商务交际英语Chapter4.ppt

1、English&Communication For Colleges 商务交际英语（上）Chapter 4 Writing Memos and E-mail 备忘与电子邮件的写作Contents 4-1 Uses of internal documents.4-2 Formatting and writing Effective internal documents 4-3 Abuses of internal documents 4-4 Writing meeting communications 4-1 Uses of Internal Documents 机构内部文件的使用机构内部文件的

2、使用ObjectivesExplain how memos are used in internal communication.Explain how electronic memos,e-mail messages,are used in internal communication.Describe when to use memos and e-mail messages.Four Parts Internal documents机机构内部文件部文件 Business memos 商商务备忘忘E-mail messages 电子子邮件信息件信息Memos-When to use the

3、m 备忘忘什什么时候使用？候使用？Internal documentsInternal documents the documents which are written for the use within an organization The two most common internal documents Memos and E-mail Effectively written messages are a necessity for clear communication within any business setting.Business Memos Memorandums

4、(memos)are informal messages sent to persons within an organization.How can memos be sent?Memos can be sent via hard copy(printed on paper)or electronically(via computer and modem or network connection).More concise&less formal Not include receivers complete addressE-mail Messages What advantages ar

5、e there to sending e-mail memos?(P101)MemosWhen to use them Advantages of memos compared with letterCan be sent to several receiversTake less time Less expensiveFunctions of memosProvide a record Advise,direct,state policy Inform Promote goodwillKey Phrases&Sentence Structures(P101 E-mail Messages)A

6、s more workers telecommute远距离工作距离工作(work from computer stations in their homes)or have their own personal computers at work,e-mail is beginning to take over取代取代 formal memo writing in many companies.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Key Phrases&Sentence Structu

7、res (P103，Para.2)Memo are messages that supervisor and peers同事同事 will use to judge your on-the-job performance岗位位业绩/工工作表作表现;therefore use them with care.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。Key Phrases&Sentence Structures（P103，Para.4)For example,suppose that you took part in a

8、meeting to revamp your companys maternity/paternity leave policy.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4-2 Formatting and writing effective internal documents 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ObjectivesIdentify the parts of a memo.Understand traditional and simplified memo formats.Explain ways to organiz

9、e memos and e-mail messages.List and explain the guidelines for writing effective memos and e-mail messages.Parts of a Memo A.Memo heading:TO(receivers name)FROM(senders name)DATE(no abbreviation)SUBJECT(brief phrase to the point)B.Memo body No salutation;usually single-spaced C.Memo notations attac

10、hment;alphabetized&descending order in rankParts of a MemoMemo forms multiform paperFormatting Memos Two styles:Traditional memo format (Sample on 108)Simplified memo format (Sample on 108)Guidelines for planning&organizing memo&e-mailSteps for planning memo:Identify the objective Identify the main

11、ideaDetermine supporting information Adjust content to receiverOrders for memosdirect order for good news and routine requestindirect order for bad news and persuasionGuidelines for writing memo&e-mail Consult the details from P.111-113ExerciseChapter 4-1&21.what are the four standard components in

12、a memo heading?a.to,from,enclosed,subjectb.to,from,date,subjectc.to,from,subject,enclosed,signatured.to,from,enclosed,signature2.we intend to keep the _.a.status quo b.status quote c.standard quo d.status question3.memos are messages that supervisors and peers will use to judge your _.a.duty b.job p

13、erformance c.on-the-job d.on-the-job-performanceAnswers:1B;2A;3DExerciseChapter 4-1&23.memos are less expensive,_ and complex than conference calls or meetings.a.time saving b.time using c.time consuming d.time honored4.what are the two most common internal documents with an organization.a.memos and

14、 messages b.memorandums and e-mail message c.letters and memos d.letters and e-mails5.memos can be sent via _ or _.a.hard copy,easily b.soft copy,electronically c.hard copy,electronically d.soft copy,easily Answers:3C;4B;5CExerciseChapter 4-1&26.When to use memos?a.provide a record,advise,direct,or

15、state policy,promote goodwillb.provide a record,inform,promote goodwillc.provide a record,inform,advise,direct,d.provide a record,direct,or state policy,inform,promote goodwill7.In _,all lines begin at the left margin.a.block format b.modified block format c.simplified block format d.simplified form

16、atAnswers:6D;7A8.What is the purpose of a memo that tells an employee to make a specific purchase?To direct 9.What is the purpose of a memo in which the vice president of human resources provides information on the new enrollment procedures for health care plans?To state a policyExerciseChapter 4-1&210.What is the purpose of an e-mail message in which a supervisor suggests an option for handing a disciplinary problem?To advise11.What is the purpose of a memo detailing decisions made during a mee