资源简介

(共46张PPT)
Part I: Warming-up Activities
2
Learning Objectives
1
5
Part II: Sample Study & Writing Tips
3
4
Part III: Vocabulary in Use
Part V: Key Sentences for References
6
Part IV: Practical Writing Tasks
1
Learning Objectives
To be proficient in
understanding useful words and expressions used in memos;
mastering the essential elements included in a business memo;
practicing writing business memos.
Part I: Warming-up Activities
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Read the following passage and learn about the business memo.
Memo is a simple and efficient message that is used to remind of or draw someone’s attention to certain matters. It is efficient because its format conveys the writer’s ideas quickly and directly to the readers.
First of all, business memos are used to solve problem and keep “memory”. They solve
problems either by informing the reader about new information, like policy changes, price increases, etc., or by persuading the reader to take an action, such as attending a meeting, using less paper, or changing a current production procedure. Regardless of the specific goal, memos are most effective when they connect the purpose of the writer with the interests and needs of the reader.
Another purpose of memos is to be filed up as part of an organization’s “memory”. Memos are often the first documents gathered in legal cases and policy disputes with organizations. Even though the primary audience, purpose, and your role in writing a memo might well defined, keep in mind the broader implications of the memo as a document representing you, relationships within an organization, and the organization itself.
Unlike business letters, which include inside addresses, salutations, and complimentary closings, business memos have just two sections: the heading and the body. To simplify the communication process, many firms and organizations use memo pads with pre-designed formats. You just file the relative words in the blank space, and then a memo will be produced in a few minutes.
To begin with, the heading has four parts: TO, FROM, DATE and SUBJECT. They can be placed in vertical or horizontal order.
In addition, the body can be divided into four sections: opening segment, summary segment, discussion segment and close segments in formal and complicated memos.
1) The purpose of a memo is usually found in the opening paragraph and is presented in
three parts: The context and problem, the specific assignment or task, and the purpose of the memo. 2) If your memo is longer than a page, you may want to include a separate summary segment. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research, but remember to keep it brief. 3) The discussion segments are the parts in which you get to include all the details that support your ideas. 4) After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take.
Work in pairs and write down the key elements involved in a business memo.
Work in pairs or groups to discuss the following questions.
1. What is business memo Is it like common business letter
2. What is the purpose of business memo
3. What is the layout of business memo
4. What do you mean by opening segment
5. What is the function of summary segment
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Part II: Sample Study &
Writing Tips
# Sample 1 Business Memo
# Writing Tips
Whether business memo is formal or not, the part of OPENING should start directly and restate and amplify the main idea. In the part of BODY, try to explain and discuss the topic by using graphic highlighting to facilitate reading, comprehension, and retention. In the part of CLOSING, summarize the message, or provide a closing thought.
Conciseness is a very important principle to observe in business memo writing. As an efficient form of internal communication, memos contain only what you intend to convey. Often you do not have to provide background information when you are certain the reader knows about the subject discussed in the memo, nor do you need to make as much goodwill effort as you do in letters to your business partners outside of the organization.
Compare the following expression to see which one is more appropriate in the part of OPENING:
This is to inform you that we must complete the annual operating budgets shortly. Over
the past two months many supervisors have met to discuss their departmental needs.
2. All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual
operating budgets for their departments.
# Sample 2 Business memo
#Writing Tips
Persuasion and visual signaling are well tactfully written in the above business memo.
Persuasion means business memo should be full, strong and reasonable to persuade person to take the relative action willingly. Hence, try to be cordial, straightforward, avoiding chitchat, but striving toward a relaxed, persuasive and conversational style.
Visual signaling
i. Effective memo writers highlight important words, phrases, points, and sections with
ii. numbers or bullets listed vertically;
iii. boldface or italics;
iv. headings and subheadings.
Complete the sentences with the words given in the blank.
1) _______ all staff: effective immediately, all office communication is restricted to email correspondence as official 2) _______ . The use of instance message program by employee during work hour is strictly 3) _______ . Does this apply to 4) _______ office communication only or relate also restrict external communications It should 5) _______ to all communications. Not only in this office between 6) _______ , but also any outside communications.
# Sample 3: Business Memo
# Writing Tips
Business memo should be written by the principle of clearness. That is to say, memos are written to get someone to do or understand something—be it to spend money, meet a deadline, constructively criticize, or say yes or no. When you do so, people who read memos, cannot hesitate to take action to observe the instruction of memos.
Please try to complete the business memo with the given Chinese.
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Part III: Vocabulary in Use
server /'s :v / n. a computer that provides client stations with access to files and printers as
shared resources to a computer network 计算机服务器
maintenance /'me nt n ns/ n. activity involved in maintaining something in good working
order 维修，保养
database /'de t be s/ n. an organized body of related information 数据库，信息库
reliability /r ‘la ’b l t / n. the trait of being dependable or reliable 可靠，可信赖
critical /‘kr t kl/ adj. urgently needed; absolutely necessary; vital 决定性的，关键的
alley /' l / n. a narrow street with walls on both sides 胡同，小巷
dumpster /'d mpst / n. a container designed to receive and transport and dump waste
装垃圾的铁桶
exception / k'sep n/ n. an instance that does not conform to a rule or generalization 例外
reprimand /'repr mɑ :nd/ n. an act or expression of criticism and censure 训斥，谴责
permanent/'p :m n nt/ adj. continuing or enduring without marked change in status or
condition or place 永久性的，永恒的
via/'va / prep. by ways of; through 经由
accounting/ 'ka nt / n. the occupation of maintaining and auditing records and preparing
financial reports for a business 会计
persuasion/p 'swe n/ n. the act of persuading (or attempting to persuade); communication
intended to induce belief or action 说服力，劝说
conciseness/k n'sa sn s/ n. terseness and economy in writing and speaking achieved by
expressing a great deal in just a few words 简洁，简明
boldface/‘b ldfe s/ n. a typeface with thick heavy lines 黑体字，粗体铅字
chitchat /’t tt t/ n. talk socially without exchanging too much information 闲聊，闲谈
1. system backup 系统备份
2. in effect 有效；事实上
take effect 生效
to the effect 其大意是
3. comply with 服从，遵从；应；顺应；照办
【 联想】 conform to…　　abide by…　　in accordance with…
4. result in 导致
result from…由……造成
5. annual review 年度审核，年度总结
6. be related to 与……相关
be relevant to…
7. HR=Human Resources 人力资源
8. Trust Officer 信托官员
9. stock option 职工优先认股权，在指定时期内定价定额购股权
10. be eligible for 适合于，有……资格
be qualified for…
11. be sure to do 一定能做
be bound to do…
12. turn in 上交 (=hand in)
turn down（婉言） 拒绝； 音量调低
turn to sb. 转向某人（for help）
turn up 把音量调大； 出现（= show up）
Part IV:
Practical Writing Tasks
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Practice 1: Complete the information according to the sample.
The HR manager, John Smith, decides to hold a meeting regarding personnel training. The meeting will be held in Room 202 at 2p.m. on October 30th. He would like to all department managers to attend the meeting. He wishes to write a business memo on October 28th in order to inform them of it.
Practice 2: Fill in the blank with the words and expressions given bellow. Change the form where necessary.
Practice 3: Translation
I. Translate the following sentences from Chinese into English.
1. 请注意，健康与安全检查专员明天将来我处检查工作。
2. 公司认为有必要削减费用。
3. 若有人想在春节顺带休年假，请提前通知各自的经理。
4. 凡骑车上班的员工请将自行车存放在办公楼后面。
5. 我已接到会议通知，在此申请一部投影仪于会上使用。
II. Translate the following sentences from English into Chinese.
Both parties acknowledge that they do not acquire any right in or any intellectual property rights (including without limitation, copyright, trademark, trade secret, know-how) of the other Party under this MOU.
Neither Party shall make any announcement or disclosure concerning the MOU (Memorandum of Understanding) without the other Party’s prior written consent except as may be reasonably required by law.
3. The terms and conditions of this MOU shall be amended only by mutual written
consent between the Parties.
4. China and the United States on Wednesday signed MOU regarding cooperation in
antitrust and antimonopoly investigations.
5. I would appreciate the form filled in and returned to the General Office by April 10, 2009.
Practice 4: Practical Writing
Write a memo, using the following information.
Part V: Key Sentences for References
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※ All the activities of both parties shall comply with the memorandum.
双方的一切活动都应遵守备忘录规定。
※ Both parties agree to change the time of shipment to August and change US dollar into
Renminbi.
交货期改为 8 月并将美元折合成人民币。
※ Your early reply is highly appreciated.
承蒙早日回复，不胜感激。
※ Please kindly send us your price list and catalogue.
恳请寄给我方贵方价格单和产品目录。
※ We should be obliged for your immediate amendment of the L/C to enable us to
make timely shipment.
敬请立刻修改信用证以便我方及时发货。
※ Party B is hereby appointed by Party A as its exclusive sales agent in London.
甲方委托乙方为在伦敦的独家销售代理。
※ This MOU is made out in four copies, two for either party.
本谅解备忘录一式四份，双方各执两份为凭。
※ This MOU is signed and interpreted pursuant to the laws of the People’s Republic of China.
本谅解备忘录是根据中华人民共和国法律签订并依其解释。
※ Would you kindly quote us your lowest price FOB London ASAP
烦请贵方尽快报伦敦离岸最低价。
※ We confirm having cabled you a firm offer subject to your reply reaching us by October
10th.
现确认已向贵方电发实盘， 10 月 10 日前复到有效。
※ The message we want to get across to the customer is that his or her satisfaction is our first
priority.
我们想传达给顾客的信息是，他们的满意是我们的第一宗旨。
※ By lowering our prices we hope to increase sales volume and capture a larger share of
the market.
通过降低价格，我们希望能增加销售量，进而扩大市场占有率。
※ In reply to your enquiry of June 7, 1990, I respectfully offer my latest quotation herewith.
兹回复贵方 1990 年 6 月 7 日来函，特随函奉上我方最新报价。

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