Memodrill备忘录练习.ppt
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1、Unit 4,In-house Correspondence Lesson 16 Memos,General Introduction,Memo writing usually occurs between colleagues-internal company writing. It is an informal writing compared with business letters. The writing style of a memo is: Conciseness、 Courtesy 、 Clarity & Concreteness,Purpose,Memos have a t
2、wofold purpose: they bring attention to problems and they solve problems. They accomplish their goals by informing the reader about new information like policy changes, price increases, or by persuading the reader to take an action, such as attend a meeting, or change a current production procedure.
3、 Regardless of the specific goal, memos are most effective when they connect the purpose of the writer with the interests and needs of the reader.,Choose the audience of the memo wisely. Ensure that all of the people that the memo is addressed to need to read the memo. If it is an issue involving on
4、ly one person, do not send the memo to the entire office. Also, be certain that material is not too sensitive to put in a memo; sometimes the best forms of communication are face-to-face interaction or a phone call. Memos are most effectively used when sent to a small to moderate amount of people to
5、 communicate company or job objectives.,Memo Format 1,Company Name Company Address Date of Memo To: From: Subject: Recipient of Memo Writer of Memo Writers Initials* Title of Memo in Initial Capitals,Memo Format 2,The heading segment follows this general format: TO: (readers names and job titles) FR
6、OM: (your name and job title) DATE: (complete and current date or time) SUBJECT: (what the memo is about, highlighted in some way),Context,The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and
7、state the problem. Oftentimes it is sufficient to use the opening of a sentence to completely explain the context, such as, “Through market research and analysis.“ Include only what your reader needs, but be sure it is clear.,Necessary Attachments,Make sure you document your findings or provide deta
8、iled information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this: Attached: Focus Group Results, January- May 2007,Sample 1,
9、To: Andy Andler, Benita Buchanan, Charles Chavez CC: Darcy Danko From: Heady the Head Honcho Date: June 1, 2006 Re: Need for New Memo Format,Ive noticed that we dont seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should
10、. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives. While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary
11、 information for later referral. Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 noon. I will then send out a notice to the entire staff regarding the new memo format. Thank you for your prompt attention to this.,Sample 2,To: All Staff Fro
12、m: Heady the Head Honcho Date: June 1, 2006 Re: New Memo Format Effective June 1 In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos: Clearly state the purpose of the memo in the subject line and in the first paragraph.,The body o
13、f the memo might include two-four paragraphs outlining the purpose of the memo. If this is a longer memo, each paragraph will have a subhead to help guide the reader through the document. Finally, the writer includes a summary paragraph, which features bullets highlighting the main points of each pr
14、evious paragraph, and concludes the memo with a stated action required by the reader or writer. A quick note about the use of “memo“ vs. “memorandum:“ it doesnt really matter. It falls in line with the style selected by the writer.,Keep language professional, simple and polite. Use short sentences.
15、Use bullets if a lot of information is conveyed. Proofread before sending. Address the memo to the person(s) who will take action on the subject, and CC those who need to know about the action. Attach additional information: dont place it in the body of the memo if possible. Please put this format i
16、nto practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please dont hesitate to call me. Thank you.,Situation Writing One,Points Some resumes you send Henry Smith, Sales Manager. Ask him to choose out whom they want to interview. You wil
17、l arrange interviews for him. Write a memo about 30-40 words on your Answer Sheet.,TO: Henry Smith, Sales Manager FROM: Jack Wong, Personnel Manager DATE: May 4, 2006 SUBJECT: Applicants for Sales Post,Attached are the resumes and certificates of four applicants who have applied for your department
18、position. Please evaluate these applicants and then recommend people you want to interview to me. As soon as I have the names, I will make arrangement for the interviews. J.W.,Situation Writing Two,Points You are Nancy. Mr. Paul is one of your important customers. He will come to your city. He made
19、a phone call to your company when your Manager Ted Feng was out. Pauls flight No. is JL608. Meeting your Manager Ted Feng at 5:00 pm. today at the airport. Driving him to Holiday Inn. Write a memo to your manager in about 30-40 words.,To: Ted Feng Date: Oct. 1st From: Nancy Time: 14:42 Topic: Delay
20、of arrival Paul called for you, just when you out. He will arrive at 5:00 pm today on flight No. JL608. You are requested to meet him at the airport and drive him to Holiday Inn. Nancy,Contents,返回,Section 1 Getting Started,SEC 2,SEC 3,SEC 4,SEC 5,返回,SEC 1,1 If you want to remind someone to do someth
21、ing, what would you do?,SEC 6,2 Do you know what a memo is? What is it used for?,Section 2 Sample Study,SEC 3,SEC 4,返回,SEC 1,SEC 6,SEC 5,Sample 1,Arrowhead East Conference Center INTEROFFICE MEMO TO: Jan Turner, Meeting Planner FROM: Mark Wilson, Catering Manager DATE: February 3, 2005 SUBJECT: Cate
22、ring for CellFirst lunch I have attached three menu choices for the March 16 lunch for the CellFirst group.,SEC 2,Translate,我已于2月1日联络过客户请他们在自助餐和传统午餐中选择一个。,I asked the client on February 1 if they would prefer a buffet lunch or served lunch.,我尚未收到他们的答复。,They havent gotten back to me.,对某事物采取进一步行动,Coul
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