商务英语写作备忘录.pptx

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1、商务英语写作商务英语写作(xizu)备忘录备忘录第一页，共17页。How to write a business memoHow to write a business memo内容简短：备忘录市商务书面沟通中最简短的形式内容简短：备忘录市商务书面沟通中最简短的形式(xngsh)(xngsh)之一，具备快速阅读的特征。之一，具备快速阅读的特征。信息具体：如果要用备忘录告诉同事们有个会议或信息具体：如果要用备忘录告诉同事们有个会议或活动，就把具体的日期时间告诉他们。活动，就把具体的日期时间告诉他们。内容有组织：便于读者呢个迅速找到需要的信息。内容有组织：便于读者呢个迅速找到需要的信息。不管是直接

2、还是委婉，内容都要有组织，不要让对不管是直接还是委婉，内容都要有组织，不要让对方浪费时间思考你是什么意思。方浪费时间思考你是什么意思。第1页/共16页第二页，共17页。The format of a memo 汉 语 的“备 忘 录”来 自 英 语 的memorandum，实际应用中通常使用其缩写形式memo，作标题时一定要大写首字母，或者四个字母都大写。备忘录由名称(title)，标题区(heading)和正文(body)三部分组成。其中标题区包括(boku)四部分内容：备忘录的撰写人，收件人，发送日期及主题。第2页/共16页第三页，共17页。备忘录的基本格式如下（排列格式多为齐头式）：Me

3、mo To:写出全名，有时可以加上职位From:写出全名，有时可以加上职位Date:写出完整日期，月份可以采用缩写Subject:主题简短(jindun)，明确，具体Message:直接写出重点，用一到两个句子把主要的信息写出来。可以只有一个句子，也可以有好几个段落。Re:New Year Party Subject:Autumn Trading Fair Subj.:Christmas Celebration SUBJECT:Beefits Coordinator Suggests Pinggu Outing 第3页/共16页第四页，共17页。Memo Changes of the orde

4、r To:Subject:From:Change Change goods goods details details of of this this mornings mornings order order(Ms.(Ms.Sanchez Sanchez from Royale Engineering)from Royale Engineering)Send Send 3 3 units units of of model model 1380 1380 and and 4 4 units units of of model model 1935 1935 by by sea.sea.The

5、y don not need insurance and we will pay for sea transport.They don not need insurance and we will pay for sea transport.Date:24 November,2013Dispatch Department Brian Davison第4页/共16页第五页，共17页。如果你选择使用标题形式写出“事由”，要注意用词应当概括性强、言简意赅。“事由”是备忘录的“题眼”，作用在于突出备忘录的写作目的或其主要内容，使收件人迅速识别备忘录的主要意图，判断应由哪个业务部门处理、与自己是否有关系

6、。事由一项等于(dngy)备忘录的标题；换句话说，备忘录的主旨应当体现在事由的表述之中。请比较以下同一个会议纪录的六种事由标题，第5页/共16页第六页，共17页。Minutes of the meeting of the Second Board of Directors Minutes of the Meeting of the Second Board of Directors Minutes of the Second Meeting of the Board of Directors Minutes of the Second Meeting:Board of Directors Bo

7、ard of Directors:Minutes of the Second Meeting Board of Directors:Meeting Minutes,October 23,2007第6页/共16页第七页，共17页。Practice 1Practice 1Your companys Sales Director is visiting you Your companys Sales Director is visiting you next Thursday morning.next Thursday morning.Write a memo to your assistant,K

8、erstin:Write a memo to your assistant,Kerstin:Telling her about the visit;Telling her about the visit;Explaining the reason for the visit;Explaining the reason for the visit;Saying what information the Sales Director will Saying what information the Sales Director will need on the day.need on the da

9、y.Write about 30-40 words.Write about 30-40 words.第7页/共16页第八页，共17页。MemoMemo About the visit of Sales Director To:Subject:From:Date:5th March,2013Ms Kerstin Stephen Chan,Managing Director Our companys Sales Director,Mr.Johnson,is visiting our branch next Thursday morning to check the sales picture of

10、 our region.Please prepare the sales figures of all our product lines for his inspection.Thanks!第8页/共16页第九页，共17页。Practice 2Practice 2You You are are a a manager manager and and going going to to spend spend holidays holidays in in Hawaii Hawaii in in June.June.Suddenly Suddenly you you received rece

11、ived a a letter letter from from an an important important customer,customer,Mr.Mr.Elton Elton Deland,Deland,who who will will arrive arrive on on 25th 25th June June and and discuss discuss the the claim.You have to delay the trip till July.claim.You have to delay the trip till July.Write a memo to

12、 Ms.Anne Franks,your secretary:Write a memo to Ms.Anne Franks,your secretary:Explain why you postpone your tripExplain why you postpone your tripMention the date when Mr.Elton Deland will arriveMention the date when Mr.Elton Deland will arriveAsk her to arrange your meeting.Ask her to arrange your m

13、eeting.第9页/共16页第十页，共17页。Memo Memo To:Subject:From:Date:22 September,2013Anne FranksWu ShanTrip delayI have to delay my trip to Hawaii till July,as Mr.Elton Deland will arrive in London on 25th June and discuss the claim face to face.Please arrange our meeting on 26th June.第10页/共16页第十一页，共17页。Types of

14、 Memos1.Instruction Memo(指示(zhsh)性备忘录)Style:simple and direct.Content:1)INTRODUCTION,2)DETAILS 3)RESPONSE OR ACTION TO BE TAKEN 4)CONCLUSION第11页/共16页第十二页，共17页。ExampleTo:All StaffFrom:Allen Smith,Administrative OfficerDate:May 12,2006Subject:Operating Instructions for New Copying Machine A New photoc

15、opier has been installed in the general office.All staff is welcome to use it.(introduction)第12页/共16页第十三页，共17页。To ensure the copiers survival,it is important to To ensure the copiers survival,it is important to keep the following procedures in mind.(keep the following procedures in mind.(detailsdeta

16、ils)Use the machine for no longer than 30 minutes Use the machine for no longer than 30 minutes at a time.at a time.After use,allow the machine to cool for at least 5 After use,allow the machine to cool for at least 5 minutes.minutes.Make sure the switch is turned off after use.Make sure the switch

17、is turned off after use.Please speak to me if you have any questions Please speak to me if you have any questions about the machine.(about the machine.(responseresponse)第13页/共16页第十四页，共17页。上级上级(shngj)(shngj)致下级致下级 Memos from the Management Memos from the Management例例1推迟推迟(tuch)圣诞晚会备忘录圣诞晚会备忘录(Postponi

18、ng the staff Christmas party)TO:All Staff FROM:Management DATE:November 9,2007 SUBJECT:STAFF CHRISTMAS PARTY 第14页/共16页第十五页，共17页。Its that time of year again.As you all know,Christmas is our busiest season of the year.Every year it is a struggle for management and supervisors to find the time and ener

19、gy to organize a staff Christmas party.This year,we have decided to postpone the Christmas party until after our busy season.Party Details:Date:Third Saturday in January Theme:Celebration Food:Turkey,Christmas pudding,smoked salmon Special events:Karaoke and belly dancing We apologize that the celeb

20、ration will have to wait until the new year,but we guarantee that it will be worth the wait.Anyone interested in volunteering to help out with the event is encouraged to call Lucy,our events coordinator.Lucys cell phone number is 1234-567-8900.Regarding this matter,please contact her outside of business hours.Thank you.Management第15页/共16页第十六页，共17页。感谢您的观看感谢您的观看(gunkn)。第16页/共16页第十七页，共17页。