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 备忘录备忘录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

2、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页备忘录的基本格式如下（排列格式多为齐头式）：Memo 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Sub

3、ject:主题简短，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Memo Changes of the order To:Subject:From:Change Change goods goods details details of of this this m

4、ornings mornings order order(Ms.(Ms.Sanchez from Royale Engineering)Sanchez 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.They They don don not not need need insurance insurance and and we we will will

5、pay pay for for sea sea transport.transport.Date:24 November,2013Dispatch Department Brian Davison第4页/共16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。事由一项等于备忘录的标题；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Minutes of the meeti

6、ng 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 Board of Directors:Minutes of the Second Meeting Board of Directors:Meeting Minutes,October 23,2007第6页/

7、共16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,Kerstin:Write a memo to your assistant,Kerstin:Telling her about the visit;Telling her about the visit;Explaini

8、ng the reason for the visit;Explaining the reason for the visit;Saying what information the Sales Director Saying what information the Sales Director will need on the day.will need on the day.Write about 30-40 words.Write about 30-40 words.第7页/共16页MemoMemo About the visit of Sales Director To:Subjec

9、t: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 our region.Please prepare the sales figures of all our product lines for his inspection.Thanks!第8页/共16页Practice 2Pract

10、ice 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 received a a letter letter from from an an important important customer,customer,Mr.Mr.Elton Elton Deland,Deland,who who will will a

11、rrive arrive on on 25th 25th June June and and discuss discuss the the claim.claim.You You have have to to delay the trip till July.delay the trip till July.Write Write a a memo memo to to Ms.Ms.Anne Anne Franks,Franks,your your secretary:secretary:Explain why you postpone your tripExplain why you p

12、ostpone your tripMention Mention the the date date when when Mr.Mr.Elton Elton Deland Deland will will arrivearriveAsk her to arrange your meeting.Ask her to arrange your meeting.第9页/共16页Memo To:Subject:From:Date:22 September,2013Anne FranksWu ShanTrip delayI have to delay my trip to Hawaii till Jul

13、y,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Types of Memos1.Instruction Memo(指示性备忘录)Style:simple and direct.Content:1)INTRODUCTION,2)DETAILS 3)RESPONSE OR ACTION TO BE TAKEN 4)CONCLUSION第11页/共16页ExampleTo

14、:All StaffFrom:Allen Smith,Administrative OfficerDate:May 12,2006Subject:Operating Instructions for New Copying Machine A New photocopier has been installed in the general office.All staff is welcome to use it.(introduction)第12页/共16页To ensure the copiers survival,it is important to To ensure the cop

15、iers survival,it is important to keep the following procedures in mind.(keep the following procedures in mind.(detailsdetails)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,a

16、llow the machine to cool for at least 5 minutes.minutes.Make sure the switch is turned off after use.Make sure the switch 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

17、上级致下级 Memos from the Management例例1推迟圣诞晚会备忘录推迟圣诞晚会备忘录(Postponing the staff Christmas party)TO:All Staff FROM:Management DATE:November 9,2007 SUBJECT:STAFF CHRISTMAS PARTY 第14页/共16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 m

18、anagement and supervisors to find the time and energy 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:Ka

19、raoke and belly dancing We apologize that the celebration 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页感谢您的观看。感谢您的观看。第16页/共16页