商务英语写作指南Word文档格式.docx
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LessonPlanfor28NovemberLecture
Iintendtoteachmemowritinginmynextlecture.Iplantocoverthefollowingparts:
1.InsideAddress
Thisisomittedinamemo.Asinternalcommunicationthereasonisobvious.
2.Greeting
ItismorepolitetoputMr.,Mrs.,orMsbeforeandtheofficeafterthenameoftherecipient.Youmaysometimesaddressthereadersasagroup.
3.Subject
Thisisaphrasetotellreaderwhatthememoisabout.SometimesonlyhephraseisgivenwithoutthewordSubjectbeforeit.
4.Body
Theseshouldbeshort,lessthan10lines,andconcentrateononlyoneparagraphoneideaeach.Sometimesformemoswiththreeormoreparagraphs,itisadvisabletobegineachwithaheadingincapitalletterstotellwhattheparagraphisabout.Anotherpracticeisnumbertheparagraphsforeasyreferencelateron.
5.Carboncopy
Thisiswrittenasc.c.forshort.Asinaletter,itliststhepersonswhoarealsoreceivingthememo.
6.Signature
Onlytheinitialisneed.Theofficeandnameinprintofthewriteareomitted.Inmorecasualmemosthereisnosignatureatall.
Anythoughtsonmynotes?
Anythingtoadd?
Letmeknowatteabreak.
c.c.Mr.P.L.Duke,TrainingOffice.
例二
InternalMemorandum
AnneBell
GrahamDavis
23March1992
OfficeFurniture
__________________________________________________________________________Weneedsomecomfortablechainsforvisitorstogointhemanager’soffice
Canyouarrangeit?
Weneed10chainsineitherbeigeordarkbrown.Themaximumyoucanspendis$500.1
例三
InterofficeMemo
RichardBurley
Dept:
Marketresearch
ProfitsandSouthmoorBranch
May10,1998
IhavefinishedstudyingtheSouthmoorBranchsalesfiguresforthe1stquardizziness.SoIhavetoaskforaday’ssickleave.
例四安排工作
Mr.Richardson
Message:
PleasesendalettertoNavesLimoninC.R.
Findout:
Aretheysatisfiedwiththeorder?
Canweprovideanyaftersalesadvice?
Encouragerepeatorder
商务便函分类范例
1.交流意见
ChiefExecutive
ProductionDirector
ProductionformachineryforMachineshopx
Asyouknowthecompanyiscontemplatingopeninganewmachineshopinthenearfuture.Ouroperationshavebeenexpandingsorapidlythatsuchadevelopmentnowappearsinevitable.Thereareanumberofquestions,whichweneedtobethinkingaboutandIwouldbegratefultohearyouopinionontheidea.
1.AstothechoiceofnewmachineryIwouldliketoknowwhetheryouthinkweshouldbuyorhirenewequipment.
2.ThenIwouldliketohearyourproposalsonwhichmachineryweshouldconsideracquiring.
3.Closelyconnectedwiththepurchaseorhireofmachineryisthematterofmaintenance.Wealsoneedtoormationdirectlytomeby5p.m..onWednesday7December.Ifyouhaveanyquestions,pleasecontactmyassistant,JaneSimmonds,whowillvisityouonTuesday,6December.Thankyouforyourhelp.
.活动安排
NTERALMEMOI
AllBranches
SalesManager
28November,1996
Tour:
5210______NewCarrier
1.WehavefoundanewcarrierforTour5210.ThisidDTLAviationcompany.
2.Allclientswhostillwanttotakethisholidaymustreconfirmtheirbookingsassoonaspossible.
2.TheymustalsocheckinatGatwickAirportby0825onthedayofdeparture.
3.Pleasewritetoallagenciesandthemthis.
活动安排
OfficeoftheGM.Date:
Feb.1
HeadsoffactoriesSubject:
TripbyGM
BelowaredetailsofthefactoriesthatthegeneralManagerwillvisit.Ineachone,theGMwouldliketospeaktoallmembersoftheProductionDept.pleaseinformeachfactoryandthemtocancelallotherappointment.
March8KualaLumpur
March9Singapore
March10Singapore
March11Jakarta
建议
MEMO
ProjectPlanningDept.From:
GeneralManager
Jan5Subject:
AquaWarmBV
IhavelookedthoughourrecordsoftheworkthatwedidatPerfectaLtd.Theheatingsystemwascheckedthreetimesbeforeitwasturnedon.Weareabsolutelysurethatexplosionisnotourresponsibility.
Isuggest,therefore,thatPerfectawritestoAquaWarmtoclaimcompensation.
PleasewritetoPerfectaandexplainourposition.
报告
AllDirectors
LynnAdam,AdministrativeSecretary
May25,1999
MachineDictation
Attherequestofsomeofthedivisiondirection,wehavemadeasurveyofmachinetranscriptstoseewhatcouldbedonetoimproveboththequalityoftranscriptsandthespeedwithwhichtheworkiscompleted.thesearetheirsuggestions:
1.Bothdictatorsandtranscribersshouldbefamiliarwiththedictatingandtranscribing
Equipment.Amanualisavailableforeverymachine;
itexplainshowtousetheequipment.
2.Itwouldbehelpfulifalldictatorswould:
a.Marktheindicatorslipswithspecialinstructionandcorrection.Marktheslips,too,toshowthelengthoftheletterorreport.
b.Spellanypropernamesaswellastechnicalorunfamiliarwords.
c.Controltheirvoicesothatthedictationisneithertooloudnortoosoft.Besuretoenunciateclearly.
d.Supplyasmachinformationaspossible__numberofcopies,typeofmassage,andidentityofdictator.Itwouldalsohelpifsalutationsandsubjectlines,whenused,weredictated.
e.Indicatewhenyouwouldlikethedictationcompletetheworkdictationisrush.
3.Machinetranscriberswillcompletetranscriptionbythedayfollowingthereceivingofthetapeunlessthedictationismarkedrush-----theneverywillbemadetocompletetheworkwhenitiswanted.
Pleaseletmeknowifyouhavefurthersuggestions.Ishouldalsoliketoknowifthesesuggestionsresultinbettertranscripts.
四考试题型与范例
考题一
YouaretheManagerofasmallprintingcompany.Anewemployee,MarkMcCabe,isjoiningyourcompanyon10thMay.
*Writeashortmemotoyourofficeadministrator
*Sayingwhoisstartingworkandwhen:
*TellinghimwhatMarkMcCabe’sdeskshouldbeput.
*SuggestingwhereMarkMcCabe’sjobwillbe
*Write30----40wordsonyourAnswerSheet
SANPLE
OfficeAdministrator
Manager
NewEmployee
Anewemployee,MarkMcCabe,willjoinuson10thMay.HewilltakechargeoftheSalessection.WouldyoupleasearrangehisdeskintheroomofSalessection.
考题二
Yourcompanyhasreceivedalotofcriticismofitstelephoneservice.Youlookedintothemostcommoncomplainsandmadethefollowingnotes:
TheServicesDirectorhasaskedyoutowriteamemotocallstaffonrecommendedtelephoneprocedure.
*Writethememoinabout100---120words,explaininghowstaffshouldusethephone.Usethe
informationinyournotesabove.
*WriteonyourAnswerSheet
Sample
AllStaff
Recommendedforallstafftoknowweshouldusephones,becausewehavereceivedsomanycomplaintsfromourcustomers.Thefollowingaresomerecommendedtelephoneprocedure:
1.Donotleavethephonetotingtoolongbeforeanswering
2.Answeringcallspolitely,insteadofjustsaying’hello’.
3.Letcolleagueknowthetransferandhowlongthecallwillbewhentransferringcalls.
4.Takedownmessagesincludingdate;
time,caller’snameandnumber.
考题三
Youworkforacompany,whichproduceslaserprinters.Youarevisitinganothercompany,Softcell,tobuysomecomputersoftwareforyourdepartment.Theyhaveexpressedaninterestinyourcompany’sprinterandyouwouldliketotaketwentybrochuresandthreesampleprinterswithyou.
*WriteashortnotetoMr.JimAsana,thesalesmanager.
*Askforhispermissiontotaketheseitems.
*Explainwhyyouwantthem.
*Mentionthetimeanddatewhenyouwanttocollectthem.
Write30----40wordsonyouranswersheet.
Mr.JimAsano
Massage:
MayIhaveyoupermissiontotaketwentybrochuresandthreesampleprinterswithmewhenvisitingSoftcellwhohaveexpressedaninterestinourprinters.Iwillcometocollectthemat8amThursdaymorning.