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1、第四章、备忘录的写作,Character 4 Memo writing,Outline,一、备忘录的定义(The definition of Memo) P260二、备忘录的基本格式(Basic format of the Memo)三、备忘录的主要类型及写作方法(The main types and writing methods of Memo),3,一、备忘录的定义(The definition of Memo),备忘录有时也称便函，英文全称为memorandum，缩写为memo，是企业、商务机构内部同级之间、上下级之间的书面交际形式。用于传递各种及时消息,备忘或保留准备将来用的非正式的
2、记事录,帮助或唤起记忆的记录。,4,二、备忘录的基本格式(Basic format of the Memo),包括两大部分：开头部分(Heading)和内容部分(Body)。（一）开头部分(Heading) A备忘录三个字用大写字母，在第一行居中的位置，有时也写在左边。 B第二行：致收件人，包括收件人姓名及职务。例如： TO：Peter Feng，Marketing Manager,C第三行：出自哪位发件人，包括发件人姓名及职务。如：From：Bertram Young，General Manager D第四行：日期，发件当天年月日，例如：Date：December 5，2002 E第五行：事
3、由，用短语概括内容，首字母大写。Subject: Work schedules,Free template from ,5,6,（二）内容部分(Body),内容部分的格式与书信写作一样，段落内的行距是一行，段落之间空两行。正文的格式一般为齐头式，很少用缩行式。,7,（三）备忘录写作的注意事项(Points for attention of note),1、备忘录开头部分的四项基本内容是基本固定的，但其格式并非一成不变，有时排列的顺序，前后的位置也有变动。如：To: Date:Subject: From:Date:To:From:Re:,2、与商务信函比较，备忘录的格式比较简单。如，它没有开头称
4、呼和结尾敬语。3、备忘录不是正式文件，因此不需要书信的全部格式。大多数备忘录写在专门印制的备忘录用纸上，纸上已印有单位标志。如果用普通纸时，必须写明读者、作者、主题和日期，各部分占一行，每行冒号后内容第一个字母必须对齐。4、备忘录正文部分的内容可长可短，可正式也可非正式。但其篇幅不超过两页，它可以带有附件（Enclosures），其他书写规则与商务信函一样。,MEMO,DATE: October 11th, 2003TO: Gary Gao, Acting Personnel ManagerFROM: StaffSUBJECT: New Hands RequiredWe need to add
5、 four people to our support staff for several reasons.1、Last week alone four secretaries complained of overwork.,2、Weve hired two new managers and we have three new accounts.3、One of our typists just left to have a baby.Why dont you call the agency to arrange some interviews?,11,三、备忘录的主要类型及写作方法(The
6、main types and writing methods of Memo),最典型的备忘录有以下五类：（一）指示备忘录(instruction memo)，（二）请求备忘录(request memo)，（三）通知备忘录(announcement memo)（四）移交备忘录(transmittal memo)，（五）授权(准许)备忘录(authorization memo),12,（一）指示备忘录(instruction memo),指示备忘录就是做出指示和引导的备忘录。其目的是让信息接收者提供所有的信息以便有效地执行指令。这是为了协调各部门的合作并按正确步骤执行的备忘录。提示要点：1、主题
7、明确。2、语言简洁、直截了当，交代步骤清晰3、语气礼貌并较轻松，且涵盖执行指令所需的全部细节。,Memo,TO: All StaffFROM: Samuel Johnson, SecretaryDATE: 16 June 2002SUBJECT: Correct Procedure InformedPlease follow this procedure for signing in and out.1. Sign in on your arrival at work.2. Sign out for lunch and sign in on resuming work.,14,3. Sign
8、out on leaving at days end.4. Put your signature at the beginning of each time period (so we can process your time sheet when youre absent).By following this procedure, you will avoid paycheck problems when youre absent.,15,（二）请求备忘录(request memo),请求备忘录是请求信息接收者提供一定的信息或一定行动。其目的是激发行动，请求对方协助。首先说明主题，并告知与
9、之相关的想法和建议，有时也可以是具体的要求，最后期望读者采取行动。提示要点： 1、语气礼貌。2、语言清晰、简洁。3、明示希望行动的最后时间期限。,MEMO,TO: Division ManagersFROM: Van Feng, General ManagerDATE: 10 April 2003SUBJECT: Work SchedulesWork schedules for July to December are now being prepared. To help us plan these in a manner that suits all sections, please le
10、t me have holiday schedules for the employees in your section by 21 May 2003.,17,（三）通知备忘录(announcement memo),通知备忘录就是让信息接收者了解某件事情。因此，开头语首先应让对方了解事情的缘由，传出信息，然后可告知应采取的行动。提示要点：1、开门见山传递信息。2、主题明确、段落大意清晰。3、文字简洁、语气肯定。,MEMO,To: All StaffFrom: Sonia Brown, Personnel ManagerDate: I0 May 2003Subject: Staff Disco
11、untsEmployees are entitled to a 12% discount on books at any of our branches.,19,To obtain a discount, simply present your discount card so that your staff number is keyed in with each purchase.You may collect your employee discount card at my office.,（四）移交备忘录(transmittal memo),移交备忘录是附着主要文件一起送去的。主要信
12、息一般是比较正式的，篇幅较长的文件，在其扉页上附着收件人需要的数据等细节。它的目的是介绍随往报告的主要内容。第一段点名主题，后面接具体细节和应采取的行动。,11/9/2022,Free template from ,20,提示要点：,1、文字简洁、中心明确。2、不必重复报告内容或推荐新的提议，但可强调或简短解释报告中的某项发现或结论。3、可对准备报告过程中提供帮助的人表示感谢并希望得到接收人的反馈。4、如可能，进一步强调作者在报告中的观点。,MEMO,TO: Ted Brown, Head of the Marketing DepartmentFROM: Seott Young, Assist
13、ant ProfessorDATE: September 6 2003SUBJECT: Survey on Investment,Here is the report on customer demographics in ABC area for the Marketing Department. We concentrated on the 20 to 50 age bracket as requested.Our study revealed a growing number of customers in this group. And it should respond well t
14、o your investment and saving instruments, mortgage financing, and consumer loan programs.,11/9/2022,Free template from ,23,24,According to our findings, your institution is moving into the consumer financial market at the right time.We owe the result to ABC Inc. who did us great help. And it is a pl
15、easure to assist you in our future cooperation. If you have any questions regarding our findings, please call me at the office or my home.,（五）授权(准许)备忘录(authorization memo),授权(准许)备忘录是给予许可或授予权力的备忘录。首先它提供背景信息，然后再点明主题，最后一步是提供细节并说明所期待的行为；,11/9/2022,Free template from ,25,提示要点：,1、此类备忘录一般是上级传达给下级或有关责任人的信件。
16、祈使句得较多，语气具有一定的指令性。2、句中祈使句使用的较多，语气具有一定的指令性。3、保持礼貌。多用“Please”句型。4、简明扼要地列出所解决的问题和期望的行动。,MEMORANDUM,To: Ted MasuleFrom: K. Doherty, ManagerDate: 21 April 2003Subject: Purchase of Accounting Computing Packages1. Your findings on our existing computing packages identified inadequacies. Your proposal indic
17、ated two new packages suited to our current and projected needs.,28,2. Please order these packages from the supplier nominated in the proposal and arrange for the installation on our terminals as soon as possible.3. Could you also organize and be involved in training each of our computer operators?4
18、. Please see me sometime on Wednesday to arrange a reduction in your regular responsibilities to give you time to complete the project.,课堂作业（class assignment）,1、Write a memo of a director meeting on 28 December. You are chief accountant and you should let all the heads of department know about the m
19、eeting decisions on annual bonus. Meeting decisions are as follows:,11/9/2022,Free template from ,29,1、给全体员工发奖金，奖金将于2008年1月底发。2、销售人员奖金根据2007年12月底的销售额而定。3、办公室人员在销售期间工作压力大，其奖金为2007年全工资的10,11/9/2022,Free template from ,30,31,参考答案(Key to the Exercises),MEMOTo: All Heads of DepartmentFrom: Chief Accounta
20、ntDate: December 28th, 2007Subject: Annual BonusAt the meetings last week, the Directors decided to pay an annual bonus to all employees.1、The bonus will be paid at the end of January, 2008.,2、The bonus for all sales staff is based on sales figures to 31 December, 2007.3、Office staff who always work
21、 under pressure during sales will not be forgotten. All clerk will receive an addition of 10% to their annual salary.,11/9/2022,Free template from ,32,2、You are a supervisor of a big company. The chief of operation wants to adopt the “punch-in” system （打孔考勤制度）to increase productivity. Write a memo t
22、o talk about this:(1) Dose the “punch-in” system benefit the company?(2) If the company doesnt adopt it, what else can we do to increase productivity?You should write about 100 words.,参考答案(Key to the Exercises),MEMOTo: David Green, Chief of OperationsFrom: Tony Party, SupervisorDate: March 10, 2011S
23、ubject: Comments on the “punch-in” system This is a reply to your memo dated March 8, 2011, in which you proposed that employees adopt the punch-in system.,I fully agree with you that we must increase productivity. As far as your proposal that if the punch-in system is adopted, we would have a tight
24、er control over the employees is concerned. However, I dont think so. I personally think that, to accomplish this, we should give the employees more incentives to work faster. I feel that if we( the supervisor) could meet with you, we could discuss different possibilities to create such inventivenes
25、s. Your consideration of this suggestion would be appreciated.,课后作业（homework),修改备忘录MEMORANDUMTo： All members of staff， Northern Branch.From： K.L.J.Date： 5 December 2010,As you know，one of the reason for the introduction of PCs in Northern Branch was to provide us with feedback before we decide wheth
26、er to install PCs in other departments. The Board has asked me to submit a report on your experiences by the end of this week. I talked to some of you informally about this last month. During my brief visit I noticed a junior member of staff playing some kind of computer game in the lunch hour， and
27、a senior manager told me that he used his for writing lettersa job for a secretary, surely?,So that I can compile a full report， I would like everyone to let me know what they personally use the PC for， what software they use and how long per day they spend actually using it. It would also be useful to find out how their PC has not come up to expectations，and any unanticipated uses they have found for their PC，so that others can benefit from your experience.,
