraphisabout.Anotherpracticeisnumberingtheparagraphsforeasyreferencelateron.Howtowriteyourmemoseffectively?1.Openmemoswithaninformativeandinterpretivesubjectline;2.Includeyourmainpointsinthefirstlinesofyourmessage.Itshoulddothefollowing: Tellreadersclearlyabouttheissueorpolicythatpromptyoutowrite; Explainbrieflyanybackgroundinformationthereaderneedstoknow; Bespecificaboutwhatyouaregoingtoaccomplishinyourmemo.3.Inthebodyofthememo,organizeyourmessageinamannerthatiseasytofollow,easytoread,andeasytounderstandintheseways: Statewhyaproblem,procedure,ordecisionisimportant,whowillbeaffectedbyit,andwhattheconsequencesare; Indicatewhyandwhatchangesarenecessary; Giveprecisedates,times,locationsandcosts4.Indicatewhatyourreaderistodointheclosingparagraph.Bespecificnotonlyabouttheexpectedactionbutalsothetimeoftheaction.Youcandooneormoreofthefollowing:Askthereaderstocallyouiftheyhaveanyquestions.Requestareplybyaspecificdateinwriting,overthetelephone,viae-mail,orinperson.Providealistofrecommendationsthatthereadersaretoaccept,revise,orreject.

5.Stateyourthoughtsclearly,correctlyandconcisely;

6.Makeyourmemospersonalandconvincing.Whenwritingtoaco-workerwhomyouknowwell,youcanadoptacasual,conversationaltone(sample1);whenwritingamemotoamanager,youneedtouseamoreformaltonethanyouwouldwhencommunicatingwithaco-worker.Yourbosswillexpectyoutoshoeamorerespectful,evenofficialposture;whenabosswritestoworkersinformingthenaboutpoliciesorprocedures,thetomeofthememoisofficialandstraightforward;

7.Highlightkeywordstoattractthereader’sattraction;

8.Numberedorbulletpointstoexplainthemostimportantstepsinaprocess.UsefulexpressionsTaxformsareavailableintheHRDept.fromnowuntilJuly30,thankstoMary,whoobtainedthemforus.玛丽已将税务登记表领回，请各位只即日起到7月30日前往人力资源部领取表格。StaffloungecleanupassignmentsforAug.arelistedbelow.8月份员工休息室的卫生值日表如下。Therehasbeensomeconfusionaboutthenewproceduresfortravelimbursements,pleasenotethefollowingguidelines：很多人都对新的出差报销程序有些不解，以下是主要几点规定：Allemployeesarerequestedtocooperatebykeepingyourdesksclean.请所有员工配合将各自的办公桌整理干净。Pleasesendmethenamelistofthosewhoareinterestedbytheendofthisweek.请在本周末前将有兴趣参加的人员名单发给我。WearehappytoannounceJennyWuwilljoinusasAdministrativeManager.我们很高兴JennyWu加入我公司担任行政经理一职。Exercise:I.Writeamemoforthissituation:YouaretheMarketingManagerofRedWellCompany.YouneedtotelltheGeneralManagerthatashipmentof500padpcstotheHangZhouRedWellCompanystoreweredefective.Writeamemoexplainingthesituation.Imaginewhatactionsyouwouldtaketocorrectit,andsuggestatimelinefortheaction.II.Writeamemoforthissituation:YouaretheVicePresidentofSuntechCompany.Youneedtotellthemalltheemployeesthatduringworkinghourspcgamesoronlinechattingarestrictlyprohibited.Ifinsistondoingthis,hewillreceiveawarningforthefirsttime;atsecondoffence,hewillbefired.III.TranslatethefollowingsentencesintoEnglish:1新的电脑已到，需要的人可到行政部门领取。2.公司将于11月10日组织全体员工去新华医院体检。请各位到前台找路易斯领取体检表。

TherewillbeaphysicalexaminationforallstaffonNov.10inXin

HuaHospital.YoumaygetyourPhysicalExaminationFormfromMaryattheReceptionDesk.NewPCsarenowavailableintheAdminDept.foranyonewhoneedsone.3.此计划将于12月1日起正式生效。如有变化，我会随时通知各位的。4.请在10月31日前将所拿到的入会申请表格填好并交回。在此之后将不接受任何新的申请。5.请各位在报销差旅费时遵照以下程序并按要求提交相应单据。Pleasecomplywiththefollowingproceduresandprovidet