商務(wù)英語(yǔ)寫作chapter13

1、 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 2021-10-161Chapter 13 Memo and Minutes 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 2Memorandum (備忘錄備忘錄)lA Latin word which means “thing to be remembered.” Here it refers to a written record or communication, as in a business office. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 3Function of a memolA memo may communicate info

2、rmation, announce policies, instruct employees, make request, or offer advice. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 4What is a memo?lThe term “memo” is used to describe the standard format of internal communication. Memos are rarely sent to other organizations.lIt usually omits the letterhead, salutation compliment

3、ary close and signature block. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 5Featuresl Use conversational tone. You may use ordinary words, first-person pronouns.l Be brief.l Have a single topic. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 6Memo FormatlHeadinglBodySubject: 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 7HeadinglToidentify the receiver of the memo;lFromid

4、entify the sender of the memo;lDateserves as a record of when information is forwarded;lSubjectindicate the topic of the memo. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 8Sample headinglTo: All StafflFrom: Allen Smith, Administrative OfficerlDate: November 28, 2015lSubject: Operating Instructions for New Copying Machines

5、 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 9BodylThe body of a memo carries a clearly structured message. lThe body should be written in plain English to present readers with an objective and factual description of the topic. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 10Some important techniques:lPlan your message before you begin to write.l

6、Present the key idea first. The idea presented the beginning will usually receive the most emphasis.lIf your message is lengthy, try to divide it into logical sections. If you have several items, try to number them.lStrive to make memos clear, complete, concise, correct and courteous. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)

7、與研究出版社 11Sample MemoslP 178 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 12 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 13Poor sampleP 182 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 14Troubles with this memo:1.Incomplete heading.2.No detailed information about the meeting.Improved version on p183 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 15Use the note and diary page below to write a mem

8、o to all staff in HRM Dept. (30-40 words) Alex Could you organize a meeting on Tue. with all staff of HRM Department to discuss our new training courses and send a memo to inform them about it. Look at my desk diary for the best time. Well hold the meeting in the boardroom and itll take about 1 hour

9、. Thanks. PaulTuesday 8 June09.00 Meeting with Polo Rose 9.30-10.3010.00 _11.00 _ 12.00 Lunch with Stuart 12-1.3013.00 _ 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 16Sample To: All staff in HRM Dept. From: Alex Date: 8 June Subject: A meeting on new training courses There will be a meeting on Tuesday 8 June at 10:45 in t

10、he boardroom to discuss the new training courses. All staff is supposed to attend. The meeting is scheduled to last about 1 hour. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 lhttp:/ 17 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 2021-10-1618Minutes 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 19Minutel Minute is a summarized or condensed record of what has taken place

11、 in a meeting.l It may record review of the past activities, new decisions and policies, and provide the decision-making process. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 20Principles1.Start with the time, date and place of the meeting.2.Clearly state who attended the meeting and it may also include the apology from th

12、e person who was absent.3.Describe what has happened at the meeting in detail: be concise and clear; make a complete record; summarize what occurred; be specific; be objective; use formal words and passive voice to describe what took place. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 21Organizational ElementslDate:lPresen

13、t:lApology:lContent: Old businessNew businessAdjournment lMinute-keeper: person who makes the minute. 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 22Sample MinutelPage 178lPage 181 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 23Lets practicelEx II on page 187 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 24Video IWatch and Write a MinutelChairperson: lPresent:lApologies:

14、lOld Business:lNew business:lAdjournment 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 25lChairperson: AngelalPresent: Angela, Mandy, Nelson, ChristinelApologies: Sarah, John, DavidlOld Business: NonelNew business: It was moved by Mandy, seconded by Nelson, that fluency of Putonghua is the priority of a new customer service

15、 manager. Christine should organize the advertising campaign.lAdjournment 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 26 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 Video IIWatch and Answer 27lWhat is the purpose of this meeting?lWhen will the meeting finish?lWhat are the possible reasons of the drop of sales figure?lWhat does Richard suggest t

16、o motivate the sales people? 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 28 外語(yǔ)教學(xué)與研究出版社外語(yǔ)教學(xué)與研究出版社 Questions lWhat is the purpose of this meeting?lWhen will the meeting finish?lWhat are the possible reasons of the drop of sales figure?lWhat does Richard suggest to motivate the sales people?29I. Why the sales figure drop? II. What should we do about it?3 oclock.Lower the quota so that the sales people would think it easier to get the bonus and try their best.1. A lot more competitions out there.2. The sales people are not motivated.