24备忘录.docx

24备忘录.docx

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24备忘录

Module--2Writingfordailyofficework

Project--2.4Memo

Knowledgeaim

1.Learnaboutthedefinition,typesandfunctionof

memo;

2.Grasptheusefulexpressionssuchaswords,phrases

andsentencesformemo;

3.Mastertheformat,structureandcontentsofmemo.

Abilityaim

1.Beabletoskillfullycomposeacorrect,appropriateand

effectivememo.

TaskSituation

WhenZhangHuaarrivedathisofficethismorning（Tuesday,May28th,2011）,hefoundanoteonhisdeskfromhisgeneralmanager,Mr.Stephen.Thedetailsofthenoteareasfollows.

Writeamemoundermynametoallstaffofsalesdepartment,informingthemthatthenewsupplyofcompany-headedcalendarsandball-pensembossedwiththecompanynameandaddress,whicharetobegiventocustomers,havearrivedandwillbeavailabletothemnextWednesday.

IneedtoknowthequantitiesoftheseitemseachmemberofsalesdepartmentrequiresnextMonday.

SupposingyouareZhangHua,howdoyoufinishthetaskassignedtoyou?

Howcouldhedothejobverywell?

Haveyougotanygoodadviceforhim?

Questions

1.Whatbasiccontentsareincludedinamemo？

2.Howisthestructureandformatofamemo？

3.Whatpointsshouldbepaidattentiontowhencomposingamemo?

TheoryBackground

Amemorandum,commonlyknownasamemo,isaverycommonmeansofwrittencommunicationwithinthesamecompanyororganization.Itiswrittenbyalllevelsofanorganization,fromsecretariestoCEOs.

Amemoservesavarietyofpurposes:

（1）Toinstructthereader（s）whattodoandhowtodoit

（2）Toaskthereader（s）forinformationoraction

（3）Tomakeadecisionorappointmentknownpublicly

（4）Togivesomeonepermissionorauthoritytodosomething

（5）Tomakesomesuggestionsorrecommendations

（6）Toapologize

Memosareusuallywritteninaninformalstyle.However,theextenttowhichthememoshouldbewrittendependsonyourfamiliarityandrelationshipswiththerecipient（s）,theobjectivesortopicofthememo.

Accordingtoitscontents,memocanbeclassifiedintoasmanykindsasitcanbe.

SampleStudy

1.Memoformeeting

Memo

To:

AllSalesRepresentatives

From:

WangHao,SalesManager

Re./Sub.:

QuarterlyMeeting

Date:

January12,2011

Inresponsetothefeedbackatthelastquarterlymeeting,ourfourthquartermeetingwillbeheldinGuangzhouHolidayInnonJanuary30.I’veenclosedasimplifiedmaptothemeetingplaceandanagendaofthismeeting.Asusual,themeetingwillstartat9a.m.andendat4p.m.

Ilookforwardtoseeingyouthere.

Enclosures:

1.Asimplifiedmap

2.Anagendaofmeeting

2.Memofortraining

Memo

To:

Allstaffofadministrativedepartment

From:

Philip,HRmanager

Subject:

SecretarialTrainingScheme

Date:

24December,2010

WearegoingtoarrangeaseriesofsecretarialtrainingcoursesinFebruarynextyear.Thecoursesarescheduledasfollows:

（1）Typewriting

（2）SecretaryEnglish

（3）Handlingfiles

（4）HRmanagement

Pleasenotethatthesecourseswillbefreeofchargetoalladministrativestaffonthebasisofthefirst-come-first-served.

Pleasepostitenclosingthedetailsoftheschemeandtheenrollmentmethod.

Enclosures:

1.Thedetailsofthescheme

2.Theenrollmentmethod.

SampleAnalysis

Generallyspeaking,thestructure,formatandcontentsof

memoareasfollows

Amemonormallyconsistsofthefollowinginformation:

1.Head/Title--Justwritetheusualtitle“memo”,locatedonthe

top;sometimesincapitalletters.

Memo/MEMO

2.Memoreceiver--Tostatetowhomthemessageissent.

To:

AllSalesRepresentatives

3.Memosender--Tostatebywhomthemessageissent.

From:

WangHao,SalesManager

4.Regarding./Subject--Tostatethesubjectmatterofmemo.

Regarding./Subject:

QuarterlyMeeting

5.Date--Tostatethedatewhenthememoispublished.

Date:

January12,2011

6.Body/Content--Tostatethemaincontentthatthememoisconcernedabout.

Inresponsetothefeedbackatthelastquarterlymeeting,ourfourthquartermeetingwillbeheldinGuangzhouHolidayInnonJanuary30.I’veenclosedasimplifiedmaptothemeetingplaceandanagendaofthismeeting.Asusual,themeetingwillstartat9a.m.andendat4p.m.

Ilookforwardtoseeingyouthere.

7.Enclosure--Toattachsomedetailsthatarerelatedwiththecontentbutarenotconvenienttostateinthecontentpart.

Enclosures:

1.Asimplifiedmap

2.Anagendaofmeeting

Guidelines

1.Identifyyourreader（s）–Identifythepersonorpersonstowhomyouarewriting.Thinkaboutwhomtheyare,whattheyknow,whatinformationtheyneed,andhowtheyaresituated.Memosaremosteffectivewhentheyconnectthepurposeofthewriterwiththeinterestsandneedsofthereader.

2.Beconciseandclear–Makeyoursentencesshortandto-the-point.

3.Beappropriatelycourteous–Makeyourwritingsoundlikeyouandconveyyoursincerity.

4.Theeasywordsarealwaysthefirstchoiceinwriting

amemo.Amemoshouldbewrittenwithshortsentencesand

shortparagraphs.Useatonethatareappropriateforyour

subject,audience,andpurpose

5.Useabusiness-liketone–Usethefirstperson（Iorwe）;useshort,simplewords;usetheactivevoice.Makeyourmemotextseasytoreadandunderstand.

6.Maketheheadingsandimportantinformationstandout–Usetypographicaldevicessuchasasterisks,underlining,boldfacingoritalicstohighlightthekeypoints.

7.Onememoforonematterortopic.Usealistofnumberedpoints,whichhelpsthereadertogetabettercomprehension.

Stateyourpurposeintheopeningparagraph.Useaforecastingstatementtotellyourreaderwhatyouwillcoverinthememo.

8.Reviseandproofreadyourwork–Makeanefforttoreviseandproofreadyourmemowritingsbeforeyousendthemout.Editandreadcarefullybeforesendingthememos.Otherwiseanymistakeinamemomightcausenegativeeffects.

UsefulExpressions

1.Belowisthe…meeting/conferencearrangement/schedule.

以下是……会议的安排/日程。

2.Thefollowingisastatusupdatefor…以下是……的最新状况。

3.Pleasetakenotethat…请注意，……

4.Iwouldappreciatehavingyourreports/suggestions/proposalsbeforeSunday.若能在周日前看到你的报告/建议/提议，我将十分感激。

5.Thepolicyisontrialandallcommentsastohowthismayprogressarewelcome.这项措施在试行中，欢迎对措施如何进行提出建议。

6.Pleaseensureproductionsafety.请确保生产安全。

7.Attachedaretheminutesforthemeeting.附上会议记录。

8.Someproposalsareenclosed.附上一些提议。

TaskSolving

Afterstudyingandreferringtowhathasbeenpresentedasabove,youorMrs.Gangmaycometoknowhowtoskillfullycomposeanappropriate,correctandeffectiverecommendationletterforZhangHua?

Memo

To:

Allstaffofsalesdepartment

From:

Mr.Stephen,GeneralManager

Re./Sub.:

TheQuantitiesoftheItems

Date:

May28th,2011

Iaminformingyouthatthenewsupplyofcompany-headedcalendarsandball-pensembossedwiththecompanynameandaddress,whicharetobegiventocustomers,havearrivedandwillbeavailabletoyounextWednesday.

IneedtoknowthequantitiesoftheseitemseachofyourequiresnextMonday.

Practices

1.Fillinginblanks

Directions:

FillinthefollowingblanksaccordingtotheChinesehintsinthebrackets.

TO:

GTSStaff

FROM:

theGeneralManagerofGTS

SUBJECT:

Commendation-TRCProject

DATE:

April18,2009

Thepurposeofthisistoofficially1._________（嘉奖销售人员）fortheir2._________（重大的特殊的贡献）throughouttheirassignmenttotheTRCProject.Theirenthusiasm,salesstrategy,andproductknowledgewerepivotalto3.__________

（及时地成功地完成该计划）.

Ibelievethattheorganizationasawholeshouldrecognizetheirexceptionalcontributiontoamajorproject.Tothankthemfortheiroutstandingworkanddedication,thecompany4.__________（将发放5000元的奖金支票）toeachofthememberofthesalesdepartmentnextweek.

Pleaseletmeknowifyou4._________（如有任何疑问或意见）.

1.commendoursalescolleagues

2.significantandexceptionalcontributions

3.thetimelyandsuccessfulcompletionoftheProject

4.willdistributeabonuscheckworth￥5,000

5.haveanyquestionsorcomments.

2.SituationalWriting

Pleasecomposearecommendationletteraccordingtothefollowinghints.

Direction:

YouworkasthesecretaryoftheGeneralManager.Writeamemotoallstaffinyourcompany,tellingthemthatanewentranceguardsystemhasbeeninstalledintheofficebuildingandtheyshouldupdatetheiremployeecardsinthesecuritydepartmentwithinthisweek.

To:

Allstaff

From:

Jenny,SecretaryoftheGM

Subject:

InstructionforNewEntranceGuardSystem

Date:

July8th,2010

Anewentranceguardsystemhasbeeninstalledintheofficebuilding.Toavoidinconvenience,pleaseupdateyouremployeecardinthesecuritydepartmentwithinthisweek.