24备忘录.docx
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24备忘录
Module--2Writingfordailyofficework
Project--2.4Memo
Knowledgeaim
1.Learnaboutthedefinition,typesandfunctionof
memo;
2.Grasptheusefulexpressionssuchaswords,phrases
andsentencesformemo;
3.Mastertheformat,structureandcontentsofmemo.
Abilityaim
1.Beabletoskillfullycomposeacorrect,appropriateand
effectivememo.
TaskSituation
WhenZhangHuaarrivedathisofficethismorning(Tuesday,May28th,2011),hefoundanoteonhisdeskfromhisgeneralmanager,Mr.Stephen.Thedetailsofthenoteareasfollows.
Writeamemoundermynametoallstaffofsalesdepartment,informingthemthatthenewsupplyofcompany-headedcalendarsandball-pensembossedwiththecompanynameandaddress,whicharetobegiventocustomers,havearrivedandwillbeavailabletothemnextWednesday.
IneedtoknowthequantitiesoftheseitemseachmemberofsalesdepartmentrequiresnextMonday.
SupposingyouareZhangHua,howdoyoufinishthetaskassignedtoyou?
Howcouldhedothejobverywell?
Haveyougotanygoodadviceforhim?
Questions
1.Whatbasiccontentsareincludedinamemo?
2.Howisthestructureandformatofamemo?
3.Whatpointsshouldbepaidattentiontowhencomposingamemo?
TheoryBackground
Amemorandum,commonlyknownasamemo,isaverycommonmeansofwrittencommunicationwithinthesamecompanyororganization.Itiswrittenbyalllevelsofanorganization,fromsecretariestoCEOs.
Amemoservesavarietyofpurposes:
(1)Toinstructthereader(s)whattodoandhowtodoit
(2)Toaskthereader(s)forinformationoraction
(3)Tomakeadecisionorappointmentknownpublicly
(4)Togivesomeonepermissionorauthoritytodosomething
(5)Tomakesomesuggestionsorrecommendations
(6)Toapologize
Memosareusuallywritteninaninformalstyle.However,theextenttowhichthememoshouldbewrittendependsonyourfamiliarityandrelationshipswiththerecipient(s),theobjectivesortopicofthememo.
Accordingtoitscontents,memocanbeclassifiedintoasmanykindsasitcanbe.
SampleStudy
1.Memoformeeting
Memo
To:
AllSalesRepresentatives
From:
WangHao,SalesManager
Re./Sub.:
QuarterlyMeeting
Date:
January12,2011
Inresponsetothefeedbackatthelastquarterlymeeting,ourfourthquartermeetingwillbeheldinGuangzhouHolidayInnonJanuary30.I’veenclosedasimplifiedmaptothemeetingplaceandanagendaofthismeeting.Asusual,themeetingwillstartat9a.m.andendat4p.m.
Ilookforwardtoseeingyouthere.
Enclosures:
1.Asimplifiedmap
2.Anagendaofmeeting
2.Memofortraining
Memo
To:
Allstaffofadministrativedepartment
From:
Philip,HRmanager
Subject:
SecretarialTrainingScheme
Date:
24December,2010
WearegoingtoarrangeaseriesofsecretarialtrainingcoursesinFebruarynextyear.Thecoursesarescheduledasfollows:
(1)Typewriting
(2)SecretaryEnglish
(3)Handlingfiles
(4)HRmanagement
Pleasenotethatthesecourseswillbefreeofchargetoalladministrativestaffonthebasisofthefirst-come-first-served.
Pleasepostitenclosingthedetailsoftheschemeandtheenrollmentmethod.
Enclosures:
1.Thedetailsofthescheme
2.Theenrollmentmethod.
SampleAnalysis
Generallyspeaking,thestructure,formatandcontentsof
memoareasfollows
Amemonormallyconsistsofthefollowinginformation:
1.Head/Title--Justwritetheusualtitle“memo”,locatedonthe
top;sometimesincapitalletters.
Memo/MEMO
2.Memoreceiver--Tostatetowhomthemessageissent.
To:
AllSalesRepresentatives
3.Memosender--Tostatebywhomthemessageissent.
From:
WangHao,SalesManager
4.Regarding./Subject--Tostatethesubjectmatterofmemo.
Regarding./Subject:
QuarterlyMeeting
5.Date--Tostatethedatewhenthememoispublished.
Date:
January12,2011
6.Body/Content--Tostatethemaincontentthatthememoisconcernedabout.
Inresponsetothefeedbackatthelastquarterlymeeting,ourfourthquartermeetingwillbeheldinGuangzhouHolidayInnonJanuary30.I’veenclosedasimplifiedmaptothemeetingplaceandanagendaofthismeeting.Asusual,themeetingwillstartat9a.m.andendat4p.m.
Ilookforwardtoseeingyouthere.
7.Enclosure--Toattachsomedetailsthatarerelatedwiththecontentbutarenotconvenienttostateinthecontentpart.
Enclosures:
1.Asimplifiedmap
2.Anagendaofmeeting
Guidelines
1.Identifyyourreader(s)–Identifythepersonorpersonstowhomyouarewriting.Thinkaboutwhomtheyare,whattheyknow,whatinformationtheyneed,andhowtheyaresituated.Memosaremosteffectivewhentheyconnectthepurposeofthewriterwiththeinterestsandneedsofthereader.
2.Beconciseandclear–Makeyoursentencesshortandto-the-point.
3.Beappropriatelycourteous–Makeyourwritingsoundlikeyouandconveyyoursincerity.
4.Theeasywordsarealwaysthefirstchoiceinwriting
amemo.Amemoshouldbewrittenwithshortsentencesand
shortparagraphs.Useatonethatareappropriateforyour
subject,audience,andpurpose
5.Useabusiness-liketone–Usethefirstperson(Iorwe);useshort,simplewords;usetheactivevoice.Makeyourmemotextseasytoreadandunderstand.
6.Maketheheadingsandimportantinformationstandout–Usetypographicaldevicessuchasasterisks,underlining,boldfacingoritalicstohighlightthekeypoints.
7.Onememoforonematterortopic.Usealistofnumberedpoints,whichhelpsthereadertogetabettercomprehension.
Stateyourpurposeintheopeningparagraph.Useaforecastingstatementtotellyourreaderwhatyouwillcoverinthememo.
8.Reviseandproofreadyourwork–Makeanefforttoreviseandproofreadyourmemowritingsbeforeyousendthemout.Editandreadcarefullybeforesendingthememos.Otherwiseanymistakeinamemomightcausenegativeeffects.
UsefulExpressions
1.Belowisthe…meeting/conferencearrangement/schedule.
以下是……会议的安排/日程。
2.Thefollowingisastatusupdatefor…以下是……的最新状况。
3.Pleasetakenotethat…请注意,……
4.Iwouldappreciatehavingyourreports/suggestions/proposalsbeforeSunday.若能在周日前看到你的报告/建议/提议,我将十分感激。
5.Thepolicyisontrialandallcommentsastohowthismayprogressarewelcome.这项措施在试行中,欢迎对措施如何进行提出建议。
6.Pleaseensureproductionsafety.请确保生产安全。
7.Attachedaretheminutesforthemeeting.附上会议记录。
8.Someproposalsareenclosed.附上一些提议。
TaskSolving
Afterstudyingandreferringtowhathasbeenpresentedasabove,youorMrs.Gangmaycometoknowhowtoskillfullycomposeanappropriate,correctandeffectiverecommendationletterforZhangHua?
Memo
To:
Allstaffofsalesdepartment
From:
Mr.Stephen,GeneralManager
Re./Sub.:
TheQuantitiesoftheItems
Date:
May28th,2011
Iaminformingyouthatthenewsupplyofcompany-headedcalendarsandball-pensembossedwiththecompanynameandaddress,whicharetobegiventocustomers,havearrivedandwillbeavailabletoyounextWednesday.
IneedtoknowthequantitiesoftheseitemseachofyourequiresnextMonday.
Practices
1.Fillinginblanks
Directions:
FillinthefollowingblanksaccordingtotheChinesehintsinthebrackets.
TO:
GTSStaff
FROM:
theGeneralManagerofGTS
SUBJECT:
Commendation-TRCProject
DATE:
April18,2009
Thepurposeofthisistoofficially1._________(嘉奖销售人员)fortheir2._________(重大的特殊的贡献)throughouttheirassignmenttotheTRCProject.Theirenthusiasm,salesstrategy,andproductknowledgewerepivotalto3.__________
(及时地成功地完成该计划).
Ibelievethattheorganizationasawholeshouldrecognizetheirexceptionalcontributiontoamajorproject.Tothankthemfortheiroutstandingworkanddedication,thecompany4.__________(将发放5000元的奖金支票)toeachofthememberofthesalesdepartmentnextweek.
Pleaseletmeknowifyou4._________(如有任何疑问或意见).
1.commendoursalescolleagues
2.significantandexceptionalcontributions
3.thetimelyandsuccessfulcompletionoftheProject
4.willdistributeabonuscheckworth¥5,000
5.haveanyquestionsorcomments.
2.SituationalWriting
Pleasecomposearecommendationletteraccordingtothefollowinghints.
Direction:
YouworkasthesecretaryoftheGeneralManager.Writeamemotoallstaffinyourcompany,tellingthemthatanewentranceguardsystemhasbeeninstalledintheofficebuildingandtheyshouldupdatetheiremployeecardsinthesecuritydepartmentwithinthisweek.
To:
Allstaff
From:
Jenny,SecretaryoftheGM
Subject:
InstructionforNewEntranceGuardSystem
Date:
July8th,2010
Anewentranceguardsystemhasbeeninstalledintheofficebuilding.Toavoidinconvenience,pleaseupdateyouremployeecardinthesecuritydepartmentwithinthisweek.