商务交际英语Chapter4.ppt

商务交际英语Chapter4.ppt

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English&CommunicationForColleges商务交际英语（上）Chapter4WritingMemosandE-mail备忘与电子邮件的写作Contents4-1Usesofinternaldocuments.4-2FormattingandwritingEffectiveinternaldocuments4-3Abusesofinternaldocuments4-4Writingmeetingcommunications4-1UsesofInternalDocuments机构内部文件的使用机构内部文件的使用ObjectivesExplainhowmemosareusedininternalcommunication.Explainhowelectronicmemos,e-mailmessages,areusedininternalcommunication.Describewhentousememosande-mailmessages.FourPartsInternaldocuments机机构内部文件部文件Businessmemos商商务备忘忘E-mailmessages电子子邮件信息件信息Memos-Whentousethem备忘忘什什么时候使用？

候使用？

InternaldocumentsInternaldocumentsthedocumentswhicharewrittenfortheusewithinanorganizationThetwomostcommoninternaldocumentsMemosandE-mailEffectivelywrittenmessagesareanecessityforclearcommunicationwithinanybusinesssetting.BusinessMemosMemorandums（memos）areinformalmessagessenttopersonswithinanorganization.Howcanmemosbesent?

Memoscanbesentviahardcopy（printedonpaper）orelectronically（viacomputerandmodemornetworkconnection）.Moreconcise&lessformalNotincludereceiverscompleteaddressE-mailMessagesWhatadvantagesaretheretosendinge-mailmemos?

（P101）MemosWhentousethemAdvantagesofmemoscomparedwithletterCanbesenttoseveralreceiversTakelesstimeLessexpensiveFunctionsofmemosProvidearecordAdvise,direct,statepolicyInformPromotegoodwillKeyPhrases&SentenceStructures（P101E-mailMessages）Asmoreworkerstelecommute远距离工作距离工作（workfromcomputerstationsintheirhomes）orhavetheirownpersonalcomputersatwork,e-mailisbeginningtotakeover取代取代formalmemowritinginmanycompanies.随着越着越来越多的人越多的人远距离工作或使用距离工作或使用个人人电脑工工作，在作，在许多公司多公司电子子邮件正件正开始取代正式的始取代正式的备忘忘KeyPhrases&SentenceStructures（P103，Para.2）Memoaremessagesthatsupervisorandpeers同事同事willusetojudgeyouron-the-jobperformance岗位位业绩/工工作表作表现;thereforeusethemwithcare.备忘是忘是你的上司和同事用的上司和同事用来评价价你的工作表的工作表现的信息，因此使用要小心的信息，因此使用要小心谨慎。

KeyPhrases&SentenceStructures（P103，Para.4）Forexample,supposethatyoutookpartinameetingtorevampyourcompanysmaternity/paternityleavepolicy.例如，假例如，假设你参加公司修改加公司修改产假假/陪陪产假制假制度的度的会议4-2Formattingandwritingeffectiveinternaldocuments有效机构内部文件有效机构内部文件的格式及撰写的格式及撰写ObjectivesIdentifythepartsofamemo.Understandtraditionalandsimplifiedmemoformats.Explainwaystoorganizememosande-mailmessages.Listandexplaintheguidelinesforwritingeffectivememosande-mailmessages.PartsofaMemoA.Memoheading:

TO（receiversname）FROM（sendersname）DATE（noabbreviation）SUBJECT（briefphrasetothepoint）B.MemobodyNosalutation;usuallysingle-spacedC.Memonotationsattachment;alphabetized&descendingorderinrankPartsofaMemoMemoformsmultiformpaperFormattingMemosTwostyles:

Traditionalmemoformat（Sampleon108）Simplifiedmemoformat（Sampleon108）Guidelinesforplanning&organizingmemo&e-mailStepsforplanningmemo:

IdentifytheobjectiveIdentifythemainideaDeterminesupportinginformationAdjustcontenttoreceiverOrdersformemosdirectorderforgoodnewsandroutinerequestindirectorderforbadnewsandpersuasionGuidelinesforwritingmemo&e-mailConsultthedetailsfromP.111-113ExerciseChapter4-1&21.whatarethefourstandardcomponentsinamemoheading?

a.to,from,enclosed,subjectb.to,from,date,subjectc.to,from,subject,enclosed,signatured.to,from,enclosed,signature2.weintendtokeepthe_.a.statusquob.statusquotec.standardquod.statusquestion3.memosaremessagesthatsupervisorsandpeerswillusetojudgeyour_.a.dutyb.jobperformancec.on-the-jobd.on-the-job-performanceAnswers:

1B;2A;3DExerciseChapter4-1&23.memosarelessexpensive,_andcomplexthanconferencecallsormeetings.a.timesavingb.timeusingc.timeconsumingd.timehonored4.whatarethetwomostcommoninternaldocumentswithanorganization.a.memosandmessagesb.memorandumsande-mailmessagec.lettersandmemosd.lettersande-mails5.memoscanbesentvia_or_.a.hardcopy,easilyb.softcopy,electronicallyc.hardcopy,electronicallyd.softcopy,easilyAnswers:

3C;4B;5CExerciseChapter4-1&26.Whentousememos?

a.providearecord,advise,direct,orstatepolicy,promotegoodwillb.providearecord,inform,promotegoodwillc.providearecord,inform,advise,direct,d.providearecord,direct,orstatepolicy,inform,promotegoodwill7.In_,alllinesbeginattheleftmargin.a.blockformatb.modifiedblockformatc.simplifiedblockformatd.simplifiedformatAnswers:

6D;7A8.Whatisthepurposeofamemothattellsanemployeetomakeaspecificpurchase?

Todirect9.Whatisthepurposeofamemoinwhichthevicepresidentofhumanresourcesprovidesinformationonthenewenrollmentproceduresforhealthcareplans?

TostateapolicyExerciseChapter4-1&210.Whatisthepurposeofane-mailmessageinwhichasupervisorsuggestsanoptionforhandingadisciplinaryproblem?

Toadvise11.Whatisthepurposeofamemodetailingdecisionsmadeduringamee