商务英语与写作unit6.ppt

1、Unit 6 Memorandums,What is a memo? It is a format of internal communication,which can communicate information, explain new procedures, announce changes,make requests, confirm results, or offer advice.,Memorandums,“备忘录”是商业机构和工商企业用来联系工作、交流信息、处理一般公务时一种简便函件，是公司之间或内部用来传递信息的一种文本形式，在国际商务中的使用频率比较高，是对外经济贸易领域

2、中常用的外事文书之一。作用类似留言条但比较庄重，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。因此，“备忘录”的使用价值更多地体现在存档备查、日后参考上。 备忘录采用书面形式，但是交际功能和版面设计又不像其它正式文本那么严格，所用词语比较简明通俗，目的在于收件人容易明白并迅速传播开来。有时为了就某一件事提醒对方，作为一种客气的催促或询问，也可送交备忘录，或就某个问题提出个人看法或建议。,少数备忘录可以是商务合同的一部分甚至合同本身。 备忘录既可以在不同单位之间使用，又可以在本单位各部门之间使用；既可以在上级和下级之间使用，又可以在同事之间使用；既可以是单位对个人，也可以是个人

3、对单位。,The format of a memo,1. Heading( example1) 2. Body: the body of the memo is always typed in the block style.That is paragraphs are not indented.(缩进)(example 2),汉语的“备忘录”来自英语的memorandum，实际应用中通常使用其缩写形式memo，作标题时一定要大写首字母，经常四个字母都大写。 备忘录由单方面发出，由标题、正文、署名、发文日期和地点四部分组成。标题包括事由和文种名称，有时也仅写文种名称，即“备忘录”。 备忘录的基

4、本格式如下 标题 Memo 收件人To: 发件人From: 发文日期Date: 事由Subject: 正文Message:,上述小标题打在标题MEMO的左下方，也就是版面左上端。各项小标题可以大写首字母，也可全部大写。标题包括事由和文种名称，有时也仅写文种名称，即“备忘录”。 收件人是指备忘录目标读者的姓名；如果人多，则写明部门名称。发件人是指撰写该备忘录的人，也有可能是指以谁的名义发出。日期一般采用“月、日、年”的格式，其中“月”应当使用单词，而不是阿拉伯数字。 为了使整体美观平衡，收件人、发件人等小标题应当上下对齐。如果备忘录发给多个部门或个人，左下端可注明Copy to字样。 备忘录一般

5、使用空白信笺，或写在普通纸上。与信函和报告相比，内容在于叙述事实，不编号、不盖章，也不使用致敬语，不签名，也不用写客套话。 英语商务备忘录的“事由”标题，英语表述可以是以下数种形式中的任何一个：,Re: New Year Party Subject: Autumn Trading Fair Subj.: Christmas Celebration SUBJECT: Benefits Coordinator Suggests Pinggu Outing,如果你选择使用标题形式写出“事由”，要注意用词应当概括性强、言简意赅。 “事由”是备忘录的“题眼”，作用在于突出备忘录的写作目的或其主要内容，使

6、收件人迅速识别备忘录的主要意图，判断应由哪个业务部门处理、与自己是否有关系。事由一项等于备忘录的标题；换句话说，备忘录的主旨应当体现在事由的表述之中。 请比较以下同一个会议纪录的六种事由标题，显然前面两种是错的，都是“第二次董事会会议”的直译，可是英语版本遵循了原文的词序，给人一种“第二届董事会会议”的印象。从第三个版本起，一个比一个具体而明确，尤其以最后一个清楚：,Minutes of the meeting of the Second Board of Directors Minutes of the Meeting of the Second Board of Directors Min

7、utes of the Second Meeting of the Board of Directors Minutes of the Second Meeting: Board of Directors Board of Directors: Minutes of the Second Meeting Board of Directors: Meeting Minutes, October 23, 2007,请比较以下五种事由标题，显然一种比一种简练，“英语味儿”也更强一些。其中的诀窍便是舍弃次要信息，突出主题信息。 SUBJECT: International Fashion Exhibi

8、tion of 2007 at Wangfujing in Beijing SUBJECT: Beijing 2007 Golden Street International Fashion Exhibition Subject: 2007 Beijing Wangfujing International Fashion Show Subject: Beijing 2007 International Fashion Show Subject: Beijing Fashion Show 2007,请注意这么做并非是要改变具体活动的名称(活动名称一般由公司上司决定，定后最好不要变更)，而是因为备

9、忘录用于内部信息交流，可以更多地沿用大家口头上的简称说法，方便同事之间讨论中快速交流。,Types of Memos,1. Instruction Memo( 指示性备忘录) Style: simple and direct. Content: 1) INTRODUCTION, 2) MAIN POINT 3) SECONDARY INFORMATION 4) action to be taken,Example,To: All Staff From: Allen Smith,Administrative Officer Date: May 12, 2006 Subject:Operating

10、 Instructions for New Copying Machine A New photocopier has been installed in the general office. All staff is welcome to use it.( introduction),To ensure the copiers survival, it is important to keep the following procudures in mind. (main point ) Use the machine for no longer than 30 minutes at a

11、time. After use, allow the machine to cool for at least 5 minutes. Make sure the switch is turned off after use. (secondary information),Please speak to me if you have any questions about the machine. (action),上级致下级 Memos from the Management,例1推迟圣诞晚会备忘录 (Postponing the staff Christmas party) TO: All

12、 Staff FROM: Management DATE: November 9, 2007 SUBJECT: STAFF CHRISTMAS PARTY,Its that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This ye

13、ar, we have decided to postpone the Christmas party until after our busy season. Party Details: Date: Third Saturday in January Theme: Celebration Food: Turkey, Christmas pudding, smoked salmon Special events: Karaoke and belly dancing We apologize that the celebration will have to wait until the ne

14、w year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucys cell phone number is 1234-567-8900. Regarding this matter, please contact her outside of business hours. Thank you. Manageme

15、nt,例2公司转制吹风会备忘录 (About the company merger) MEMORANDUM,Date: September 21, 2007 To:Staff Members including foreign employees From: Zhang Liang, President Re:Company Merger,Perhaps you have heard rumors of all sorts about the future of our company. Some say it is going out of business, some say it is

16、to be closed, and still some say it is merging with some other company belonging to a mysterious businessman from Shanghai. But I am pleased to tell you that the last is true. We are merging. Effective January 1, 2007, our company will become a wholly owned subsidiary of Shanghai Hengguang Textiles

17、Company. Board members of our would-be parent company asked me to let you know of their sincere intentions to carry on operation at this company on an autonomous basis.,Perhaps more important should be this message from our future bosses: all the employees who are currently on the payroll here will

18、be retained. Personally I believe there are many benefits to be gained from the acquisition. About these I would like to speak to you in detail. For this purpose there will be a company-wide meeting in the auditorium on Tuesday, September 26, 2007, at eight oclock. After the meeting there will be a

19、free lunch provided by the new boss, and members of the Shanghai company will be on hand to personally answer any questions. I look forward to seeing each of you at the luncheon on September 26.,例3公司规定变动备忘录 (About the phone policy change),To: Marketing Department From: Stan Clark, Vice President Dat

20、e: December 15, 2006 Subject: 2007 Phone Policy Change,On January 1, 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 good-faith attempt to answer their phones within the first three rings. Ple

21、ase review this document before that date to ensure you understand and can implement the new phone protocols.规约 Over the past three years, our company has averaged four rings to pickup outside lines. This statistic is based on over 10,000 incoming calls.,According to Phony Ring Institute (PRI) in Bo

22、ulder, Colorado, our companys phone ring response rate is well below the national average for competitive companies in our sector. From January 1, 2007 on, please answer the phone on the first three rings.If you have any questions about this new policy please contact me in the next few weeks.,例4新报告制

23、度备忘录 (About the new monthly reporting system),From: Management To: Southeast Area Sales Staff Re: New Monthly Reporting System Date: December 21, 2006,Wed like to quickly go over some of the changes in the new monthly sales reporting system that we discussed at Tuesdays special meeting. First of all

24、, wed once again like to stress that this new system will save you a lot of time when reporting future sales. We understand that you have concerns about the amount of time that will be initially required for inputting your client data. But we are confident that you will all soon enjoy the benefits o

25、f this new system. Here is a look at the procedure you will need to follow to complete your areas client list:,1.Log on to the company web site at . 2.Enter your user ID and password (These will be issued next week). 3.Once you have logged on, click on New Client. 4.Enter the appropriate client info

26、rmation. 5.Repeat steps 3 and 4 until you have entered all of your clients. 6.Once this information has been entered, select Place Order. 7.Choose the client from the drop down list Clients. 8. Choose the products from the drop down list Products. 9. Choose the shipping specifications from the drop

27、down list Shipping. 10.Click on the Process Order button.,As you can see, once you have entered the appropriate client information, processing orders will require no paperwork on your part. Thank you all for your help in putting this new system into place. Best regards, Management,例5辞退员工备忘录 (Termina

28、ting an employee),FROM: John Larson, Division Manager TO: E. Lillian Hutchinson, Product Engineer SUBJECT: Termination of Employment October 10, 2007,Over the past six months your supervisor and I have worked with you regarding your difficulties in finishing assignments on time. Recently, however, t

29、he failure to meet deadlines resulted in the loss of two important contracts. We feel that although you have the necessary technical skills, your work style is not compatible with this companys requirements. Therefore, it is with considerable regret that your employment contract must be terminated,

30、effective Friday, October 25. I have attached an outline of your termination benefits that include:,conversion options regarding your company pension; insurance and profit-sharing plans; and severance pay.解雇费,I sincerely regret having to take this step. I would like to assure you, however, that our

31、policy on giving references is to release only employment dates.,例6不得增聘任何员工 (No staff increase without Presidents permission),To: All Division Managers From: Steve Anderson Subject: No Staff Additions Date: October 1st, 2007,Effective immediately, there will be no staff increase during the fourth qu

32、arter without my personal permission. This decision stems from our dismal profits in the first three quarters of the year. We simply have to reduce expenses wherever possible, no matter how much inconvenience it may incur. Employees who leave the company during the fourth quarter will not be replace

33、d without my approval. I realize this may be a genuine hardship in some divisions, but lets see if we can double up,somehow without hiring replacements. All pending requisitions1.等待请求,待处理请求 for additional staff are hereby cancelled. Ill be willing to listen if you believe these restrictions promise

34、catastrophe, but I want you know that deviations from these rulings will be hard to sell.,例7引进合伙人（Admission of a new partner）,To: Staff Members From: John Tam, Chair of the Board Subject: Admission of a New Partner Date: May 11, 2007,A large increase in the volume of our trade has required an increa

35、se in the membership of the company. The Board has voted unanimously for the admission of Mr. Kelly Anderson as a partner. Mr. Anderson has been our head buyer for the past 30 years and is well acquainted with every aspect of the companys policy. His expertise and wide experience will continue to be

36、 of great value to the company. The companys present name remains unchanged and we shall continue to do business and to sign ourselves as: Peter White & Co.,2. Request Memo (请求型)下级呈上级 Memos to the Management,例8要求加薪 (Requesting a salary raise) To: Mr. Mark Wilson From: James Harvey Date: July 30, 200

37、7 Subject: Raise Request,I appreciate the opportunity I have had during the last three years of serving as a vital member of the marketing and sales support team. This past year has been an especially challenging business environment, but my accomplishments have continued to build on my earlier achi

38、evements, and I have high expectations for this success to continue for the foreseeable future. Here are some highlights of how I have helped the department and the company in the past year: 1. Developed a proposal that brought a client from the brink of terminating our services to renewing at a hig

39、her level than ever before, adding a net gain of $500,000. 2. Partnered with several sales team members to attract new business opportunities totaling $1.2 million. 3. Conceptualized, proposed, and produced a,market research study that serves as a valuable tool for our industry, increasing our visib

40、ility, and making it easier for our sales team to call on prospective clients. 4. Participated in and attended four professional meetings, increasing the visibility of the company within the industry. 5. Proposed new projects, and completed all new tasks and assignments when requested to do so. I lo

41、ok forward to continuing to play a key role within the department, and given all of my recent accomplishments and that my salary is still below industry averages, I am confident that you will offer a salary increase that reflects these issues and my standing in the department.,例9关于打卡考勤制度的看法 (Comment

42、s on the “punch in” system),To: Mr. John Smith, Manager of Operations From: Jonathon Fitzgerald, Supervisor Subject: Comments on the “Punch in” System Date: January 13, 2007,This is further to your memo dated back to December10, 2006, in which you proposed that the employees adopt the “punch in” sys

43、tem. I fully agree with you that we should take measures to increase productivity and that we would have a tighter control 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 wa

44、y to increase productivity, in my opinion, is to give the employees more incentives to work. I think we could further discuss other possibilities of achieving this goal. Your consideration of this suggestion would be highly appreciated. Yours sincerely,Jonathon Fitzgerald,例10对公司房屋的维修翻新建议(Suggesting

45、the Renovations of the Companys Premises),To: George Wang, General Manager From: Thomas Li, Maintenance Engineer Date: June 27, 2006 Subject: Renovations of the Companys Premises,I visited the premises at Hanguang Road on June 23 as you instructed me. I found that the premises are in need of repairs

46、 and renovations. I would like to make the following suggestions: 1. The roof needs to be thoroughly repaired. 2. The walls of the offices need to be repaired. 3. An additional garage needs to be built. 4. The bookshelves in the offices need to be replaced by larger ones. 5. The carpet in the recept

47、ion hall needs to be replaced by a new one. I look forward to hearing from you on these recommendations.,例11建议从中国购买床上用品 (Suggesting purchasing bed articles from China),To: Roger Baldwin, Sales Manager From: Andrew Owens, Sales Department Date: February 16, 2007 Subject: Buying Bed Articles,I would l

48、ike to tell you a piece of good news, Roger. My friend Mrs. Lin, overseas Chinese, just came back from China. With the help of her relative who works in the Fansheng Company that exports bed articles, she inspected most of the bed articles and toured the factory that produces them. The factory makes

49、 bed-sheets, quilt-covers, pillows, mosquito nets, etc. They use materials of all cotton, chemical fiber, blend fabric and other varieties. The prices are moderate or low or much lower than those of similar products from South Korea and Taiwan, China. It is not because of poor quality but because of

50、 the low cost of raw materials and labor.,The company offers some discounts and the rate is different according to the volume of trade. And the company is looking for customers in U.S.A. I believe there is a promising market in our area for these fine bed articles. So I suggest we establish business relations with this company. Please call me (ext.1234) if you have any questions.,In class exercise keys.ppt,instructions: Fabtek is a small company based in Hamburge, Germany. Protean is its new type of fabric. The CEO of Fabtek has asked YOU to