商务英语写作-MEMO公开课获奖课件百校联赛一等奖课件.pptx

LOGOMEMORANDUMObjectivesuWhatisabusinessmemo?uHowtowriteabusinessmemo?uWhatisthelanguagefeaturesofbusinessmemos?DefinitionMemorandum,memoforshort,isawrittenmessagesentbyonepersontoanotheroragroupofpeoplewithinthesameorganization.Thisinternalcommunicationcanbefromsuperiortosubordinatedownthechainofcommand,e.g.fromManagingDirectortoAccountingManager,ortheotherwayround;itcanalsogobetweenequals,forexample,fromonsectionchieftoanother.FormatuTo:recipientsnamesandjobtitlesuItisusuallynotnecessarytouseMr.,Mrs.,MissorMsunlessthememoisveryformal.uFrom:yournameandjobtitleFormatuDATE:currentdateuSUBJECT:ThesubjectlineshouldbespecificenoughtoconveythemainpurposeofthememouE.g.“MandatoryEmployeeBenefitsMeeting”ratherthan“Meeting”FormatuBody:uOpeningsegment:u直接写出要点，并用一两句子把主要信息写出来。直接写出要点，并用一两句子把主要信息写出来。uDifferentmemoformatshavebeencausingconfusionbetweenofficesandpartners.StartingonMonday,December13th,allmemosshouldbewrittenusingthefollowingstandardformat.uAllfrontlinestaffarerequiredtoparticipateintheupcomingcustomerservicetrainingprogram.uWearehappytoannouncetheadditionofSabrinaPenangasofficemanager.uDiscussionsegment:ufactsandfigures,separatedintoparagraphs,eachdealingwithaparticulartheme;pointsarelogicallypresented.u描述背景情况、任务、问题：描述背景情况、任务、问题：就要点进行更多旳阐明。根就要点进行更多旳阐明。根据备忘录旳目旳：能够解释为何有这些变化（背景情况），据备忘录旳目旳：能够解释为何有这些变化（背景情况），或者懂得同事怎样行动（任务），或者懂得同事怎样行动（任务），或详细阐明本备忘录要或详细阐明本备忘录要提出旳问题（问题）。提出旳问题（问题）。uClosingsegment:uanactionstatement,requiringactionfromrecipient,orinformingactiontotake.GuidelinesuAlllinesofthememobeginattheleftmargin.uThetextbeginstwospacesafterthesubjectline.uMemosdonotbeginwithasalutation.uNoclosingremarksuchasSincerelyorBestregardsisnecessary.uIfthememoislongerthanapage,repeatthe“To”line,thedate,andthesubjectlineonandaddapagenumbertosubsequentpages.LanguagefeaturesuAsmemosaremeantforinternalcommunication,thelanguagecanbemademorerelaxedthaninbusinessletters.However,thatisnoexcuseforthesentencestobechattyorimpolite.uAsfarasformalityisconcerned,amemoissomethingbetweenabusinessletterandanote.uInthewayofthetoneofmemos,amajorconsiderationshouldbeoverthestatusofthesenderandtherecipientintheorganization.ExamplesuWeshouldtakedeterminedefforttorespondpositivelytotheneedforproducingapracticalandvisibleplanthatcanbringaboutabsenteereductionandefficiencypromotion.uAfirmactionshouldbetaken,sowecancutdownabsenteeandbemoreefficient.uTherewillbenoneedforyoutoprepareanyspecialequipmentforme.uIdontneedanyspecialequipment.uIammorethanwillingtoacceptyourkindinvitationtome.uIamgladtoacceptyourinvitation.GuidelinesuBeingdirectuAvoidover-politenessBeingdirectThecommonbeginningexpressions,ifany,shouldbe:PleasebeinformedthatPleasenotethatIthascometomyattentionthatIthasbeenbroughttomynoticethatOrsimplyadd“please”or“Iwouldlikeyouto”beforegivinginstructions.Avoidover-politenessSomepoliteexpressionscommonlyusedinbusinessletterswillfindnoplaceinmemos.uIwouldappreciateitverymuchifyoucouldhavetheformsfilledinandreturnedtotheAdministrationOfficeby12June2023.uPleasebesuretohavetheformsfilledinandreturnedtotheAdministrationOfficeby12June2023.uThankyouforremindingmeofthemeeting,andIshouldliketohaveanoverheadprojectorforthesession.uIhavebeeninformedofthemeetingandwouldaskforanoverheadprojectorforthesession.WritingprocessuClarifythepurposeuLayoutthememouIdentifyrelevantinformationuGroupandordertherelevantinformationuWriteoutthememouProofreadthememoFormatuMemorandumtitleuHeadinguToreceiveruFromsenderuDateuSubjectTopicuBodymsg.uOpeningsegmentuDiscussingsegmentuClosingsegmentSampleanalysisExampleMemorandumFrom:TheManagingDirectorTo:DivisionalPersonnelManagersSubject:Coffee-MakingFacilitiesTherehavebeenanumberofcommentsabouttheamountofcoffeeconsumedinourcompany.IdonotwanttosoundasthoughIamagainstcoffee-drinking;indeedourpersonnelconsultantshaveemphasizedhowimportantcoffeecanbeifyouwantanefficientandmotivatedofficestaff.Buttime-savingmachinesformakingteaandcoffeedoexist.Wecanexpectalittleoppositiontotheideaifwearenotcareful.Youcanneverbesurehowtheofficestaffwillreact.Theymighttakeitbadly.Inanycase,werethinkingofputtinginteaandcoffeemachines.Pleasesendmeareport.FormatMemorandumtitleTo:MsIrisAnderson,TrustOfficerFrom:SamJones,PayrollAccountingDate:23October2023Subject:RequestforUpdateonStockOptionParticipationWeneedanupdateonthoseemployeesinyourdepartmentwhoareparticipatinginthecompanystockoptionplan.Pleaselistthenamesofthosewhoarecurrentlyparticipatingandtheiryearsofservice.Alsolistanyonewhowillbeeligibleforparticipationnextyear.Besuretoturninthisinformationtomeby28October.HeadingBodyOpeningSegmentDiscussingSegmentClosingsegmentReferenceanswerMEMORANDUMFrom:TheManagingDirectorTo:ThePersonnelManagerDivisionADate:27thMay2023Subject:INSTIALLATIONOFCOFFEEMACHINESTheBoardisthinkingofinstallingautomaticcoffeemachinesintheofficesofeachdivision.Beforewedothisweneedtoknow:1.howmuchuseourstaffwillmakeofthem2.howmanywewouldneedCanyouprovideuswithyourviewon:1.howthestaffwillreacttheidea2.whethertimenowusedformakingcoffeewouldbesaved3.ifweshouldinstallthemachinesornotIfpossible,IwouldliketoreceiveyourreportbeforethenextBoardMeetingon1stJune.Exercise1uWriteamemousingasuitableformatforthesituationgivenbelow.Rememberthatyourmemoshouldbeformal,clear,conciseandcontainonlyrelevantinformation.YoursectionmovedtoanewofficeonThursdaymorning.However,themaintenancedepartmentwithinyourorganizationhasfailedtocarryoutcertainwork.Wordprocessorshavenotbeenwiredtothelaserprinter;ametalbookshelfhasntbeenbuiltproperly;thefiredoorsticksandthebottomdrawerofthefilingcabinetwhichholdsstandardforms,wasdamagedinthemoveandnowdoesntopen.Writeamemocomplainingaboutthesituationandaskingforaction.Memorandum From:Section“B”LeaderTo:The Maintenance DepartmentDate:6th January 2023Subject:Maintenance in our new officeAs you know,our department moved into our new office on Thursday.Unfortunately,the previously agreed maintenance has not been completed.The following problems are outstanding:Word processors require wiring to printers.Metal bookshelf requires to be built.The fire door is sticking.Repair to filing cabinet drawer is needed.I would be grateful to know when you will be able to complete the work.ReferenceanswerExercise2uYouworkforFoleyPress,ForestRoad,Wovlerhampton,WO724XU,publishersofschoolandcollegetextbooks.YourOfficeManger,MaryMcMahon,leavesthefollowingmessageforyou.uwevehadseveralcomplaintsfromcustomerssayingthatsomeofthemreceivedthebookstheyorderedwiththewronginvoices,andsomeweresentthecorrectinvoiceswiththewrongbooks.Thishasneverhappenedbefore.TheManagingDirector,MrAugustusFoley,isveryconcernedaboutthis.Willyoupleasedraftamemo,underhisname,acopyofwhichcanbesenttoallworkersintheDispatchDepartment,expressinghisconcernandaskingthemtogivetheirfullattentiontotheirworkandtodouble-checkthatthecorrectinvoicesaresentwithorders?Iknowtheyhavehadseveralnewworkersstartingthereduringthelast6monthsbuttheymusttakethemtotheDispatchDepartmentManger,oldHarryHawke.Oh,yes,writeitinafriendly,helpfultoneandnotathreateningone.MemorandumTo:Allworkers,DispatchDepartmentFrom:MrAugustusFoley,ManagingDirectorDate:12June2023Subject:DispatchBooksSeveralcomplaintshavebeenreceivedfromcustomerswhohavebeensentthecorrectorderswiththewronginvoicesandthewrongorderswiththecorrectinvoices.Pleasetakeextracaretoensurethatbothordersandinvoicesarecorrect.IamawarethatwehaveseveralnewmembersofstaffinthisdepartmentandIamnotputtingtheblameontothem.However,ifanyonehasaproblemtheyshouldspeaktoHarryHawkewhowillbeabletoassistthem.Iamconcernedasthisproblemhasneverhappenedbefore.u