英語實用文體寫作系列-7備忘錄

1、英語實用文體寫作系列-7備忘 錄Unit 7備忘錄(Memorandum or Memo)一、寫作技巧(一)概述備忘錄(Memorandum or Memo)是一種用 以備忘的簡易公文，是一種正式的專業(yè)文件。在 公文函件中，它的等級是比較低的，主要用來提 醒、督促對方，或就某個問題提出自己的意見或 看法。在業(yè)務(wù)上，它是各部門書面聯(lián)系的一種手 段，一般用于內(nèi)部傳遞信息，將實情、信息、觀 察資料等進行傳閱，一般用來補充正式文件的不 足。它結(jié)構(gòu)清晰、閱讀方便、傳遞迅速，經(jīng)常為 公司或團體所使用。大多數(shù)備忘錄的特點是簡明 扼要，但它們同時也應(yīng)具備優(yōu)秀應(yīng)用文的其他寫 作原則：面向讀者，表達清楚且準確。備

2、忘錄簡 潔短小，各部分題目雖然看上去有些唐突， 但它 們可以使讀者對事情有個大致了解并快速做出 反應(yīng)。備忘錄通常要發(fā)送、張貼、轉(zhuǎn)寄，也就是說它們要迅速送到很多人手里。粗心就會出錯，其影響會迅速擴大，為了糾正錯誤人們往往會寫更 多的備忘錄。備忘錄也要歸檔，這意味著它們將 來有一天還會糾纏你。事實上mem0來自于拉丁語memorandum ,意思是 必須記住的東 西”。它的內(nèi)容可以分為以下幾項：書端(Heading)收文人的姓名、頭銜、地址(Addressees Name Title, Address) 稱呼(Salutation)事因(Subject)正文(Body)結(jié)束語(Compliment

3、ary Close )署名(Signature) 其標準格式如下:Heading（書 端）From（發(fā)文人） Date（日期）To（收文 人）Subject（事由） Body（正文）（二）寫作注意事項1、書端（Header/Heading ）部分包括發(fā)文機 關(guān)的名稱、地址、發(fā)文日期，有的還包括電報掛 號、電傳號、電話號碼等。許多機關(guān)有自己特制 的信箋，在寫書端時，其格式和標點符號的使用 與一般信件的寫法相同。2、稱呼從左邊頂格寫起，對一般機關(guān)、團 體的負責人一般用 Dear Sir,對政府官員可用 Sir。3、在 date, to, from, subject 字樣后填上相 應(yīng)的內(nèi)容。Date

4、:（日期，如 September 12, 2005）To:（收文人/致,如 All Faculty）From :（發(fā)文人/自）如 Jim B. Hardemann） Subject:（事由/由）如 Faculty Meeting）日期：要采用正式的全部拼寫。因為在有些 國家，“12/0K/5”是指2005年12月1日，而 在其他國家卻是2005年1月12日”。致和自：通常省去諸如 教授”或 先生”這類 頭銜。自：”后面寫你名字的首字母大寫，然后 接你的姓。事由：要具體。例如：Date: January 24, 2006To: F. PrefectFrom: A. DentSubject: My

5、 Suggested Revisions to the Local Demolition Schedule 日期：2006年1月24日致：F.普里費科特 自：A.鄧特由：關(guān)于地方拆除計劃的建議修訂案4、在上述字樣下面空兩行寫正文，闡明寫 作原因（purpose）。采用回答記者問題的方式， 回答： who, what ? when ? where and why。5、一般不用稱呼和結(jié)尾禮詞。6、發(fā)文人的姓名首字母寫在與正文末行空 一行的地方。三、經(jīng)典范文例 1、Directions: Write a memorandum of about 100 words to the student ser

6、vice department and ask them to fix a telephone for each dormitory.MEMODate: August 16, 2006To: The leader of student service departmentFrom: Li MingSubject: TelephoneDear Sir,I would like to remind you that we are inwant of a telephone for each dormitory. As a university student, we need to cope wi

7、th the daily increasing communications with teachers, friends and people outside the campus.We need a telephone to get and send message, which is important for us. Though most of us have mobile phones and e-mail address, a telephone in the dormitory is after all the most convenient and cheapest tool

8、 of communication.I hope that you will pay attention to this problem and solve it as soon as possible.Regards.Yours,Li Ming 錄日期：2006年8月16日致：學生服務(wù)部門領(lǐng)導從：李明主題：電話親愛的先生，我想提醒您，我們每一個宿舍都需要一部 電話。 作為大學生，我們需要應(yīng)對日益增多的 與老師、朋友和校外人士的交際。我們需要電話接收和發(fā)送信息，這對我們 很重要。盡管我們大多數(shù)有手機和電子郵件 宿舍中的電話畢竟是最方便和最便宜的交流工 具。我希望您會注意這個問題并予盡快解決。問

9、候。真誠的，李明 例 2、 Directions: You are supposed to write a Memorandum of about 100 words to the leader of the supply section to borrow one more microscope for your biological experiment. It should include:Why you need the microscope.When you need it.MEMODate: July 12, 2006To: Mr. Gates, leader of the sup

10、ply section From: Li Ming of the biological laboratory Subject: MicroscopeDear Sir,Im a student of biology department and we are badly in need of an extra microscope in order to improve our experimental work.Our experiment will start on Friday, so please issue a microscope to us as soon as possible

11、so that we can prepare better for theexperiment.With kind regards.Yours sincerely,Li Ming注：在寫備忘錄的時侯，一定要注意它的格式， 尤其要在開頭寫清楚是誰寫給誰來備忘的，用From: / To兩個單詞即可。備忘錄日期：2006年7月12日致：蓋茨先生，供應(yīng)科長從：李明，生物實驗室主題：顯微鏡親愛的先生，我是生物系的學生，我們非常需要另外一臺 顯微鏡以改進我們的實驗工作。星期五我們的實驗將開始，所以請盡快配 備顯微鏡以便我們能更好為實驗做準備。致以親切的問候。敬上,李明and you例 3、Directio

12、ns: If you are the teacher of the students counselor s office: P. Steelpes, have received a letter for requesting for paid education leave from a student. Write him a memo to reply him including details:The result of his requirement.The reason for rejecting.3)some suggestionsYou should write about 1

13、00 words.To: Records SectionFrom: P. Steelpes, Career Planning Subject: Request for Paid Education Leave Date: May 22, 2006In response to your request for one year of paid education leave to take a degree in Englishliterature, I have to inform you that we cannot authorize this leave.While we appreci

14、ate your desire to improve your knowledge, we feel that English literature is not directly related to your present position and to the goals of this organization.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 pa

15、y.If you need another information on the above, do not hesitate to keep touch with me at any time.P. Steelpes注：本篇備忘錄的格式很標準。致：檔案科從：P .斯蒂爾皮斯，職業(yè)規(guī)劃 主題：要求有償?shù)慕逃录?日期：2006年5月22日謹復(fù)您的一年有償?shù)慕逃录俣〉糜⒄Z 文學學位的請求，我必須通知您，我們無法批準 這事假。我們贊賞您改進知識的欲望，但我們認為 英國文學不是直接地與您的當前職位和跟機構(gòu) 的目標有關(guān)。我意識到您對文學有濃厚興趣，我想指出 您能申請無薪休假。如果您需要其它關(guān)于上面

16、的信息，請隨時 與我聯(lián)系。P.斯蒂爾皮斯例 4、Directions: You are a supervisor of a big company. The chief of operations wants to adopt the “ punc-in system to increase productivity.Write a memo to talk about this:Does the “punchin “ system benefit the company?If the company doesn t adopt it, what else can we do to incre

17、ase productivity.You should write about 100 words.To: David Green, Chief of Operations From: Tony Party, Supervisor“ PanchSystemSubject: Comments on the Date: March. 22, 2006This is further to your memo dated March.20, 2005, in which you proposed that employeesadopt the“ po-nc system.punchinI fully

18、agree with you that we must increase productivity. As far as your proposal that if thesystem is adopted, we would have a tighter control over the employees is concerned. However, I don think so. I personally think that, to accomplish this, we should give the employees more incentives to work faster.

19、 I feel that if we (the supervisors) could meet with you, we could discuss different possibilities to create such incentiveness.Your consideration of this suggestion would be appreciated.Tony Party注：此篇是對一篇備忘錄的回復(fù)。 生產(chǎn)主管認為 實行打孔考勤制度(punchin system),有利 于增加生產(chǎn)效率，但督察卻不這樣認為。他認為“shouldgive the employees more

20、incentives to work faster 。致：大衛(wèi)格林，生產(chǎn)主管從：托尼帕蒂，督察主題：關(guān)于打孔考勤制度的評論日期：2006年3月22日這是進一步來回復(fù)您2005年3月20日的備 忘錄，其中您提議雇員應(yīng)采取打孔考勤制度。我完全同意，我們必須增加生產(chǎn)力。就您的 提案，如果采取打孔考勤制度，我們可以更牢固 地控制雇員。但是，我并不這樣認為。我個人認 為，為了完成這項工作，我們應(yīng)該給予雇員更多 鼓勵使其更快地工作。我覺得如果我們(監(jiān)督員) 能和您會面的話，我們可以談?wù)搫?chuàng)造這樣激勵 的不同的可能性。我們非常重視您對這個建議的考慮o托尼帕蒂例 5、Directions: You are a

21、manager of administration office naming Vera. M. Bradford.The board of directors have decided to anew the Fitness Center. Write a memo to tell all the employees that:How long will this project be last for?Welcome the employees to provide suggestions.You should write about 100 words.To: Every Employe

22、esFrom: Brian AponteDate: November 18, 2005Subject: Fitness CenterThe board of directors approved the idea for anew Fitness Center at its meeting yesterday. Work on the Fitness Center will begin right now and should be completed within 90 days. An employee representative from each division will be a

23、ppointed to determine the type of equipment and programs that will be made available.We are happy to be able to provide a facility that will contribute to the physical fitness of all our employees. Your representative on the task force will contact you soon for your suggestions about activities and

24、equipment.Brian AponteAdministration Office, Manager注：這是一篇關(guān)于公司修建健身中心的備忘錄。 備忘錄中說健身中心工作馬上開始而且 “ completed within 90 days。而且希望各部門代 表與主辦部門聯(lián)系，征求關(guān)于活動和設(shè)備的意 見。致：每個雇員 從：布賴恩？阿龐特日期：2005年11月18日主題：健身中心理事會昨天在會議上批準了為健身中心更 新設(shè)備的建議。健身中心的更新工作從現(xiàn)在開始，應(yīng)該在 90天之內(nèi)完成。每個部門都將有一個雇員代表 來決定設(shè)備類型和可用項目。我們非常高興能提供有助于所有我們雇員 的身體健康的設(shè)施。您的工作

25、小組的代表將很快 與您聯(lián)系，了解您關(guān)于活動和設(shè)備的建議。布賴恩？阿龐特管理辦公室經(jīng)理例6:考研樣題：Directions:You are an active member of the studentnewspaper. The newspaper is currently looking for a journalist for the summer semester. Write a memo that will appear in the newspaper next week describing the position available.You should write abou

26、t 100 words on ANSWER SHEET 2.范文：Date: October 10, 2005To: All studentsFrom: A. ButtleSubject: Journalist Position Available for the Summer SemesterThe student newspaper is currently looking for a journalist for the summer semester. Applicants should currently be studying at the university, and shou

27、ld preferably have at least two years writing experience.The successful applicant will be expected to write two articles every week on happenings in the city and on campus. The position will commence at the end of May and will last through to the end of August. The salary for the position is negotia

28、ble and will be based on experience. If you are interested, please sendyour resume to the campus newspaper office.日期：2005年10月10日致：全體學生自：A.巴特爾事由：夏季學期記者招聘學生報正在招聘夏季學期的記者。條件是應(yīng) 聘人應(yīng)是本校的在校生，最好至少有兩年的寫作 經(jīng)驗。被聘者將每周寫兩篇關(guān)于這個城市和校園 的報道。工作是從五月底開始，一直持續(xù)到八月 底。工資待議，且會以其經(jīng)歷為依據(jù)。感興趣者, 請把你的簡歷寄到學校報社。Notes:“remind-詞用法比較多，可以在后面

29、直接接人或賓格，如 提醒我譯為please remind me。 如果提醒某人某事則用remind somebody ofsomething ；也可以在后面加從句，即remind sbthat ；remind還有一個意思為 使想起”同樣用remindof的結(jié)構(gòu)，應(yīng)注意與提醒某事區(qū) 分。文中的“badly是非常的，迫切的”意思。短語 “in order to 同下句的 “so that意思是一 樣的即：為了，目的是。不同的是前者后接動詞 原型而后者常跟目的狀語從句，類似的短語還有 “in order that）用法與 “so that相同。in response to 反饋。 如）In resp

30、onse to your inquiry,謹復(fù)閣下詢問request （n.） for 要求）請求。如） repeated requests for help 一再請求幫助； make a request for quiet 請求安靜。be aware of 注意至J、當心。e.g. We are not fully aware of the gravity of the situation.我們十分明白形勢的嚴重性。point out 指出。e.g. point out a mistake 指出錯誤Can you point out the man you suspect? 你能把 你懷疑的

31、那個人指出來嗎？incentive n.動機）刺激）鼓勵。三、常用句型 USEFUL EXPRESSIONSThere are two problems which I would like to bring to your attention concerning the staff changes in my Department.就我部人事變動事宜，我有兩個問題向你匯報。I would suggest that we approach the workers union and ask Mr. Chen Xing to retire in the new year.我建議與工會聯(lián)系，勸陳

32、星明年退休。With a view expand business for mutual benefits, A and B have agreed to enter into a costumes joint venture company to be established in October, 2006 in Guangzhou, Guangdong Province, P. R. China.為擴大業(yè)務(wù)、互利互惠，A和B經(jīng)協(xié)商，決定于 2006年1月在中國廣東廣州建立合資公司。The two parties have reached the following understandi

33、ngs:雙方達成以下共識：The Board of Directors will be structured according to the ratio of share holding.董事會組成由雙方的股份比例決定。An Honorary Chairman is to be selected by A and B in turn.名譽董事長由A和B雙方輪流擔任。The period of cooperation is set for ten years. 合同期限為10年。In addition to reading the instruction book, let us explai

34、n the procedures as follows:除了看說明書外，我們將操作步驟解釋如下：Your request for reimbursement for travel expenses for your October 3 to 9 trip to New York is now being processed.你10月3日至9日到紐約市的出差費用報銷申 請正在審理中。We will issue your reimbursement check within three days after receiving the receipts.我們收到收據(jù)后3天內(nèi)就會給你開出報銷支票。P

35、lease reserve and prepare Banquet Room L for a luncheon meeting of our sales supervisors from 12:00 p.m. to 3:00 p.m. on June 10.請預(yù)定和準備好L號宴會廳，我們的銷售主管在6月10日中午12點到下午3點要舉行午餐會議。Because we will set sales quotas and plan strategy for next year, please make these arrangements:因為我們要為明年訂好銷售額，并制定銷售策 略，因此請做好如下

36、準備：I have reviewed your request to see last quarter s sales records by April 5.我收到了你要查看4月5日前有關(guān)上季度銷售記 錄的請求。Call me at extension 3333 if you need anything else.如果你還需要別的什么，請撥打 3333分機。練習 ExercisesI. Fill in the blanks with proper words模版填空TO:person s name, Sales Manager FROM: person name, Personne ManagerDATE: DATESUBJECT: Applicants for Sales PostAttached