如何写Memorandum.ppt

1、Lesson 3 Memorandum Writing备忘录写作,南京人口管理干部学院 外语系 杨丽 ,1. Definition of a memorandum 2. Format of a memorandum 3. Different features of a memorandum from a business letter 4. To summarize and identify types of memorandum 5. Write business memos successfully,Learning Objectives,Warm-Up,Task: deliver a m

2、essage Author: Jason Smith, Marketing Manager Reader: Simons Goodman, General Manager Date: April 23rd, 2010 Subject: launching of a sales campaign in Shanghai area this month Plot: Introduction of new product - oppo MP4 Emergent need to push up the sales Form of sales campaign - TV ads, shopping ma

3、ll campaign, etc Commends and feedback needed from the GM,Writer: Jason Smith,Reader: Simons Goodman,Message: In what forms?,Task: Sales campaign,Relationship Formality,Trial-writing,Work out your way of transferring of the message in written form. (5 minutes),1. Definition of a memorandum,Memo: mem

4、orandum (Latin) - a thing to be remember A business memo is a standard form of written communication in academics, government, and industry. It has a well-established format and style used to inform the reader about new information (e.g. policy changes, price increases), or to persuade the reader to

5、 take an action (e.g. attending a meeting, using less paper, changing a current production procedure). It can be directed to a few specific people but often address a group, entire team or department.,Definition,A memorandum is a clear, short, effective and concise document that allows you to commun

6、icate your ideas and initiatives in writing. It is commonly used for routine matters. It can be used for conveying messages in writing for comments. Memorandums may be sent upward, downward, or laterally within the organization. Most information transmitted within the office is by memorandums.,备忘录：

7、商业机构和工商企业用来联系工作、交流信息、处理一般公务的一种简便函件，是公司之间或者内部用来传递信息的一种文本形式。 (Page 78: Memorandum and office memo) 备忘录可以在不同单位之间使用，也可以在本单位各个部门之间使用；既可以在上级和下级之间使用，又可以在同事之间使用；既可以对单位使用，也可以对个人使用。 备忘录的作用类似便条，但是比便条要更加庄重，主要用来提醒、督促收件人，交际功能可以理解为“以此为证”的意思。,2. Format of a memorandum,Look at the following memos to have a general i

8、dea of types of memos,Sample 1,MEMORANDUM TO: Design Team #362 FROM: W.B. Working DATE: May 27, 1997 SUBJECT: Project Schedule Schedule Task ,Sample 2,MEMORANDUM TO: Design Team #362 FROM: W.B. Working DATE: May 27, 1997 SUBJECT: Project Schedule Purpose: Summary: Discussion: . Action:,Sample 3,MEMO

9、RANDUM TO: Design Team #362 FROM: W.B. Working DATE: June 27, 1997 SUBJECT: Weekly Meeting Purpose: Summary: Discussion: Recommendation: ,Sample 4,MEMORANDUM TO: Dean of Journalism FROM: Steve Nash DATE: June 27, 1999 SUBJECT: Computer Lab Purpose: Summary: Problem: Methods:. Results: Conclusions: R

10、ecommendations:,Discussion,Topics: 1. What is the format of a memorandum? 2. Present the features of each type. 3. How many types of memorandum? What are they?,2. The format of a memo: MEMORANDUM TO: FROM: DATE: SUBJECT: BODY ATTACHMENT,2. Format of a memorandum,I. Heading 标题 II. Body 正文 1) Opening

11、segment 开场部分 2) Discussion segment 讨论部分 3) Closing segment 结束部分 4) (possible) summary segment 概述部分 5) (possible) attachment 附件部分 6) (possible) sign segment 签名部分,Sum-up: the Format,MEMORANDUM/MEMO TO: FROM: DATE: SUBJECT: _Message_,Heading,The heading identifies the purpose of the correspondence, to

12、whom the memo has been sent, when it was written and who wrote it. Illustration,MEMORANDUM Date: The date on which the memo is distributed To/For: Name and Title of recipient cc: Names and positions of any other recipients of the memo From: Name and Title of memos writer Subject/Re: Brief statement

13、(10 words or less) summarizing subject of memo Samples,Memorandum To: Mr. Richard Nig From: Laura Smith, Chief Account Date: March 1, 2007 Subject: Complaint from Thrifty Electronics CC: Tony Rogers, President,Another sample,Memo TO: Kelly Anderson, Marketing Executive FROM: Jonathon Fitzgerald, Mar

14、ket Research Assistant DATE: June 14, 2007 SUBJECT: Fall Clothes Line Promotion,Body,The body section of the standard memo format can be further divided into three to five segments depending on the length or the content of the memo. Generally speaking, the first three segments are basic in most memo

15、s.,1 Opening Segment 开场部分 The opening explains the reason for the correspondence. For example, a software program is not working, or a meeting is scheduled or a meeting change needs to be announced. After the writer states the problem, need or announcement, subsequent information makes the purpose o

16、f the memo clear. Memos recipient can get an overview of the memo by reading the first segment only. Writing skills,Begin your memo by stating the problem, that is, what led to the need for the memo. For example, a shipment has not arrived, a scheduled meeting has been canceled, or a new employee is

17、 starting tomorrow. After stating the problem, indicate the purpose clearly. For example, announcing a meeting, welcoming a new employee, or asking for input on adopting a new policy. The following are examples of ways to begin your memo: I am writing to inform you of In response to your request, I

18、am writing to provide you with recommendation on The purpose of this memo is to This memo provides information about,Example,On January 1st, 2007, our company is implementing a new phone policy. Because of customer complaints that our phones ring forever, we are requiring all employees to make a goo

19、d-faith attempt to answer their phones within the first three rings. Please review this document before that date to ensure you understand and can implement the new phone protocols.,2 Discussion Segment 讨论部分 In this segment, the writer explains the steps that he has taken or methods and sources he h

20、as used to solve the problem. The writer may also choose to propose future problems that may arise and discuss how his/her recommendations ensure that these problems will not occur. The writer is supposed to keep it short and to the point but offer enough information for decision makers to resolve a

21、 problem, or team players to pull together pertinent input. Writing skills,In the discussion part, give details about the problem. Keep it short and to the point. Describe the task or assignment with details that support your opening paragraph. Headings are useful strategies you can resort to. The p

22、urpose of headings is to highlight the major point you are making in that section so the reader will be sure to get that information. Some tips on writing headings: Put headings in bold or italics so that they are set apart from the supporting information that follows them. Do not let the heading st

23、and alone without any supporting information. Make headings concise. Use a consistent format to write headings within a memo.,Example,Over the past three years, our company has averaged four rings to pick up outside lines. This statistic is based on over 10 000 incoming calls. Several suggestions ar

24、e offered here for your reference to solve the problem. The staffs behaviors in the aspect of phone communication will be strictly supervised. The department manager should,3 Closing Segment 结束部分 The closing of a professional business memo format is courteous and states clearly the action the writer

25、 expects the recipient to take. For example, can they email reports or does he require hard copies? Are they expected to attend a meeting? Or are they expected to respond in writing. Writing skills,After the reader has absorbed all of your information, close with a courteous ending that states what

26、action you want your reader to take. A simple statement like, “Thank you for rinsing the coffeepot after pouring the last cup” is polite and clearly states what action to take. Example,On January 1st, 2007, please answer the phone on the first three rings. If you have any questions about this new po

27、licy please contact me in the next few weeks.,4 Possible summary segment 概述部分 Most memos should be no longer than one page. If the memo is longer than one page for special purpose, the writer tends to include a separate summary segment. This part provides a brief statement of the recommendations the

28、 writer has reached. These will help the reader understand the key points of the memo immediately. 5 Possible Attachment 附件部分 To make sure that he documents his findings or provides detailed information whenever necessary, the writer sometimes attaches lists, graphs, tables, etc. at the end of the m

29、emo. He/She refers to his/her attachment in the memo and adds a notation about what is attached below the closing. Example,Attached: Focus Group Result, January-May 2007 6 Possible Sign Segment 签名部分 Traditionally, memos are not signed. Some companies, however, have adopted a policy where memos are s

30、igned or initialed by the writer. More examples of the body parts of memos A more common memo A short memo,Please Translate,Memorandum As you know the company is contemplating opening a new machine shop in the near future. Our operations have been expanding so rapidly that such a development now app

31、ears inevitable. There are a number of questions, which we need to be thinking about and I would be grateful to hear your opinion on the idea. As to the choice of new machinery I would like to know whether you think we should buy or hire new equipment. Then I would like to hear your proposals on whi

32、ch machinery we should consider acquiring. Closely connected with the purchase or hire of machinery is the matter of maintenance. We also need to know how many new staff will be required. At the same time I would appreciate it if you could provide me with estimates of the probable working life of th

33、e equipment. Could you please let me have your preliminary thoughts on the questions in time for our meeting next week?,MEMO It has come to my attention that staff have not been wearing top pocket IDs in the summer months. (opening segment) This is standard for all staff. (Discussion segment) If you

34、 have lost your ID, please pick up a new one immediately from Personnel Department. It is a disciplinary offense not to wear ID whether in summer or winter. (Closing segment),3. Different features of a memorandum from a business letter,Memos are often written in the first person (I or we) and range

35、from very informal to extremely formal, depending on the writer and the intended recipients. Learning to write concise and effective memos is a skill vital to any business person. Memos and letters are the two most common types of business communication. Memo resemble letters in that they communicat

36、e information and are commonly used in the world of business writing. However, letters communicate with someone outside the organization. Memos are almost always used to send information to colleagues, workers in other departments, and management personnel with an organization. The other important d

37、ifferences lie in:,Memos are usually unceremonious in style Memos are normally used for non-sensitive communication (communication to which the reader will not have an emotional reaction) Memos are short and to-the-point Memos have a direct style Memos do not have a salutation Memos do not have a co

38、mplimentary closing Memos have a specific format that is very different from a business letter The standard business memo format is no more than one page long, except for memos that serve as informal reports or instructional documents,4. Common types of memos,Directive memo 指令型备忘录 Response memo 答复型备

39、忘录 Trip report memo 行程型备忘录 Field/Lab report memo 实地调查型备忘录,4.1 Directive memo 指令型备忘录,A directive memo states a policy or procedure the writer wants the reader or co-worker to follow. The length of the memo depends on how much space is required to properly explain the procedure. The body of the memo s

40、hould begin with a clear, concise sentence that states the purpose the memo. For example: “The purpose of this memo is to let all members of the ABC department know that doughnuts will be provided every Friday morning at 8 a. m.”,MEMORANDUM TO: Design Team FROM: Production Department DATE: May 12, 2

41、007 SUBJECT: Project Schedule As a result of yesterdays meeting, I suggest we follow the project schedule listed below. Remember, we must submit a proposal by noon on July 2. Schedule Completion Date Divide research into groups June 6 Review designs from Kate and Bill June 11 Write proposal June 23

42、Review Proposal June 26 Submit Proposal for printing June 27,A directive memo,4.2 Response memo 答复型备忘录,The purpose of this memo is to provide the recipient with desired information. It usually has four parts: purpose statement, summary, discussion, and action. Example,MEMORANDUM TO: Lee Wei, Assista

43、nt Sales Manager DATE: May 25, 2007 SUBJECT: About the Enquiry Purpose: I have dealt with the enquiry you have passed to me on Friday. Summary: This enquiry was from MR. W. LEE Caterer of Central, who wanted to know whether we could offer him a special wholesale discount on food and wine for his bus

44、iness. Discussion: I told Mr. Lee that Stop Insurance and profit-sharing plans; and Severance pay. I sincerely regret having to take this step.,Comments on the “punch in” system 关于打卡考勤制度的看法,To supervisor 下级致上级,To: Mr. John Smith, Manager of Operations From: Jonathon Fitzgerald, Supervisor Subject: C

45、omments on the “Punch in” System Date: January 13, 2007 This is further to your memo dated back to December 10, 2006, in which you proposed that the employees adopt the “punch in” system. I fully agree with you that we should take measures to increase productivity and that we would have a tighter co

46、ntrol over the employees if the “punch in” system is adopted. However, honestly speaking, I dont think that adopting a tighter system will increase productivity. The most effective way to increase productivity, in my opinion, is to give the employees more incentives to work. I think we could further

47、 discuss other possibilities of achieving this goal. Your consideration of this suggestion would be highly appreciated.,Additional notes: the analyses of some language points,1). This memo responds to your request that the weekly meeting be moved from 9am to 10am. 此备忘录对你们的请求将每周例会的时间从上午9点改至10点给予答复。 2

48、) The inspection found that the hardware used to run the computers is outdated and that the computers themselves are very slow. 通过检查发现用于运行电脑的硬件已过时，电脑本身运行非常慢。,3). Four new computers running on Windows98 and a processing speed of at least 233mhz should be purchased immediately. 建议立即购买四台运行Windows98程序、运

49、行速度至少233mhz的电脑。 4). Your hard work and dedication have helped us to meet and exceed all of the strategic and financial goals that we set twelve months ago. 你们的辛勤工作和奉献精神使我们完成和超额完成年初制定的工作任务和财政目标。 5). lets not rest on our laurels. 我们不要自满而不思进取.,6).All representatives should be using recycled paper by no

50、w. 现在所有代表都要使用这种再造的纸(利用废旧纸张再造的)。 7).Discounts apply if you order one month in advance. 如果提前一个月订购可提供折扣优惠。 8).Employees may schedule work time as long as it fits the above criteria. 雇员应该安排足够长的工作时间以满足以上要求,9). meeting minutes n. 会议记录 e.g to take (=write) meeting minutes 10). get approval from somebody =

51、get somebodys permission 11). approve v. 赞成；同意；批准；通过 e.g I dont approve of smoking in bed. The equipment must be bought from a supplier approved by the company.,12). renovation n. 修复；装修 e.g the renovation of an old house 13). inspection n. 检查；检验 e.g I gave the car a thorough inspection before buying

52、 it. 14). rest on ones laurels 满足于既得的成就；安于小成，不再求上进 = to be satisfied with what one has done already, and therefore not do any more,5. Practice,Compose a memo according to the following situation.,湖南天宇进出口公司办公室给公司各部门的备忘录：请公司全体同仁注意，从10月1日起开始执行新的作息时间表，请遵照执行。 7：50-8：20早餐 8：20-8：30办公室清扫 8：30-9：00公司例会 9：00

53、-12：00 办公 12：00-13：00 午餐 13：00-16：00 市场调研 16：00-16：30 听取汇报 16：30 结束工作,Step 1 Discussion,Topics: 1. What kind of memo does this one belong to? 2. How to classify the component? 3. How to compose the heading? 4. How to convey the first sentence in English?,Step 2 Summary,1.Choice of type 2.The writing

54、 of the heading 3. The writing of the body 4. The writing of the attachment,Choice of type: directive memorandum.,back,The writing of the heading: MEMORANDUM TO: FROM: DATE: SUBJECT:,back,The writing of the body: the selection of the words and mood, the analyses of some language points.,back,Referen

55、ce for task 1 MEMORANDUM TO:All departments of Hunan Foreign Trade I/ E Corp. FROM:Office of Hunan Foreign Trade I/ E Corp. DATE:Sept. 28SUBJECT:New timetable Purpose: let all staff know the details of the new timetable A new timetable listed below is to come into effect from Oct.1, please follow it

56、. ATTACHMENT Time Item 7:50-8:20 breakfast 8:20-8:30 office clean 8:30-9:00 regular meeting 9:00-12:00 handling routine matters in office 12:00-13:00 lunch 13:0016:00 R&D of the market 16:00-16:30 report 16:30 off duty,Step 3 Practice,Task 2: Compose a memo according to the following situation.,Situation: 湖南外贸进出口公司办公室王莉对本公司的办公电脑状况做了一个调查，并拟写一份备忘录呈递总经理。此备忘录的目的：陈述对办公电脑状况的调查结果；研究的问题：现有的电脑是否能够满足公司的办公需要；在调查中采用的方法：检测电脑的运行速度；检测的结果：电脑硬件已过时，电脑运行速度慢；得出的结论：需要修复和更换电脑；建议：立即购置四台运行WindowsXP、运行速度至少233mhz的电脑。 Requirement:请根据上述情景，代王莉给总经理拟一份备忘