商务英语写作3-2备忘录.ppt

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1、MemosMemosj In this module,you are expected Module 2:MemosObjectivesto learn about the format and contents of memos;to write memos with correct format and sufficient information.MemosMemos There will be an Oral English in-service training course(在职培训课程）in Zhejiang Sunshine Cashmere Co.,Ltd.Now the t

2、extbooks are ready and are going to be distributed to the trainees.Qiu Xiaoyun,the business assistant of general manager,has helped Human Resource Department to order the textbooks but now she has no idea if the expenses of the textbooks will be borne by the company.Now she writes a memo to Mr.Jin,t

3、he HR director,to ask about this issue.Task Your Try1MemosMemos What are the requirements on the formatof a memo?When and where do people write memosYou are divided into several groups and discuss the following questions.Each group should elect a representative and report your discussion to the whol

4、e class.Notes:whats the meaning of word“memo”Communicative Activity2What is the purpose for people to write memos?Should we use formal language in writing a memo?Why?MemosMemos1.whats the meaning of word“memo”“memo”is short for“memorandum”,which means a short official note that is sent by one person

5、 to another within the same company or organization,we should notice that the plural of“memo”is“memos”while the plural form of“memorandum”is“memoranda”.2.What is the purpose for people to write memos?People write memos for many purposes.Generally speaking,people write memos to state company policies

6、,to ask for or to give specific information or to request confirmation from the recipients.3.When and where do people write memos?when people want to communicate with their co-workers and colleagues for some business issues in written language at work-time,they write memos Communicative Activity2Mem

7、osMemos4.What are the requirements on the format of a memo?There is always a“MEMO”on the top of a memo and therere two parts in a memo:heading and body.We should make clear about the recipient,the sender,the date and the subject in the heading part and write what we want to say in the body part.5.Sh

8、ould we use formal language in writing a memo?Why?Its not always necessary.A more conversational tone or style of language is getting more and more popular nowadays.In most cases,memos can be written the way people talk.But it still depends on the recipient whom we write a memo to.Communicative Acti

9、vity2MemosMemosMEMO To:Mr.Jin,Director of Human Resource Department From:Qiu Xiaoyun,Secretary Date:25 April,2009 Subject:On the Expenses of the Textbooks The part time oral English course is starting soon and the list of the trainees has been collected.Before distributing the textbooks to the train

10、ees,Id like to check on matter:if the expenses of the textbooks will be borne by the company.Please let me know about this before this Friday.Thank you!Sample AnalysisHeadingBodyMemosMemos 1.The definition of a memo A memo is the short form of the Latin word memorandum.But today it is employed as a

11、kind of communication form inside a company or group,in one word,for inner circulation.Summary MemosMemos Summary The definition of a memo Memo can be typed according to their circulation way.Generally speaking there are four types of memo:1)sent to upper management:acting as a report and goes to up

12、per management.2)Sent to divisions affiliated:carrying instructions from upper management.3)sent to all the staff:working as a notice or bulletin.4)sent to colleagues in or outside ones own department:exchanging information.MemosMemos Summary Memo works more than a message carrier,and more than just

13、 a reminder.At certain companies,memo is regarded as s chief medium for inner communication.MemosMemosMost companies have specially designed memo paper.Memo paper pads are also available in many stationery stores.But no matter what sort of memo paper you have,it should present a right format for mem

14、o writing.The right format of a memo is made of heading and body.There are four lines in the heading part,which are To Line(indicating who reads the memo),From Line(indicating who writes the memo),Subject Line(indicating what the topic is for the memo)and Date Line(indicating when the memo is writte

15、n).The Body part is the message.As a memo is used for inner communication,it is usually written in a way not very formal.Some people like to put a signature when ending a memo but it seems unnecessary as there is a“From Line”above.The format of a memo MemosMemos1)I would appreciate the form filled i

16、n and returned to the General Office by April 10,2009.如蒙在2009年4月1日前填妥表格并送回办公室，将不胜感激。2)I have been informed of the meeting and would ask for an overhead projector for the meeting.我已接到会议通知，在此申请一部投影仪于会上实用。3)Members of staff who cycle to work leave their bicycles behind the office building.凡骑车上班的员工请将自行车

17、存放在办公楼后面。Practices Translating2MemosMemos4)If anybody would like to take holidays together with the Spring Festival holidays,please inform your manager in advance.若有人想在春节顺带休年假，请提前通知各自的经理。5)Please note that the Health and Safety Inspectors will be visiting us tomorrow.请注意健康与安全检查专员明天将来我处检查工作。6)公司认为有必要

18、削减费用。The company has found it necessary to cut expense.7)我希望能见到明显的改善。I am hoping to see a visible improvement.Practices Translating2MemosMemos8)请最迟在5月12日将你的信息给我。Please let me have your information by 12 May at the latest.9)我很关注我们公司目前面临的一些问题。I am very concerned with some problems facing our company.1

19、0)我注意到有些信件的地址出错了。It has been my observation that some letters were sent to the wrong addresses.Practices Translating2MemosMemosDirections:Mr.Jin,an important client of your company,is going to visit your factory next week.He wants to confirm his schedule with Mr.Fei,the manager of Production Departm

20、ent.Suppose you were Mr.Feis assistant,Mr.Yang,and write a memo to Mr.Fei to report this issue.Practices Writing1MemosMemosMemo To:Fei Xiang,manager of Production Department From:Yang Jianwei,assistant Date:April 5,2009 Subject:To confirm Mr.Jins Schedule Im writing this memo to confirm Mr.Jins sche

21、dule with you.Mr.Jin is arriving next Monday morning and he will stay here for two days.He wants to visit the factory in the first day and hopes to talk with you about the new manufacturing line on Tuesday morning.Then he is leaving in Tuesday afternoon.Mr.Jin hopes he could get your confirmation before this Friday.