Unit3MemoWriting2011-10-08.ppt

1、Memo Writing,Objectives: In this unit, you are expected,1. to learn about the format and contents of memos;,2. to write memos with correct format and sufficient information.,Definition,Short for memorandum, A simple and efficient message that is used to remind of or draw someones attention to certai

2、n matters. A common form of written communication within a company.,Memo,Format,Memorandum title 2. Heading To receiver From sender Date current date Subject topic (CC),To: From: Date: Subject: CC:,Date: To: From: Subject: CC:,What is the importance of subject line in a memo?,3. Body message,Standar

3、d parts Opening segment Discussing segment Closing segment,Optional parts Possible summary segment Possible attachment Possible sign segment,Body of the memo,Opening segment(開場部分） 1. the reason for the correspondence; 2. the recipient can get an overview of the memo by reading the first segment only

4、. E.g. I am writing to inform you of In response of your request, I am writing to provide you with recommendations on The purpose of this memo is to This memo provides information about,Body of the memo,Discussion segment: facts and figures, separated into paragraphs, each dealing with a particular

5、theme; points are logically presented. 描述背景情況、任務(wù)、問題： 就重點進(jìn)行更多的說明。根據(jù)備忘錄的目的：可以解釋為什么有這些變化（背景情況），或者知道同事如何行動（任務(wù)）， 或詳細(xì)說明本備忘錄要提出的問題（問題）。,Closing segment: an action statement, requiring action from recipient, or informing action to take.,Suggested distribution of information,Header:1/8 of the memo Opening, c

6、ontext and task: 1/4 of the memo Summary, and discussion segment:1/2 of the memo Closing segment, or necessary attachments: 1/8 of the memo,Format,Memorandum title To : Ms Iris Anderson, Trust Officer From : Sam Jones, Payroll Accounting Date : 23 October 2009 Subject : Request for Update on Stock O

7、ption Participation We need an update on those employees in your department who are participating in the company stock option plan. Please list the names of those who are currently participating and their years of service. Also list anyone who will be eligible for participation next year. Be sure to

8、 turn in this information to me by 28 October.,Heading Body Opening Segment Discussing Segment Closing segment,Language features,As memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excuse for the sentences to be chatty or

9、 impolite. As far as formality is concerned, a memo is something between a business letter and a note. In the way of the tone of memos, a major consideration should be over the status of the sender and the recipient in the organization.,Memos are almost always used within an organization. Memos are

10、usually unceremonious in style. Memos have a direct style. Memos do not have a salutation . Memos do not have a complimentary closing . Memos have a specific format that is very different from a business letter. The standard memo format is no more than one page long.,Difference with business letters

11、,Being direct,The common beginning expressions, if any, should be: Please be informed that Please note that It has come to my attention that It has been brought to my notice that Or simply add “please” or “I would like you to” before giving instructions.,Exercises,Exercise 1,Write a memo using a sui

12、table format for the situation given below. Remember that your memo should be formal, clear, concise and contain only relevant information. Your section moved to a new office on Thursday morning. However, the maintenance department within your organization has failed to carry out certain work. Word

13、processors have not been wired to the laser printer; a metal bookshelf hasnt been built properly; the bottom drawer of the filing cabinet which holds standard forms, was damaged in the move and now doesnt open. Write a memo complaining about the situation and asking for action.,Memorandum From: Sect

14、ion “B” Leader To: The Maintenance Department Date: 6th January 2011 Subject: Maintenance in our new office As you know, our department moved into our new office on Thursday. Unfortunately, the previously agreed maintenance has not been completed. The following problems are outstanding: Word process

15、ors require wiring to printers. Metal bookshelf requires to be built. Repair to filing cabinet drawer is needed. I would be grateful to know when you will be able to complete the work.,Reference answer,Exercise 2,You work for Foley Press, Forest Road, Wovlerhampton, WO72 4XU, publishers of school an

16、d college textbooks. Your Office Manger, Mary McMahon, leaves the following message for you.,weve had several complaints from customers saying that some of them received the books they ordered with the wrong invoices, and some were sent the correct invoices with the wrong books. This has never happe

17、ned before. The Managing Director, Mr Augustus Foley, is very concerned about this. Will you please draft a memo, under his name, a copy of which can be sent to all workers in the Dispatch Department, expressing his concern and asking them to give their full attention to their work and to double-che

18、ck that the correct invoices are sent with orders? I know they have had several new workers starting there during the last 6 months but they must take them to the Dispatch Department Manger, old Harry Hawke. Write it in a friendly, helpful tone and not a threatening one.,Memorandum To: All workers,

19、Dispatch Department From: Mr Augustus Foley, Managing Director Date: 12 June 2011 Subject: Dispatch Books Several complaints have been received from customers who have been sent the correct orders with the wrong invoices and the wrong orders with the correct invoices. Please take extra care to ensur

20、e that both orders and invoices are correct. I am aware that we have several new members of staff in this department and I am not putting the blame onto them. However, if anyone has a problem they should speak to Harry Hawke who will be able to assist them. I am concerned as this problem has never h

21、appened before.,Exercise 3,Directions: You are an active member of the student newspaper. The newspaper is currently looking for a journalist for the summer semester. Write a memo about 100 words that will appear in the newspaper next week describing the position available.,Exercise 4 Directions：You are the president of a company. Write a memo to Percy Shelley, the vice-president on the employees training on computer, telling him the need to train the employees, detailed information, and ask him to write a plan.,