實(shí)用英語(yǔ)寫(xiě)作(practicalenglishwriting).ppt

備忘錄,一、關(guān)于備忘錄 Memo是memorandum(備忘錄)的縮寫(xiě)，是機(jī)關(guān)或公司處理日常事務(wù)時(shí)廣泛使用的一種形式。其用途通常有：上傳下達(dá)、提出意見(jiàn)或建議反饋；各部門(mén)之間相互溝通、交流信息、公布或通知事項(xiàng)；來(lái)函回復(fù)和成績(jī)?cè)u(píng)估等。備忘錄可長(zhǎng)可短，根據(jù)所需傳遞的信息量的多少而 定。行文要簡(jiǎn)明扼要、重點(diǎn)突出、準(zhǔn)確清晰，不能引起歧義，切忌拖泥帶水。許多公司都有自己專(zhuān)用的備忘錄信紙，上面印有諸如“致某某”、“來(lái)自某某”、“主旨是什么”以及日期等項(xiàng)。,英文備忘錄的寫(xiě)作要注意如下幾點(diǎn)： (1)備忘錄通常用來(lái)作為內(nèi)部信息交流的手段； (2)備忘錄上端應(yīng)標(biāo)明：To(收件人)From(寄件人)Subject (主題)Date(日期)等項(xiàng)； 3)文字簡(jiǎn)短，一般只涵蓋相關(guān)的信息； 4)要點(diǎn)的排列順序要合理，內(nèi)容較多的備忘錄通常用數(shù)字編號(hào)； 5)行文有正式、非正式和中性三種； 6)結(jié)尾處多用姓名的詞首大寫(xiě)字母，用簽名的情況比較少見(jiàn)。,二 范文舉例,1范文一：通報(bào)信息 公司各辦公室之間的信息傳遞通常采用備忘錄來(lái)進(jìn)行，其長(zhǎng)短依信息量的多少而定。此外，備忘錄也是公司所有員工、同行或有業(yè)務(wù)往來(lái)的人士之間進(jìn)行聯(lián)系的常用方式，具有“通知”的功能。當(dāng)同一件事需要通知到幾個(gè)甚至幾十個(gè)人時(shí)，就不必寫(xiě)幾十封信，而只需發(fā)一個(gè)備忘錄即可。2009年5月15日，天河對(duì)外貿(mào)易學(xué)校外事辦主任宣告給本部門(mén)所有員工發(fā)出一份備忘錄，就美國(guó)客人來(lái)訪一事做了安排，要求他們各司其職。,MEMORANDUM To: All staff members From: Director of Foreign Affairs Re: Visit of VIPs from U. S. A. Date: May 15, 2009 Please let me know your availability for meeting our U.S.A. group at the airport on the 18th. They will be arriving at 10:00 a.m. and will need to be picked up, taken to their hotel, and helped with any transportation arrangements they may need. An interpreter will accompany them. Please make your calendar for that evening. We will be hosting an after-work cocktail party for them, and I expect all of you to attend. D.H. Extension 406,2范文二：來(lái)訪安排 美國(guó)大通機(jī)器制造公司的總經(jīng)理帕特里夏華盛頓女士，用備忘錄的形式通知各部門(mén)經(jīng)理有關(guān)德國(guó)市場(chǎng)營(yíng)銷(xiāo)代理來(lái)公司總部參觀的事宜及安排。這一備忘錄與“范文一”的格式和行文基本一致，但條理更清楚。 INTEROFFICE MEMORANDUM To: All department heads From: Patricia Washington, General Manager Subject: Visit of German Agent Date: April 16, 2009,Please note that Katy Schmidt, our German agent, will be visiting the company on Friday, April 26. There will be a meeting on that day at 11: 30 a.m. in the Boardroom, which you should all attend. Ms Schmidt will be presenting her marketing plan for expanding sales in the German market. If you wish to join us for lunch at a local restaurant, please let me know as soon as possible. P.W.,3范文三：確認(rèn) 泰達(dá)網(wǎng)絡(luò)技術(shù)開(kāi)發(fā)公司的銷(xiāo)售培訓(xùn)部(the Sales Training Department)是一個(gè)很重要的部門(mén)，由市場(chǎng)營(yíng)銷(xiāo)部經(jīng)理展宏圖直接領(lǐng)導(dǎo)。最近，培訓(xùn)部主任張洪向展經(jīng)理匯報(bào)工作，并與他商討培訓(xùn)部機(jī)制改革的問(wèn)題。展經(jīng)理基本上同意他提出的方案。張洪為了進(jìn)一步確認(rèn)銷(xiāo)售培訓(xùn)部新的組織機(jī)構(gòu)，起草了下份備忘錄 A CONFIRMATION MEMORANDUM To: Zhan Hongtu From: Zhang Hong Subject: Changes in the Sales Training Department Date: July 7, 2009 This will confirm our discussion in your office on Thursday in which we agreed on the following.,1. I am authorized to hire two additional people: an instructor and an audiovisual specialist, effective August 1, at a total annual salary not to exceed ￥58,000. I may allocate this amount as I see fit, depending on the qualifications of the people hired. I am to talk with Liu Liying to discuss my needs and get information about her departments applications on file. 2. Two additional modular office units are to be installed on the fourth floor, and I am authorized to order these units and the equipment that will be required by the two new employees. We agreed on a total expenditure of ￥12,600 for these units and equipment, and I am to prepare the purchase orders for your signature. 3. Hu Kai is to be promoted to the position of Coordinator of Training Materials, also effective August 1, at a 15-percent increase over his present salary. I will prepare a memorandum for your signature, announcing Hu Kais promotion, which will be sent to Distribution Lists B and C. If you have any questions or reservations about these points, please let me know. Otherwise, I will assume that we are in agreement on everything mentioned.,4范文四：業(yè)績(jī)考評(píng) 梅里爾汽車(chē)保險(xiǎn)公司(Merrill Car Insurance Company)每年都要對(duì)每個(gè)員工的工作業(yè)績(jī)進(jìn)行評(píng)定(merit ratings)，為其晉級(jí)、加薪提供佐證。但主管和經(jīng)理們?cè)趫?zhí)行過(guò)程中存在一些問(wèn)題，引起了執(zhí)行副總經(jīng)理詹妮弗布什的不滿。為此，她給這些主管和經(jīng)理發(fā)了一份備忘錄。 REVIEWING THE IMPORTANCE OF MERIT RATINGS To: All Managers and Supervisors From: Jennifer Bush Subject: Merit Ratings Date: December 18, 2009 Each of you will receive this year merit rating forms for the employees under your supervision. I think it is appropriate to point out that these ratings should not be taken lightly. As you know, they play a major role in employee promotion, ,salary increases, and opportunities for advancement.,I am sure you know that you are expected to rate each employee with complete honesty; yet some people insist on giving an “outstanding“ rating in all categories. Its hard for me to believe that there are no average or below-average employees in this company. Certainly there are numerous employees who will be given the highest ratings possible, yet when someone puts all his or her ratings in this category, I suspect the rater is taking the easy way out. Remember, it is your obligation to discuss with each employee the rating you give her or him, pointing out tactfully what you consider to be strong and weak points and suggesting how the employee can improve attitudes, job performance, dependability, and so on. I intend to do a random sampling of the completed merit ratings each of you turns in, and you can expect to hear from me if I think your ratings are unrealistic.,5范文五：申請(qǐng)參加會(huì)議 海倫亨特是恒通美國(guó)有限公司(Hunt America Inc)辦公室的培訓(xùn)主管，為了獲得最新信息和最新技術(shù)的培訓(xùn)方法，她希望參加美國(guó)經(jīng)理培訓(xùn)協(xié)會(huì)(American Society of Training Directors ASTD)舉辦的全國(guó)性主題年會(huì)。為此，她用備忘錄的方式向上一級(jí)主管提出申請(qǐng)，請(qǐng)求批準(zhǔn)她去參加這次會(huì)議。 EMPLOYEE REQUEST TO ATTEND A CONVENTION To: Adam C. Zhang From: Helen Hunter Subject: ASTD Convention in New Orleans Date: February 23, 2009 May I have your permission to attend the national convention of the ASTD in New Orleans on March 12- 15?,This years theme is “The Electronic Classroom“ (see program attached). As you will note, there will be various presentations on the uses of the computer and other electronic equipment. Of particular interest to me is the panel “The Usage of Multimedia in Training“. Equally fascinating will be the forty exhibits featuring hardware and software supplied by most of the leading electronics distributors. I estimate that my expenses would amount to $ 400, for travel, hotel, meals, etc. I honestly think it will be worth that amount if we can get a deeper insight into the applications of electronics to our training program. Cordially, Helen,6范文六：新設(shè)崗位 馬麗萍是一家公司的人事部經(jīng)理，長(zhǎng)期以來(lái)，她一直覺(jué)得為本公司員工提供服務(wù)的工作需要改進(jìn)，因此，她建議在人事部設(shè)立一個(gè)新的部門(mén)，專(zhuān)門(mén)負(fù)責(zé)為本公司員工提供咨詢、休閑娛樂(lè)和學(xué)習(xí)培訓(xùn)等服務(wù)。她用書(shū)信體格式向老板提交了一份備忘錄，請(qǐng)求老板授權(quán)她采取這一步驟。 REQUESTING PERMISSION TO ESTABLISH A NEW POSITION To: Elisabeth Taylor From: Ma Liping Subject: Establishing an Employee Services Department Date: February 17, 2009 Dear Elisabeth, When I talked with you last week, you agreed with my suggestion to create a new Employee Services Department in the Personnel Division, and you asked me for my recommendation of an individual in the company who might fill this position.,After careful study and observation, I have come to the conclusion that Peng Tielin, now supervisor of recruitment and placement, could handle this position very capably. Peng Tielin has been a member of the Personnel staff for five years and has served in various capacities. In each position he showed imagination, enthusiasm, and energy. He is well liked by his co-workers, and I am confident he would have everyones support in this new assignment. Amy Li, assistant supervisor of recruitment and placement, would fill Peng Tielins present position. Attached is a revised job description for Peng Tielin, which incorporates the suggestion you made when we met.,7范文七：舊物再利用 一個(gè)大公司通常會(huì)有一些閑置或未充分利用的物品，如桌子、椅子、計(jì)算機(jī)、打字機(jī)、書(shū)架及其他辦公用品，一些講究效率、懂得開(kāi)源節(jié)流的管理者當(dāng)然不會(huì)無(wú)視它們的價(jià)值。長(zhǎng)壽保險(xiǎn)公司也有不少類(lèi)似的二手物品。公司總經(jīng)理伊恩馬克斯給各部門(mén)經(jīng)理和主管發(fā)了一份備忘錄，要求他們?cè)谟嗁?gòu)新的辦公用品之前，仔細(xì)檢查核對(duì)公司是否已經(jīng)購(gòu)置這些用品，避免浪費(fèi)。這篇備忘錄行文隨意，帶有上司對(duì)下屬說(shuō)話的語(yǔ)氣。 ABOUT A “GRAB BAG“ OF VALUABLE LEFTOVERS To: All Managers and Supervisors From: lan Max Subject: Valuable “Grab Bag“ of Leftovers Date: July 12, 2009,Have you visited Warehouse B lately? If your answer is “no“, I think you will be surprised at the quantity of “goodies“ there. Filing cabinet? We have 16 of those in very good condition. Desks? We have 22 of those. Settees and divans? Youll find an even dozen of these - some in first-class condition. Want a computer? Six IBM computers, all in usable condition, are available. Chairs. Bookcases. Lamps. Pictures. And so on. I wont belabor the print. But remember, if youll check Warehouse B before ordering something new, you may get a nearly free ride. Ive already asked our director of purchasing, Betsy Brown, to check all requisitions to see if she might find exactly what you want in our “grab bag“. And with immediate delivery!,8范文八：意見(jiàn)與建議 晶華大酒店人事部經(jīng)理黎志靖向所有員工發(fā)出信函，請(qǐng)他們就酒店內(nèi)部發(fā)行的刊物職工之家提出意見(jiàn)和建議。酒店會(huì)計(jì)劉躍林按照黎經(jīng)理的要求寫(xiě)了一份備忘錄，提出了自己關(guān)于如何辦好職工之家的想法。 SUGGESTIONS FOR IMPROVING THE COMPANY HOUSE ORGAN The Opinion Memo To: Li Zhijing From: Liu Yuelin Subject: Suggestions for Staff Club Date: September 26, 2009 I am pleased to respond to your invitation to offer suggestions for Staff Club, the companys house organ.,First, let me say that there are many good things about Staff Club that I like, such as the informal style, the editorial quality, the “Shop and Swap“ column, the “Whats New?“ feature, and many other things. But I know you want suggestions rather than praise, and mine follow. TITLE Although a new title for the magazine has been suggested, I believe it would be a mistake to change it. Everyone recognizes the publication by the name Staff Club, and it still seem to me to be entirely appropriate. DESIGN A new masthead would help, and I would like to see us engage a professional designer to do one. Indeed, this designer might be asked to give a new look to the entire magazine.,PHOTOGRAPHS More photographs would help - photographs of employees celebrating anniversaries, participating in athletics and hobbies, receiving special recognition, and so on. FEATURES 1. A “Letters to the Editor“ column would be especially popular. It would have good readership and, at the same time, give employees a chance to “sound off“ on their pet likes and dislikes. 2. After studying the issues for the past year, I feel that we have too many management stories and too few stories about the typical worker. It seems to me that this should be principally a publication for and about employees - not a management magazine.,3. I recommend that the magazine establish an Employee of the Month Award. A committee of employees would select this person on the basis of recommendations of supervisors and department heads. You might run the employees picture with a brief biographical sketch and story about that persons special recognition. 4. Finally, I suggest that a monthly gossip column be added. This column would be light and whimsical - nothing scandalous, of course, but fun to read and laugh about. If you wish, Id be glad to discuss these recommendations further with you. Certainly, Staff Club is an excellent instrument for communicating with employees, and Im all for experimenting with ideas that will help to make it even better.,9范文九：借用設(shè)備 公司有的員工因?yàn)楣ぷ餍枰蛴信R時(shí)安排，要求借用其他部門(mén)閑置的辦公設(shè)備，如辦公桌、電腦、打印機(jī)、文件柜等，通常要事先寫(xiě)一份備忘錄，發(fā)送給有關(guān)部門(mén)，說(shuō)明自己借用的理由。這種備忘錄不限長(zhǎng)短，陳述清楚即可。 A MEMO TO A MANAGER To: Mark Nelson From: Alan Speaker Subject: Work Space Date: April 12, 2009 As you know, I am about to begin work on a new project. This project is very important to the company, and I want to do a good job. For this reason, I need more space to do my work. My desk is very small and old. There is not enough room for papers and other supplies. It has only two drawers on the right side for my files. I think that there is a spare desk in the office down the hall. I hope it is possible to get it before I begin work on the project.,10范文十：請(qǐng)假條 公司的員工可能遇到突發(fā)事件，無(wú)法按照原定計(jì)劃完成工作，這樣就需要以書(shū)面形式向上級(jí)主管請(qǐng)假。在“請(qǐng)假條中，該員工已對(duì)自己離崗期間的工作做出了適當(dāng)安排，推薦其他人接替自己的工作。 INTEROFFICE MEMORANDUM To: Mr. John Cheng From: Marsha Sun Subject: Christmas Party Date: December 18, 2009 I am sorry to say that I am unable to help you with arrangements for the annual Christmas party. My mother is sick, so I have to return home as soon as possible. Fortunately, Cherry Jiang in the Design Department has agreed to help you. She has arranged such a party before for another company. Her telephone extension is 4667. I expect to be able to help you again next year. Thank you.,11范文十一：人事任命 泛美商用設(shè)備公司的計(jì)算機(jī)銷(xiāo)售市場(chǎng)日益擴(kuò)大，總經(jīng)理梅森先生需要一個(gè)助理來(lái)負(fù)責(zé)新員工的培訓(xùn)，并協(xié)助總經(jīng)理管理辦公室事務(wù)。經(jīng)過(guò)一段時(shí)間的考察，梅森先生認(rèn)為埃倫費(fèi)拉羅女士是一個(gè)合適的人選。于是，他給她發(fā)了一份備忘錄，簡(jiǎn)明扼要地說(shuō)明了任命理由、工作責(zé)任、辦公條件以及正式上任的日期。這種帶有任命書(shū)性質(zhì)的備忘錄，通常文字簡(jiǎn)練，語(yǔ)氣果決。 INTEROFFICE MEMORANDUM To: Ms. Ellen Ferraro From: Mr. Mason Subject: Position of Assistant Manager Date: January 3, 2009,As you know, our computer sales are growing rapidly these days. We will hire several new employees soon and need someone to train them. This person will also help me to manage the office staff. I would like you to become our new assistant manager. You will be responsible for training the new employees. You will have your own secretary and a new office and desk. I want you to begin your duties in about 4 weeks. I am certain that you will enjoy your new responsibilities. Please talk to me soon about the arrangements.,12范文十二：工作回顧和設(shè)想 備忘錄還可以用來(lái)回顧一定階段的工作，并就下一步工作提出設(shè)想。培訓(xùn)部經(jīng)理宋大川應(yīng)行政管理委員會(huì)的要求，就過(guò)去5年來(lái)公司提供的行政秘書(shū)培訓(xùn)計(jì)劃做了一個(gè)回顧，并通過(guò)調(diào)查同一區(qū)域內(nèi)相同企業(yè)開(kāi)展培訓(xùn)工作的情況，綜合比較和細(xì)致分析了調(diào)查所得的數(shù)據(jù)，向行政管理委員會(huì)提出了新的設(shè)想。他提出，職業(yè)秘書(shū)資格考試這種新的培訓(xùn)模式最適應(yīng)本公司的需要，最好的培訓(xùn)計(jì)劃是開(kāi)設(shè)考試所需的科目。這份報(bào)告以備忘錄的形式發(fā)送給了行政管理委員會(huì)的每一個(gè)成員。備忘錄末尾的“PB”為“print by”的縮寫(xiě)，意為“打印者”；“Enc”為“enclosed”的縮寫(xiě)，指隨這份備忘錄發(fā)送的附件；“cc”為“carbon copy“的縮寫(xiě)，即“抄送”之意。,MEMO OF A TRAINING PLAN To: Executive Management Committee From: Song Dachuan, Training Manager Subject: Training Program for Administrative Secretaries Date: July 3, 2009 As you requested in your memo of June 15, I have investigated a number of alternative programs for training our administrative secretaries. The first step was to review the training programs that have been offered to our administrative secretaries during the past five years. Then I surveyed all administrative secretaries and the executives to whom they report to determine the training needs they perceived. I then telephoned the training managers of ten companies in Changsha which have training departments comparable to oars. I also contacted five organizations that employ consultants who specialize in secretarial training. All the data were assembled and analyzed carefully. The needs expressed by the administrative secretaries and by their executives were summarized. A list of the needs perceived by each group is attached to this report. The needs common to both groups are marked with asterisk. Note that the two lists are almost identical.,The training programs offered by other companies and by consultants were basically the same types of programs that we have offered for the past five years. One innovative program was discovered. That program is designed to prepare secretaries to pass the Certified Professional Secretary examination. The examination includes six parts: Behavioral Science in Business, Business Law, Economies and Management, Accounting, Office Administration and Communication, and Office Technology. The material covered in the training program matches the needs perceived by our secretaries and executives. Therefore, t conclude that a training program modeled on the CPS program is our best alternative. An outline of the program is attached. I recommend that we implement it immediately. Song Dachuan PB: CL Enc. 2 c. c. All Committee members,13范文十三：裁員建議 經(jīng)濟(jì)波動(dòng)通常會(huì)導(dǎo)致企業(yè)雇員的增減，這些舉措是企業(yè)在商場(chǎng)搏擊中謀零生存發(fā)展的法寶。當(dāng)經(jīng)濟(jì)不景氣時(shí)，許多公司，尤其是服務(wù)行業(yè)的機(jī)構(gòu)。首先采取的對(duì)策就是裁員。2001年9月11日，美國(guó)慘遭恐怖主義襲擊之后，美國(guó)航空業(yè)受到重創(chuàng)，許多航空公司業(yè)務(wù)清淡，不得不裁員?！?11事件”后第六天，美國(guó)第六大航空公司(US Airways)就宣布?jí)嚎s23的業(yè)務(wù)，裁減雇員11, 000人。菲利普斯金斯利所在的公司規(guī)模不算大，但長(zhǎng)期的經(jīng)濟(jì)低迷、市場(chǎng)疲軟導(dǎo)致公司舉步維艱。為了緊縮開(kāi)支，菲利普斯金斯利以備忘錄的形式向公司董事會(huì)建議裁員。他對(duì)裁員的崗位進(jìn)行了分析，并做出了具體的安排。全篇條理清楚，文字簡(jiǎn)潔，讓人一目了然。,MEMO OF REDUCING STAFF To: James Madison, Director From: Philips Kingsley Subject: Reducing Staff Date: July 20; 2002 I have several proposals for cutting down on office staff. First, I suggest that we eliminate the full-time position of order clerk, since there is not enough work to occupy him throughout the month. Orders and requests for sales information are heaviest at the end of the month; in contrast, there is little to do for the first two weeks of each month. Therefore, I recommend that we hire temporary help for the last two weeks of each month and give the orders from the first of the month to the sales department to process.,Second, now that our systems are completely computerized we no longer need a computer programmer on staff. Its true, we will need computer programming services occasionally in future, for instance, when we revise our billing system. In such cases, however, we can hire a freelance programmer. Third, I suggest that I share my secretary with the assistant office manager, thus eliminating one secretarial position. Although this will increase the managerial workload, I feel we can handle it. Moreover, we can always hire temporary help to get us through particularly busy periods. If these suggestions are followed, we should be able to save approximately $ 26,000 in the coming year in salaries alone. So, I believe these changes will result in greater work efficiency. P. Kingsley,14范文十四：婉拒 對(duì)一個(gè)有上進(jìn)心的員工來(lái)說(shuō)，帶薪進(jìn)修是一條獲取知識(shí)、爭(zhēng)取更大晉升機(jī)會(huì)的途徑。但企業(yè)往往會(huì)對(duì)這種學(xué)習(xí)的機(jī)會(huì)進(jìn)行限制，要求進(jìn)修者所學(xué)專(zhuān)業(yè)必須符合工作的需要，否則不予支持。在更多的情況下，公司鼓勵(lì)員工通過(guò)不脫產(chǎn)學(xué)習(xí)來(lái)提高自身素質(zhì)和知識(shí)技能水平。彩虹電子商務(wù)公司的年輕雇員常家華向公司提出帶薪進(jìn)修的請(qǐng)求，但沒(méi)有得到公司主管彭浙的批準(zhǔn)。彭浙在回函中簡(jiǎn)明扼要地說(shuō)明，公司的規(guī)章制度不允許他請(qǐng)假一年帶薪進(jìn)修。文中用語(yǔ)委婉，以理服人，處處閃現(xiàn)社交技巧，不會(huì)使常家華感到彭浙是在故意為難他。 MEMO OF AN ANSWER TO A STAFF To: Chang Jiahua From: Peng Zhe Subject: Request for Paid Education Leave Date: April 30, 2009 In response to your request for one year of paid education leave to take a degree in literature, I have to inform y0a that we cannot authorize this leave.,While we appreciate your desire to improve your knowledge, we feel that literature is not directly related to your present position and to the goals of this organization. The Personnel Administration Act, Article 26, is very specific and states that “paid education leave must be granted only when the required training is directly related to the job or would facilitate promotion of an employee“. I am aware of your great interest in literature, and I would like to point out that you could gain advantage to apply for leave without pay. Furthermore, this branch offers financial help for employees who take eveni