Memodrill備忘錄練習(xí).ppt

Unit4,In-houseCorrespondenceLesson16Memos,GeneralIntroduction,Memowritingusuallyoccursbetweencolleagues-internalcompanywriting.Itisaninformalwritingcomparedwithbusinessletters.Thewritingstyleofamemois:Conciseness、Courtesy、Claritysometimesthebestformsofcommunicationareface-to-faceinteractionoraphonecall.Memosaremosteffectivelyusedwhensenttoasmalltomoderateamountofpeopletocommunicatecompanyorjobobjectives.,MemoFormat1,CompanyNameCompanyAddressDateofMemoTo:From:Subject:RecipientofMemoWriterofMemoWritersInitials*TitleofMemoinInitialCapitals,MemoFormat2,Theheadingsegmentfollowsthisgeneralformat:TO:(readersnamesandjobtitles)FROM:(yournameandjobtitle)DATE:(completeandcurrentdateortime)SUBJECT:(whatthememoisabout,highlightedinsomeway),Context,Thecontextistheevent,circumstance,orbackgroundoftheproblemyouaresolving.Youmayuseaparagraphorafewsentencestoestablishthebackgroundandstatetheproblem.Oftentimesitissufficienttousetheopeningofasentencetocompletelyexplainthecontext,suchas,Throughmarketresearchandanalysis.Includeonlywhatyourreaderneeds,butbesureitisclear.,NecessaryAttachments,Makesureyoudocumentyourfindingsorprovidedetailedinformationwhenevernecessary.Youcandothisbyattachinglists,graphs,tables,etc.attheendofyourmemo.Besuretorefertoyourattachmentsinyourmemoandaddanotationaboutwhatisattachedbelowyourclosing,likethis:Attached:FocusGroupResults,January-May2007,Sample1,To:AndyAndler,BenitaBuchanan,CharlesChavezCC:DarcyDankoFrom:HeadytheHeadHonchoDate:June1,2006Re:NeedforNewMemoFormat,Ivenoticedthatwedontseemtobeabletocommunicateimportantchanges,requirementsandprogressreportsthroughoutthecompanyaseffectivelyasweshould.Iproposedevelopingoneconsistentmemoformat,recognizablebyallstaffastheofficialmeansofcommunicatingcompanydirectives.WhileIknowthisseemslikeasimplesolution,Ibelieveitwillcutdownonneedlesse-mail,improveuniversalcommunicationandallowthestafftosavenecessaryinformationforlaterreferral.Pleasetalkamongyourselvestodeterminetheproperpointsofmemowritingandreturntheinputtomeby12noon.Iwillthensendoutanoticetotheentirestaffregardingthenewmemoformat.Thankyouforyourpromptattentiontothis.,Sample2,To:AllStaffFrom:HeadytheHeadHonchoDate:June1,2006Re:NewMemoFormatEffectiveJune1Inordertomakeinterofficecommunicationseasier,pleaseadheretothefollowingguidelinesforwritingeffectivememos:Clearlystatethepurposeofthememointhesubjectlineandinthefirstparagraph.,Thebodyofthememomightincludetwo-fourparagraphsoutliningthepurposeofthememo.Ifthisisalongermemo,eachparagraphwillhaveasubheadtohelpguidethereaderthroughthedocument.Finally,thewriterincludesasummaryparagraph,whichfeaturesbulletshighlightingthemainpointsofeachpreviousparagraph,andconcludesthememowithastatedactionrequiredbythereaderorwriter.Aquicknoteabouttheuseofmemovs.memorandum:itdoesntreallymatter.Itfallsinlinewiththestyleselectedbythewriter.,Keeplanguageprofessional,simpleandpolite.Useshortsentences.Usebulletsifalotofinformationisconveyed.Proofreadbeforesending.Addressthememototheperson(s)whowilltakeactiononthesubject,andCCthosewhoneedtoknowabouttheaction.Attachadditionalinformation:dontplaceitinthebodyofthememoifpossible.Pleaseputthisformatintopracticeimmediately.Weappreciateyourassistanceindevelopingclearcommunications.Ifyouhaveanyquestions,pleasedonthesitatetocallme.Thankyou.,SituationWritingOne,PointsSomeresumesyousendHenrySmith,SalesManager.Askhimtochooseoutwhomtheywanttointerview.Youwillarrangeinterviewsforhim.Writeamemoabout30-40wordsonyourAnswerSheet.,TO:HenrySmith,SalesManagerFROM:JackWong,PersonnelManagerDATE:May4,2006SUBJECT:ApplicantsforSalesPost,Attachedaretheresumesandcertificatesoffourapplicantswhohaveappliedforyourdepartmentposition.Pleaseevaluatetheseapplicantsandthenrecommendpeopleyouwanttointerviewtome.AssoonasIhavethenames,Iwillmakearrangementfortheinterviews.J.W.,SituationWritingTwo,PointsYouareNancy.Mr.Paulisoneofyourimportantcustomers.Hewillcometoyourcity.HemadeaphonecalltoyourcompanywhenyourManagerTedFengwasout.PaulsflightNo.isJL608.MeetingyourManagerTedFengat5:00pm.todayattheairport.DrivinghimtoHolidayInn.Writeamemotoyourmanagerinabout30-40words.,To:TedFengDate:Oct.1stFrom:NancyTime:14:42Topic:DelayofarrivalPaulcalledforyou,justwhenyouout.Hewillarriveat5:00pmtodayonflightNo.JL608.YouarerequestedtomeethimattheairportanddrivehimtoHolidayInn.Nancy,Contents,返回,Section1GettingStarted,SEC2,SEC3,SEC4,SEC5,返回,SEC1,1Ifyouwanttoremindsomeonetodosomething,whatwouldyoudo?,SEC6,2Doyouknowwhatamemois?Whatisitusedfor?,Section2SampleStudy,SEC3,SEC4,返回,SEC1,SEC6,SEC5,Sample1,ArrowheadEastConferenceCenterINTEROFFICEMEMOTO:JanTurner,MeetingPlannerFROM:MarkWilson,CateringManagerDATE:February3,2005SUBJECT:CateringforCellFirstlunchIhaveattachedthreemenuchoicesfortheMarch16lunchfortheCellFirstgroup.,SEC2,Translate,我已于2月1日聯(lián)絡(luò)過客戶請(qǐng)他們?cè)谧灾秃蛡鹘y(tǒng)午餐中選擇一個(gè)。,IaskedtheclientonFebruary1iftheywouldpreferabuffetlunchorservedlunch.,我尚未收到他們的答復(fù)。,Theyhaventgottenbacktome.,對(duì)某事物采取進(jìn)一步行動(dòng),Couldyoufollowup?,Section2SampleStudy,Sample1,ArrowheadEast會(huì)議中心公司內(nèi)部備忘錄致：簡(jiǎn)特納，會(huì)議策劃人由：馬克威爾森，參議部經(jīng)理日期：2005年2月3日主題：CellFirst就餐安排附錄上有我為CellFirst集團(tuán)安排的3月16日的三種午餐菜單。我已于2月1日與客戶們聯(lián)系過請(qǐng)他們?cè)谧灾秃蛡鹘y(tǒng)午餐中選擇一個(gè)。但尚未收到答復(fù)。請(qǐng)你做進(jìn)一步咨詢。,SEC3,SEC4,返回,SEC1,SEC6,Translate,SEC5,SEC2,Section2SampleStudy,Sample2(1),TO:RemigoRuizFROM:BeckyPharrDATE:April1,2004SUBJECT:RequestforcostinformationconcerningmeetingAswediscussedinmyofficetoday,pleasegetthenecessarycostinformationforconductingourannualsalesmeetingattheTimberCreekLodge,TimberCreekVillage,Colorado.OurmeetingwillbeginonthemorningofMonday,June5.Weshouldarriveonthe4th.,SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,6月9日早上開個(gè)簡(jiǎn)短的會(huì)議之后我們就離開。,WewillleaveafterabriefmorningsessiononJune9.,安排，計(jì)劃,arrangeto,Section2SampleStudy,Sample2(2),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,Specifically,Iwantthefollowinginformation:Travelcostsforall43participants,includingairtraveltoDenverandgroundtravelbetweentheairportandthelodge.Ihavelistedthenamesandhomestationsofthe43participantsontheattachedsheet.Roomandboardcostsforthefive-dayperiod,includingcostwithandwithoutdinneratthelodge.Asyouknow,weareconsideringthepossibilityofallowingparticipantstopurchasedinnersatnearbyrestaurants.,Section2SampleStudy,SEC3,SEC4,返回,SEC1,SEC6,SEC5,Translate,SEC2,Costsforrecreationalfacilitiesatthelodge.Costsformeetingroomsandmeetingequipment(projectors,lecterns,andsuch).Wewillneedaroomlargeenoughtoaccommodateour43participants.IdliketohavetheinformationbyApril15.Ifyouneedadditionalinformation,pleasecontactmeat3715orpharr.,Section2SampleStudy,Sample2,致：萊米格瑞茲由：貝克伊法爾日期：2004年4月1日主題：咨詢會(huì)議費(fèi)用根據(jù)我們今天在我辦公室進(jìn)行的談話，請(qǐng)弄清楚在科羅拉多州的TimberCreek村的TimberCreek山莊舉辦我們公司的年度銷售會(huì)議的費(fèi)用情況。我們的會(huì)議預(yù)定在6月5日（星期一）上午開始。我們將在6月4日抵達(dá)，于6月9日早上開完簡(jiǎn)短的會(huì)議之后離開。具體地說，我需要了解以下信息：與會(huì)43名人員的旅行費(fèi)用，包括去丹佛的機(jī)票和機(jī)場(chǎng)與會(huì)議地點(diǎn)之間的交通費(fèi)。我已經(jīng)附上43名與會(huì)人員的名單和他們各自的出發(fā)站。,SEC3,SEC4,返回,SEC1,SEC6,Translate,SEC5,五天會(huì)議的食宿費(fèi)，需要含晚餐和不含晚餐兩種報(bào)價(jià)。如你所知，我們正在考慮請(qǐng)與會(huì)者在會(huì)場(chǎng)附近的餐館自行解決晚餐。會(huì)場(chǎng)內(nèi)各項(xiàng)娛樂設(shè)施的費(fèi)用。租用會(huì)議室和會(huì)議使用的各種設(shè)備（投影儀，演講桌等）所需的費(fèi)用。我們需要一間足夠容納43人的會(huì)議室。請(qǐng)?jiān)?月15日之前提供以上項(xiàng)目的報(bào)價(jià)，如果你需要任何進(jìn)一步的信息，請(qǐng)撥打3715房間或者發(fā)郵件到pharr。,SEC2,Section3ComposingyourMessages,Template,MemorandumTo:recipientsnames,jobtitlesFrom:writersnames,jobtitlesDate:completeandcurrentdateSubject:descriptionofwhatthememoisregardingOpening:statethebackgroundoftheproblemandpurposeofthememoFocus:explainthestepsyouhavetakenormethodsandsourcesyouhaveusedtosolvetheproblemClosing:requestyourreadertotakeanactiontosolvetheproblem.Somepeopleuseconclusionattheendofthememotosummarizeorgivesuggestionsandrecommendationsorifyouwishtomakearequesttothereader.,SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,Section3ComposingyourMessages,Practice1(1),Completethefollowingchartaccordingtotheinformationgiveninthesamples.,SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,BeckyPharr,_,MarkWilson,CateringManagerBeckyPharr,_,April1,2004,_,Requestforcostinformationconcerningmeeting,_,JanTurner,MeetingPlanner,_,February3,2005,_,CateringforCellFirstlunchRequestforcostinformationconcerningmeeting,_,Section3ComposingyourMessages,Practice1(2),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,Couldyoufollowup?Idliketo.,_,getthenecessarycostinformationforconductingourannualsalesmeeting,_,Section3ComposingyourMessages,Practice2(1),ReadthefollowingsentencesandwriteOifthesentenceisforopening,Fforfocus,orCforclosing.,SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,1.WeareholdingourannualmeetingandIwouldliketogetinformationaboutyourfacilities.2.Ilookforwardtoyourphonecall.3.Wenowneedchairsandtablesfor35attendees.4.Iwouldliketoconfirmtheinformationthatwediscussedonthephonetoday.5.ThisscheduleiseffectiveasofAugust25.,F,_,C,_,O,_,O,_,F,_,Section3ComposingyourMessages,Practice2(2),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,6.Inadditiontothemeetingrooms,wewillreservefiveguestrooms.7.Iawaityourconfirmation.8.Canyouarrangeit?Thanks.9.WewillneedabuffetlunchforMonday,Tuesday,andWednesday.10.Imsendingyouconfirmationtodayofthedetailsthatwediscussed.,F,_,C,_,O,_,F,_,C,_,Section4WritingYourMessage,Practice3(1),Choosethewordsthatbestcompletethesentences.,SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,1.WeexpectpaymentMay30.(by/within)2.Thecheckshouldbetheretheweek.(on/within)3.Pleasecontactmetheendoftheweektodiscussthismatter.(by/on)4.Wewouldappreciatereceivingtheitemsassoonaspossible,butApril15.(nolaterthan/on)5.PleasecompletethecateringrequestformandsendittousJune3.(before/within),by,_,within,_,within,_,nolaterthan,_,before,_,Section4WritingYourMessage,Practice3(2),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,6.IwillbeleavingforabusinesstripMarch3,soIwouldliketoreceivethematerialsbeforeIleave.(on/after)7.WewouldlikethetableandbookcasedeliveredAugust20.(nolaterthan/within)8.TwoofourfiveEuropeanofficesareclosingJune1.(on/nolaterthan)9.Pleasesendthenewofficedirectoryandmakesureitwillarrivetheendoftheyear.(before/after).10.Wouldyoupleasesendmeacopyofyourcataloguetwoweeks?(within/before),on,_,within,_,nolaterthan,_,before,_,on,_,Section4WritingYourMessage,Practice4(1),SEC3,SEC4,返回,SEC1,SEC6,SEC5,Rewritethesesentencesbyusingtheexpressionswith“as”.,SEC2,1.ImentionedoverthetelephonethismorningthatIntexchipsetswereoutofstock.,AsImentionedoverthetelephonethismorning,Intexchipsetsareoutofstock.,_,2.Inourtelephoneconversationlastweek,Itoldyouthatallitemsonyourpurchaseorderarenolongerinproduction.,AsItoldyouinourtelephoneconversationlastweek,allitemsonyourpurchaseorderarenolongerinproduction.,_,Section4WritingYourMessage,Practice4(2),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,3.ItoldyouinmyofficeonMondaythatweareunabletofillyourorderatthistime.,AsItoldyouinmyofficeonMonday,weareunabletofillyourorderatthistime.,_,4.Duringthemeetingweagreedtosendadepositofhalftheamountandpaythebalancewhengoodsaredelivered.,Asweagreedatthemeeting,wewillsendadepositofhalftheamountandpaythebalancewhengoodsaredelivered.,_,5.Lasttimewepaidbycreditwhenweplacedtheorder.,Aswedidlasttime,wewillpaybycreditwhenweplacetheorder.,_,Section4WritingYourMessage,Practice4(3),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,6.Yourequestedthatweshouldprovideamicrophoneandspeakersinthemeetingroom.,Asyourequested,wewillprovideamicrophoneandspeakersinthemeetingroom.,_,7.YousaidonthetelephonethatyouwouldgivemeaninterviewonFridaymorning.,Asyousaidonthetelephone,youwillgivemeaninterviewonFridaymorning.,_,Section4WritingYourMessage,Practice4(4),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,8.Hepredictedtherewasashockedsilence.,Therewasashockedsilenceashepredicted.,_,9.Isaidthatthisresearchhasjuststarted.,AsIsaidearlier,thisresearchhasjuststarted.,_,10.Weexpectedthenewproductstosellwell.,Asweexpected,thenewproductssellwell.,_,Section4WritingYourMessage,Practice5(1),SEC3,SEC4,返回,SEC1,SEC6,SEC5,Readthefollowingmemoandwriteappropriatesectionheadings.,SEC2,MEMORANDUMTo:WaylandAnderson,JoeHarkins,DickHarperFrom:ClarkDuffy,AssistantDirectorDate:April22,2007Subject:ReservoirManagementImplementationMeetingAmeetingofourworkgroupsisscheduledfor10:00a.m.onFriday,April27,intheStateConservationCommissionConferenceRoom.TheBureauofReclamation,includingDanSheer,willalsobepresent.Thepurposeofthemeeting,preliminaryassignments,andpost-meetingactivitiesareoutlinedbelow.,Section4WritingYourMessage,Practice5(2),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,WewillidentifyanddiscussthespecifictasksnecessarytoimplementtheLargeReservoirManagementSectionoftheplan.Wewillalsomakeassignmentstoorganizationsandindividualsforthecompletionofthevarioustasks.IamaskingeachofyoutosubmitthefollowingtomebyWednesday,April24:Commentsontheattachedsummaryofthetasksforeachoftheprojectsfiveworkgroups.One-pageproposal,tobeincludedwiththeattachedsummary,whichoutlinesindetailhoweachtask,willbeaccomplishedandwhoisresponsibleforitscompletion.,PurposeoftheMeeting,_,PreliminaryAssignments,_,Section4WritingYourMessage,Practice5(3),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,IwillforwardthisinformationtotheBureauofReclamationforreviewpriortothemeeting.Post-meetingActivitiesUponcompletionofourmeeting,theBureauofReclamationwillbeinapositiontobeginworkingontheassignedprojects.WewillalsosendalettertotheKansasCityandTulsaDistrictsoftheCorpsofEngineersrequestingtheirassistanceonprojectsassignedtothem.Iwouldappreciateyourcooperationonthisproject.Ifyouhaveanyquestions,pleasecallmeonextension452.Attachments,Section5LetterPractice,Practice6(1),Composeamemowithsentencesgiveninthebox.Theheadinghasbeengiven.,SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,1.Inordertoreceivesickpay,Ineedtosendinmydoctorsnote.2.Pleaseconfirmthatthecostofthemedicineiscoveredbythecompanyhealthscheme.3.Iattachthedoctorsnote.4.Thankyou.5.Iwassickyesterday,andthereforeIcouldntcometowork.6.Sickleavecertificate.,Section5LetterPractice,Practice6(2),SEC3,SEC4,返回,SEC1,SEC6,SEC5,MEMORANDUMTo:JuliaWong,HumanResourcesFrom:MariaXia,MarketingManagerDate:May4,2007Subject:,SEC2,Sickleavecertificate,_,Iwassickyesterday,andthereforeIcouldntcometowork.Inordertoreceivesickpay,Ineedtosendinmydoctorsnote.Iattachthedoctorsnote.Pleaseconfirmthatthecostofthemedicineiscoveredbythecompanyhealthscheme.Thankyou.Attachment,_,Section5LetterPractice,Practice7(1),SEC3,SEC4,返回,SEC1,SEC6,SEC5,Thecoloredpartsaretheplaceswherethewritermadeerrors.Writethecorrectword(s).,To:AllEmployeesFrom:PeterBates,Date:April25,2004Subject:ExcessiveAbsenteesDuetotheexcessivenumberofabsenteesfromtheoffice,thefollowingrulesandprocedureswillbeputintoasofthisdate:Noexcuse.Wewillnolongeracceptyourdoctorsstatementasproof,aswebelievethatifyouareabletogotothedoctor,YOUareabletocometowork.,SEC2,GeneralManager,Generalmanager,effect,affect,SICKNESS,SICK,Section5LetterPractice,Practice7(2),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,DEATH:(Otherthanyourown)Thisisnoexcuse.Thereisnothingyoucandoforthem,andwearesurethatsomeoneelsewithlesserpositioncanattendtothearrangements.,ifthefuneralcanbeheldinthelateafternoon,wewillbegladtoletyouoffonehourearlier,thatyourshareoftheworkisaheadenoughtokeepgoinginyourabsence.LEAVEOF:(Surgery)Wearenolongerallowingthispractice.Wewishtodiscourageanythoughtsthatyouneedanoperation,webelieveaslongasyouareanemployeehere,However,Ever,provided/providing,provide,ABSENCE,Absence,as,like,Section5LetterPractice,Practice7(3),SEC3,SEC4,返回,SEC1,SEC6,SEC5,SEC2,youneedallofwhateveryouhaveandyoushouldnotconsidertoanythingremoved.Wehiredyouasyouareandtohaveanythingremovedwouldcertainlymakeyoulessthanwebargainedfor.ALSO:Entirelytimeisbeingspentintherestroom.Inthefuture,wewillfollowthepracticeof