Memo备忘录的写法.ppt

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1、Definitionu Memorandum, memo for short, is a written message sent by one person to another or a group of people within the same organization. u A memo is usually more direct, concise and less formal than a business letter. Format uTitlel Memorandum/ MemouHeading l To recipientl From senderl Date Mon

2、th Day, Yearl Subject TopicuBody l Opening l Discussing l Closing Format uTo: recipients names and job titlesuE.g. uTo: David Lin, Sales ManageruIt is usually not necessary to use Mr., Mrs., Miss or Ms. unless the memo is very formal.uFrom: your name and job titleFormat uDate: current dateuSubject:

3、The subject line should be specific and brief.uE.g. “uMandatory Employee Benefits Meeting” rather than “Meeting”How to write a subject lineuWrite a complete sentenceuThe company is going to install a new security system.uOmit all the unnecessary wordsuInstall a new security systemuRearrange the word

4、 orderusecurity system install uChange the part of speechuSecurity system installationFormat uBody: u Opening:uState or emphasize the purpose uDiscussion:uReasons, details or explanations that support the main idea.uClosing: uA requirement or informing action to take.uUse separate paragraphs to pres

5、ent ideas: each paragraph should concentrate on one idea.Guidelines uAll lines of the memo begin at the left margin.uThe text begins two spaces after the subject line.uNo closing remark such as Sincerely or Best regards is necessary.uIf the memo is longer than a page, repeat the “To” line, the date,

6、 and the subject line on and add a page number to subsequent pages.Guidelines uBeing direct uAvoid over-politenessBeing direct The common beginning expressions, if any, should be:Please be informed thatPlease note thatIt has come to my attention thatIt has been brought to my notice thatOr simply add

7、 “please” or “I would like you to” before giving instructions.Avoid over-politeness Some polite expressions commonly used in business letters will find no place in memos.uI would appreciate it very much if you could have the forms filled in and returned to the Administration Office by 12 June 2010.u

8、Please be sure to have the forms filled in and returned to the Administration Office by 12 June 2010.uThank you for reminding me of the meeting, and I should like to have an overhead projector for the session.uI have been informed of the meeting and would ask for an overhead projector for the sessio

9、n.Format Memorandum To : Iris Anderson, Trust Officer From : Sam Jones, Payroll Accounting Date : 23 October 2009Subject : Request for Update on Stock Option Participation We need an update on those employees in your departmentwho are participating in the company stock option plan.Please list the na

10、mes of those who are currentlyparticipating and their years of service. Also list anyone whowill be eligible for participation next year. Be sure to turn in this information to me by 28 October. S. J. ExerciseuSuppose you are the president of a company. Write a memo to the vice-president, Percy Whit

11、e, to notify him the employees training on computer and ask him to write a plan. uThe following information should be included in the memo:u 1. time and place of the training;u 2. how many people and who should attend the training;u 3. how to organize. u 4. other matters. SampleuTo: Percy Shelly, Vi

12、ce PresidentuFrom: Li Ming, PresidentuDate: January 20, 2008uSubject: Computer Training uI am writing this MEMO to inform you that we are going to have a computer training among our employees. And the details are listed as follows.uFirstly, I would like you to design our own in-house computer-traini

13、ng program. We had better classify the employees according to their posts and put them through the program in turn. Secondly, the position will commence at the end of May and will last through to the end of August. Finally, please write up a brief plan, describing your additional ideas and suggestio

14、ns concerning this training. uIf you have any questions, please do not hesitate to contact me for more information. Homeworku weve had several complaints from customers saying that some of them received the books they ordered with the wrong invoices, and some were sent the correct invoices with the

15、wrong books. This has never happened before. The Managing Director, Mr Augustus Foley, is very concerned about this. Will you please draft a memo, under his name, a copy of which can be sent to all workers in the Dispatch Department, expressing his concern and asking them to give their full attentio

16、n to their work and to double-check that the correct invoices are sent with orders? I know they have had several new workers starting there during the last 6 months but they must take them to the Dispatch Department Manger, old Harry Hawke. Oh, yes, write it in a friendly, helpful tone and not a thr

17、eatening one. Memorandum To: All workers, Dispatch Department From: Mr Augustus Foley, Managing Director Date: 12 June 2000Subject: Dispatch Books Several complaints have been received from customers who havebeen sent the correct orders with the wrong invoices and the wrongorders with the correct in

18、voices. Please take extra care to ensure thatboth orders and invoices are correct. I am aware that we have several new members of staff in thisdepartment and I am not putting the blame onto them. However, ifanyone has a problem they should speak to Harry Hawke who will beable to assist them. I am concerned as this problem has never happened before. u