商务英语写作实务课件U2·PPT.pptx

Memo WritingLearning Objectiveslknow the function of a memo;lknow basic elements & principles of memo writing;ldraft and write a one-page business memo.Section One General IntroductionA memo (memorandum) is a brief written record typically used for communication within an organization, including members of your department, upper management, employees at another company location, etc.The key elements of memos are: who, what, when, where, why, how, etc.I. FormatTo (readers names and job titles)From (your name and job title)Date (complete and current date)Subject (what the memo is about)1. The reason you are writing2. All relevant facts (Main Body)3. A statement of the expected action or outcome(Signature). TipslKeep the 7Cs principles as well as the 5Ws in business writing in your mind.lBegin with the information that is most important.lHeadings help the reader skim for sections of the document.lFor easy reading, put important points or details into lists rather than paragraphs when possible.lNumbered and bulleted lists make information easy to scan. Be careful to make lists parallel in grammatical form. Warm-up ExerciseYou are Jack Wang, the Personnel Manager of your company. You write a memo to Henry Smith, the Sales Manager of the same company to talk about the applicants for sales post.PointslYou send him some resumes.lAsk him to choose whom he wants to interview.lYou will arrange interviews for him.Sample 1To: Henry Smith, Sales ManagerFrom: Jack Wang, Personnel ManagerDate: May 14, 2011Subject: Applicants for Sales PostAttached are the resumes and certificates of four applicants who have applied for your department position. Please evaluate these applicants and then recommend people you want to interview to me. As soon as I have the names, I will make arrangement for the interviews.J.W.Sample 2Nancy is a colleague of Ted Feng. After she received a call from Paul, one of their clients, she writes a memo to Ted Feng to remind him of Pauls arrival.PointslPauls flight No. is JL608.lPaul wants to meet Ted Feng at 5:00 p.m. the next day at the airport.lTed Feng is required to drive Paul to Holiday Inn.To: Ted Feng From: NancyDate: Oct. 1st Subject: A DatePaul called you, just when you were out. He will arrive at 5:00 p.m. tomorrow on flight No. JL608. You are requested to meet him at the airport and drive him to Holiday Inn. NancySample 3To: Mary White, Office Manager From: Joe Chan, General ManagerDate: June 1, 2011 Subject: Need for New Memo FormatIve noticed we dont seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives.While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral. Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 a.m. on June 2. I will then send out a notice to the entire staff regarding the new memo format.Thank you for your prompt attention to this matter.Joe ChanSample 4To: All Staff From: Mary White, Office ManagerDate: June 2, 2011 Subject: New Memo Format Effective June 1, 2011In order to make interoffice communication easier, please adhere to the following guidelines for writing effective memos:lClearly state the purpose of the memo in the subject line and in the first paragraph;lKeep language professional, simple and polite;lUse short sentences;lUse bullets if a lot of information is conveyed;lProofread before sending;lAddress the memo to the person(s) who will take action on the subject and CC thoselwho need to know about the action;lAttach additional information; dont place it in the body of the memo if possible.Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please dont hesitate to call me.Thank you.Mary WhiteSection Three Situation WritingSituation 1As a sales man, you would like to attend a sales conference in New York next month, but your department is trying to reduce expenses.Complete the following memo to your manager, Rose Carpenter.PointslAsking her to allow you to go to the conference.lExplaining why you think you should go.lSuggesting how you could reduce the cost of the trip.To: Rose Carpenter, the Sales ManagerFrom:Date:Subject:Could you allow me to go to the sales conference in New York next month, please? I am very interesting in sales and _（相信参加这种营销会议不仅会给我个人还会给公司带来益处）. If you agree,_（为了降低费用，我可以和同事一起拼车赴会）.Thanks.(Signature)I believe that both I myself and our company can benefit from attending itI could go by car with my colleague to reduce the costSituation 2Youll have a meeting with Mr. James Lewis, who is your teacher. But you have to cancel it because of an emergency. Complete the following memo.PointslApologize for the cancellation.lExplain why this is necessary.lSuggest another meeting when you are free.To: Mr. James LewisFrom:Date:Subject:I do apologize for the cancellation of our meeting this morning because of a very bad stomachache. So I would say we make another date for our meeting. _（本周四、五上午和下周三下午我有空，不知您是否方便见我）？Please give me an answer soon.(Signature)I will be free in the morning of this Thursday & Friday ,the afternoon of this Wednesday. I wonder if it is convenient for you to make an appointment with meSituation 3Analyze the advantages & disadvantages of the memos below.To: All Members of Staff, Northern Branch From: K.J.LDate: December 5, 2004 Subject: Personal ComputerThe board urgently requires feedback on our experience with PCs in Northern Branch. I need to know, for our report:1. what you personally use your PC for and your reasons for doing this. If you are doing work that was formerly done by other staff, please justify this;2. what software you use. Please name the programs;3. how many hours per day you actually spend using it;4. how your PC has not come up to your expectations;5. what unanticipated uses you have found for your PC.Please fax this information directly to me by 5 p.m. on Wednesday, December 7.If you have any queries, please contact my assistant, Jane Simmonds, who will be visiting you on Tuesday, December 6.Thank you for your help.ChrisTo: Liz From: ChrisDate: December 5, Subject: The SeminarLiz,I write to you because I will attend a seminar next week. I think its interesting because it is related to our actual job.I think that you could be interested and we could travel together. I wait for your answer.Bests regards,ChrisSituation 4In the office where you work, there is a problem with the computers. Write a memo to Bob Hargreaves, the IT engineer in your company.PointslSay which office you work in.lDescribe what the wrong is with the computers.lRequest repairs as soon as possible.Hello BobIn the Quality dept. where I work, we have a problem with our computers. From Monday we have not been able to log on the MRB program.Can you please come and repair this as soon as possible.Regards