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(共20张PPT)
Unit 2
Memo Writing
Learning Objectives
know the function of a memo;
know basic elements & principles of memo writing;
draft and write a one-page business memo.
Section One
General Introduction
A memo (memorandum) is a brief written record typically used for communication within an organization, including members of your department, upper management, employees at another company location, etc..
The key elements of memos are: who, what, when, where, why, how, etc..
I. Format
To (readers’ names and job titles)
From (your name and job title)
Date (complete and current date)
Subject (what the memo is about)
1. The reason you are writing
2. All relevant facts (Main Body)
3. A statement of the expected action or outcome
(Signature)
Ⅱ. Tips
Keep the 7Cs principles as well as the 5Ws in business writing in your mind.
Begin with the information that is most important.
Headings help the reader skim for sections of the document.
For easy reading, put important points or details into lists rather than paragraphs when possible.
Numbered and bulleted lists make information easy to scan. Be careful to make lists parallel in grammatical form.
Ⅲ. Warm-up Exercise
You are Jack Wang, the Personnel Manager of your company. You write a memo to Henry Smith, the Sales Manager of the same company to talk about the applicants for sales post.
Points
You send him some resumes.
Ask him to choose whom he wants to interview.
You will arrange interviews for him.
Sample 1
To: Henry Smith, Sales Manager
From: Jack Wang, Personnel Manager
Date: May 14, 2011
Subject: Applicants for Sales Post
Attached are the resumes and certificates of four applicants who have applied for your department position. Please evaluate these applicants and then recommend people you want to interview to me. As soon as I have the names, I will make arrangement for the interviews.
J.W.
Sample 2
Nancy is a colleague of Ted Feng. After she received a call from Paul, one of their clients, she writes a memo to Ted Feng to remind him of Paul’s arrival.
Points
Paul’s flight No. is JL608.
Paul wants to meet Ted Feng at 5:00 p.m. the next day at the airport.
Ted Feng is required to drive Paul to Holiday Inn.
To: Ted Feng From: Nancy
Date: Oct. 1st Subject: A Date
Paul called you, just when you were out. He will arrive at 5:00 p.m. tomorrow on flight No. JL608. You are requested to meet him at the airport and drive him to Holiday Inn.
Nancy
Sample 3
To: Mary White, Office Manager From: Joe Chan, General Manager
Date: June 1, 2011 Subject: Need for New Memo Format
I’ve noticed we don’t seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives.
While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral. Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 a.m. on June 2. I will then send out a notice to the entire staff regarding the new memo format.
Thank you for your prompt attention to this matter.
Joe Chan
Sample 4
To: All Staff From: Mary White, Office Manager
Date: June 2, 2011 Subject: New Memo Format Effective June 1, 2011
In order to make interoffice communication easier, please adhere to the following guidelines for writing effective memos:
Clearly state the purpose of the memo in the subject line and in the first paragraph;
Keep language professional, simple and polite;
Use short sentences;
Use bullets if a lot of information is conveyed;
Proofread before sending;
Address the memo to the person(s) who will take action on the subject and CC those
who need to know about the action;
Attach additional information; don’t place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please don’t hesitate to call me.
Thank you.
Mary White
Section Three
Situation Writing
Situation 1
As a sales man, you would like to attend a sales conference in New York next month, but your department is trying to reduce expenses.
Complete the following memo to your manager, Rose Carpenter.
Points
Asking her to allow you to go to the conference.
Explaining why you think you should go.
Suggesting how you could reduce the cost of the trip.
To: Rose Carpenter, the Sales Manager
From:
Date:
Subject:
Could you allow me to go to the sales conference in New York next month, please I am very interesting in sales and _____________________________________________________________（相信参加这种营销会议不仅会给我个人还会给公司带来益处）. If you agree,
______________________________________________（为了降低费用，我可以和同事一起拼车赴会）.
Thanks.
(Signature)
I believe that both I myself and our company can benefit from
attending it
I could go by car with my colleague to reduce the cost
Situation 2
You’ll have a meeting with Mr. James Lewis, who is your teacher. But you have to cancel it because of an emergency. Complete the following memo.
Points
Apologize for the cancellation.
Explain why this is necessary.
Suggest another meeting when you are free.
To: Mr. James Lewis
From:
Date:
Subject:
I do apologize for the cancellation of our meeting this morning because of a very bad stomachache. So I would say we make another date for our meeting. __________________________________________________________________________________________________________________________________（本周四、五上午和下周三下午我有空，不知您是否方便见我）？
Please give me an answer soon.
(Signature)
I will be free in the morning of this Thursday & Friday ,the afternoon of this Wednesday. I wonder if it is convenient for you to make an appointment with me
Situation 3
Analyze the advantages & disadvantages of the memos below.
To: All Members of Staff, Northern Branch From: K.J.L
Date: December 5, 2004 Subject: Personal Computer
The board urgently requires feedback on our experience with PCs in Northern Branch. I need to know, for our report:
1. what you personally use your PC for and your reasons for doing this. If you are doing work that was formerly done by other staff, please justify this;
2. what software you use. Please name the programs;
3. how many hours per day you actually spend using it;
4. how your PC has not come up to your expectations;
5. what unanticipated uses you have found for your PC.
Please fax this information directly to me by 5 p.m. on Wednesday, December 7.
If you have any queries, please contact my assistant, Jane Simmonds, who will be visiting you on Tuesday, December 6.
Thank you for your help.
Chris
To: Liz From: Chris
Date: December 5, Subject: The Seminar
Liz,
I write to you because I will attend a seminar next week. I think it’s interesting because it is related to our actual job.
I think that you could be interested and we could travel together. I wait for your answer.
Bests regards,
Chris
Situation 4
In the office where you work, there is a problem with the computers. Write a memo to Bob Hargreaves, the IT engineer in your company.
Points
Say which office you work in.
Describe what the wrong is with the computers.
Request repairs as soon as possible.
Hello Bob
In the Quality dept. where I work, we have a problem with our computers. From Monday we have not been able to log on the MRB program.
Can you please come and repair this as soon as possible.
Regards

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