Memo备忘录的写法.ppt

1、Memos,备忘录,Definition,Memorandum, memo for short, is a written message sent by one person to another or a group of people within the same organization. A memo is usually more direct, concise and less formal than a business letter.,Format,Title Memorandum/ Memo Heading To recipient From sender Date Mo

2、nth Day, Year Subject Topic Body Opening Discussing Closing,Format,To: recipients names and job titles E.g. To: David Lin, Sales Manager It is usually not necessary to use Mr., Mrs., Miss or Ms. unless the memo is very formal. From: your name and job title,Format,Date: current date Subject: The subj

3、ect line should be specific and brief. E.g. “ Mandatory Employee Benefits Meeting” rather than “Meeting”,How to write a subject line,Write a complete sentence The company is going to install a new security system. Omit all the unnecessary words Install a new security system Rearrange the word order

4、security system install Change the part of speech Security system installation,Format,Body: Opening: State or emphasize the purpose Discussion: Reasons, details or explanations that support the main idea. Closing: A requirement or informing action to take. Use separate paragraphs to present ideas: e

5、ach paragraph should concentrate on one idea.,Guidelines,All lines of the memo begin at the left margin. The text begins two spaces after the subject line. No closing remark such as Sincerely or Best regards is necessary. If the memo is longer than a page, repeat the “To” line, the date, and the sub

6、ject line on and add a page number to subsequent pages.,Guidelines,Being direct Avoid over-politeness,Being direct,The common beginning expressions, if any, should be: Please be informed that Please note that It has come to my attention that It has been brought to my notice that Or simply add “pleas

7、e” or “I would like you to” before giving instructions.,Avoid over-politeness,Some polite expressions commonly used in business letters will find no place in memos. I would appreciate it very much if you could have the forms filled in and returned to the Administration Office by 12 June 2010. Please

8、 be sure to have the forms filled in and returned to the Administration Office by 12 June 2010. Thank you for reminding me of the meeting, and I should like to have an overhead projector for the session. I have been informed of the meeting and would ask for an overhead projector for the session.,For

9、mat,Memorandum To : Iris Anderson, Trust Officer From : Sam Jones, Payroll Accounting Date : 23 October 2009 Subject : Request for Update on Stock Option Participation We need an update on those employees in your department who are participating in the company stock option plan. Please list the name

10、s of those who are currently participating and their years of service. Also list anyone who will be eligible for participation next year. Be sure to turn in this information to me by 28 October. S. J.,Exercise,Suppose you are the president of a company. Write a memo to the vice-president, Percy Whit

11、e, to notify him the employees training on computer and ask him to write a plan. The following information should be included in the memo: 1. time and place of the training; 2. how many people and who should attend the training; 3. how to organize. 4. other matters.,Sample,To: Percy Shelly, Vice Pre

12、sident From: Li Ming, President Date: January 20, 2008 Subject: Computer Training I am writing this MEMO to inform you that we are going to have a computer training among our employees. And the details are listed as follows. Firstly, I would like you to design our own in-house computer-training prog

13、ram. We had better classify the employees according to their posts and put them through the program in turn. Secondly, the position will commence at the end of May and will last through to the end of August. Finally, please write up a brief plan, describing your additional ideas and suggestions conc

14、erning this training. If you have any questions, please do not hesitate to contact me for more information.,Homework,weve had several complaints from customers saying that some of them received the books they ordered with the wrong invoices, and some were sent the correct invoices with the wrong boo

15、ks. This has never happened before. The Managing Director, Mr Augustus Foley, is very concerned about this. Will you please draft a memo, under his name, a copy of which can be sent to all workers in the Dispatch Department, expressing his concern and asking them to give their full attention to thei

16、r work and to double-check that the correct invoices are sent with orders? I know they have had several new workers starting there during the last 6 months but they must take them to the Dispatch Department Manger, old Harry Hawke. Oh, yes, write it in a friendly, helpful tone and not a threatening

17、one.,Memorandum To: All workers, Dispatch Department From: Mr Augustus Foley, Managing Director Date: 12 June 2000 Subject: Dispatch Books Several complaints have been received from customers who have been sent the correct orders with the wrong invoices and the wrong orders with the correct invoices. Please take extra care to ensure that both orders and invoices are correct.