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1、Unit 4 In-house Correspondence Lesson 16 MemosGeneral IntroductionvMemowritingusuallyoccursbetweencolleagues-internalcompanywriting.vItisaninformalwritingcomparedwithbusinessletters.vThewritingstyleofamemois:vConciseness、Courtesy、Clarity&ConcretenessPurposevMemoshaveatwofoldpurpose:theybringattentio
2、ntoproblemsandtheysolveproblems.Theyaccomplishtheirgoalsbyinformingthereaderaboutnewinformationlikepolicychanges,priceincreases,orbypersuadingthereadertotakeanaction,suchasattendameeting,orchangeacurrentproductionprocedure.Regardlessofthespecificgoal,memosaremosteffectivewhentheyconnectthepurposeoft
3、hewriterwiththeinterestsandneedsofthereader.vChoosetheaudienceofthememowisely.Ensurethatallofthepeoplethatthememoisaddressedtoneedtoreadthememo.Ifitisanissueinvolvingonlyoneperson,donotsendthememototheentireoffice.Also,becertainthatmaterialisnottoosensitivetoputinamemo;sometimesthebestformsofcommuni
4、cationareface-to-faceinteractionoraphonecall.Memosaremosteffectivelyusedwhensenttoasmalltomoderateamountofpeopletocommunicatecompanyorjobobjectives.Memo Format 1vCompanyNameCompanyAddressDateofMemovTo:vFrom:vSubject:RecipientofMemoWriterofMemoWritersInitials*vTitleofMemoinInitialCapitalsMemo Format
5、2vTheheadingsegmentfollowsthisgeneralformat:vTO:(readersnamesandjobtitles)vFROM:(yournameandjobtitle)vDATE:(completeandcurrentdateortime)vSUBJECT:(whatthememoisabout,highlightedinsomeway)ContextvThecontextistheevent,circumstance,orbackgroundoftheproblemyouaresolving.Youmayuseaparagraphorafewsentence
6、stoestablishthebackgroundandstatetheproblem.Oftentimesitissufficienttousetheopeningofasentencetocompletelyexplainthecontext,suchas,vThroughmarketresearchandanalysis.vIncludeonlywhatyourreaderneeds,butbesureitisclear.Necessary AttachmentsvMakesureyoudocumentyourfindingsorprovidedetailedinformationwhe
7、nevernecessary.Youcandothisbyattachinglists,graphs,tables,etc.attheendofyourmemo.Besuretorefertoyourattachmentsinyourmemoandaddanotationaboutwhatisattachedbelowyourclosing,likethis:vAttached:FocusGroupResults,January-May2007Sample 1vTo: Andy Andler, Benita Buchanan, Charles Chavez vCC: Darcy Danko v
8、From: Heady the Head Honcho vDate: June 1, 2006 vRe: Need for New Memo Format vIvenoticedthatwedontseemtobeabletocommunicateimportantchanges,requirementsandprogressreportsthroughoutthecompanyaseffectivelyasweshould.Iproposedevelopingoneconsistentmemoformat,recognizablebyallstaffastheofficialmeansofc
9、ommunicatingcompanydirectives.vWhileIknowthisseemslikeasimplesolution,Ibelieveitwillcutdownonneedlesse-mail,improveuniversalcommunicationandallowthestafftosavenecessaryinformationforlaterreferral.vPleasetalkamongyourselvestodeterminetheproperpointsofmemowritingandreturntheinputtomeby12noon.Iwillthen
10、sendoutanoticetotheentirestaffregardingthenewmemoformat.vThankyouforyourpromptattentiontothis.Sample 2vTo:AllStaffvFrom:HeadytheHeadHonchovDate:June1,2006vRe:NewMemoFormatEffectiveJune1vInordertomakeinterofficecommunicationseasier,pleaseadheretothefollowingguidelinesforwritingeffectivememos:vClearly
11、statethepurposeofthememointhesubjectlineandinthefirstparagraph.vThebodyofthememomightincludetwo-fourparagraphsoutliningthepurposeofthememo.Ifthisisalongermemo,eachparagraphwillhaveasubheadtohelpguidethereaderthroughthedocument.vFinally,thewriterincludesasummaryparagraph,whichfeaturesbulletshighlight
12、ingthemainpointsofeachpreviousparagraph,andconcludesthememowithastatedactionrequiredbythereaderorwriter.vAquicknoteabouttheuseofmemovs.memorandum:itdoesntreallymatter.Itfallsinlinewiththestyleselectedbythewriter.vKeeplanguageprofessional,simpleandpolite.vUseshortsentences.vUsebulletsifalotofinformat
13、ionisconveyed.vProofreadbeforesending.vAddressthememototheperson(s)whowilltakeactiononthesubject,andCCthosewhoneedtoknowabouttheaction.vAttachadditionalinformation:dontplaceitinthebodyofthememoifpossible.vPleaseputthisformatintopracticeimmediately.Weappreciateyourassistanceindevelopingclearcommunica
14、tions.Ifyouhaveanyquestions,pleasedonthesitatetocallme.vThankyou.Situation Writing OnevPointsvSomeresumesyousendHenrySmith,SalesManager.vAskhimtochooseoutwhomtheywanttointerview.vYouwillarrangeinterviewsforhim.vWriteamemoabout30-40wordsonyourAnswerSheet.vTO:HenrySmith,SalesManagervFROM:JackWong,Pers
15、onnelManagervDATE:May4,2006vSUBJECT:ApplicantsforSalesPostvAttachedaretheresumesandcertificatesoffourapplicantswhohaveappliedforyourdepartmentposition.vPleaseevaluatetheseapplicantsandthenrecommendpeopleyouwanttointerviewtome.AssoonasIhavethenames,Iwillmakearrangementfortheinterviews.vJ.W.Situation
16、Writing TwovPointsvYouareNancy.Mr.Paulisoneofyourimportantcustomers.Hewillcometoyourcity.HemadeaphonecalltoyourcompanywhenyourManagerTedFengwasout.vPaulsflightNo.isJL608.vMeetingyourManagerTedFengat5:00pm.todayattheairport.vDrivinghimtoHolidayInn.vWriteamemotoyourmanagerinabout30-40words.vTo:TedFeng
17、Date:Oct.1stvFrom:NancyTime:14:42vTopic:DelayofarrivalvPaulcalledforyou,justwhenyouout.Hewillarriveat5:00pmtodayonflightNo.JL608.YouarerequestedtomeethimattheairportanddrivehimtoHolidayInn.vNancyContents Section 2 Sample Study Section 3 Composing Your Message Section 4 Writing Your Message Section 5
18、 Memo Practice返回返回Section 1 Getting Started Section 6 Supplementary MaterialsSection 1 Getting StartedSEC 2SEC 3SEC 4SEC 5返回返回SEC 11 If you want to remind someone to do something, what would you do? SEC 62 Do you know what a memo is? What is it used for?Section 2 Sample StudySEC 3SEC 4返回返回SEC 1SEC 6
19、SEC 5Sample 1ArrowheadEastConferenceCenterINTEROFFICEMEMOTO:JanTurner,MeetingPlannerFROM:MarkWilson,CateringManagerDATE:February3,2005SUBJECT:CateringforCellFirstlunchIhaveattachedthreemenuchoicesfortheMarch16lunchfortheCellFirstgroup.SEC 2Translate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。IaskedtheclientonFebr
20、uary1iftheywouldpreferabuffetlunchorservedlunch.我尚未收到他们的答复。Theyhaventgottenbacktome. 对某事物采取进一步行动Couldyoufollowup?Section 2 Sample StudySample 1ArrowheadEast会议中心公司内部备忘录致：简特纳，会议策划人由：马克威尔森，参议部经理日期：2005年2月3日主题：CellFirst就餐安排附录上有我为CellFirst集团安排的3月16日的三种午餐菜单。我已于2月1日与客户们联系过请他们在自助餐和传统午餐中选择一个。但尚未收到答复。请你做进一步咨询
21、。SEC 3SEC 4返回返回SEC 1SEC 6TranslateSEC 5SEC 2Section 2 Sample StudySample 2 (1)TO:RemigoRuizFROM:BeckyPharrDATE:April1,2004SUBJECT:RequestforcostinformationconcerningmeetingAswediscussedinmyofficetoday,pleasegetthenecessarycostinformationforconductingourannualsalesmeetingattheTimberCreekLodge,TimberC
22、reekVillage,Colorado.OurmeetingwillbeginonthemorningofMonday,June5.Weshouldarriveonthe4th.SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 26月9日早上开个简短的会议之后我们就离开。WewillleaveafterabriefmorningsessiononJune9.安排，计划arrangetoSection 2 Sample StudySample 2 (2)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 2Specifically,Iwantthefollowin
23、ginformation:Travelcostsforall43participants,includingairtraveltoDenverandgroundtravelbetweentheairportandthelodge.Ihavelistedthenamesandhomestationsofthe43participantsontheattachedsheet.Roomandboardcostsforthefive-dayperiod,includingcostwithandwithoutdinneratthelodge.Asyouknow,weareconsideringthepo
24、ssibilityofallowingparticipantstopurchasedinnersatnearbyrestaurants.Section 2 Sample StudySEC 3SEC 4返回返回SEC 1SEC 6SEC 5TranslateSEC 2Costsforrecreationalfacilitiesatthelodge.Costsformeetingroomsandmeetingequipment(projectors,lecterns,andsuch).Wewillneedaroomlargeenoughtoaccommodateour43participants.
25、IdliketohavetheinformationbyApril15.Ifyouneedadditionalinformation,.Section 2 Sample StudySample 2致：莱米格瑞兹由：贝克伊法尔日期：2004年4月1日主题：咨询会议费用根据我们今天在我办公室进行的谈话，请弄清楚在科罗拉多州的TimberCreek村的TimberCreek山庄举办我们公司的年度销售会议的费用情况。我们的会议预定在6月5日（星期一）上午开始。我们将在6月4日抵达，于6月9日早上开完简短的会议之后离开。具体地说，我需要了解以下信息：与会43名人员的旅行费用，包括去丹佛的机票和机场与会议
26、地点之间的交通费。我已经附上43名与会人员的名单和他们各自的出发站。SEC 3SEC 4返回返回SEC 1SEC 6TranslateSEC 5五天会议的食宿费，需要含晚餐和不含晚餐两种报价。如你所知，我们正在考虑请与会者在会场附近的餐馆自行解决晚餐。会场内各项娱乐设施的费用。租用会议室和会议使用的各种设备（投影仪，演讲桌等）所需的费用。我们需要一间足够容纳43人的会议室。请在4月15日之前提供以上项目的报价，如果你需要任何进一步的信息，请拨打3715房间或者发邮件到。SEC 2Section 3 Composing your MessagesTemplateMemorandumTo:reci
27、pientsnames,jobtitlesFrom:writersnames,jobtitlesDate:completeandcurrentdateSubject:descriptionofwhatthememoisregardingOpening:statethebackgroundoftheproblemandpurposeofthememoFocus:explainthestepsyouhavetakenormethodsandsourcesyouhaveusedtosolvetheproblemClosing:requestyourreadertotakeanactiontosolv
28、etheproblem.Somepeopleuseconclusionattheendofthememotosummarizeorgivesuggestionsandrecommendationsorifyouwishtomakearequesttothereader.SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 2Section 3 Composing your MessagesPractice 1 (1)Complete the following chart according to the information given in the samples.SEC 3
29、SEC 4返回返回SEC 1SEC 6SEC 5SEC 2Sample1Sample2WriterRecipientRemigoRuizDateSubjectBeckyPharr_MarkWilson,CateringManagerBeckyPharr_April1,2004_Requestforcostinformationconcerningmeeting_JanTurner,MeetingPlanner_February3,2005_CateringforCellFirstlunchRequestforcostinformationconcerningmeeting_Section 3
30、Composing your MessagesPractice 1 (2)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 2Sample1Sample2PurposeofwritingnotgottenfeedbackoftheinformationClosinghavetheinformationbyApril15Couldyoufollowup?Idliketo._getthenecessarycostinformationforconductingourannualsalesmeeting_Section 3 Composing your MessagesPractic
31、e 2 (1)Read the following sentences and write O if the sentence is for opening, F for focus, or C for closing. SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 21.WeareholdingourannualmeetingandIwouldliketogetinformationaboutyourfacilities.2.Ilookforwardtoyourphonecall.3.Wenowneedchairsandtablesfor35attendees.4.Iwo
32、uldliketoconfirmtheinformationthatwediscussedonthephonetoday.5.ThisscheduleiseffectiveasofAugust25.F _C_O _O_F _Section 3 Composing your MessagesPractice 2 (2)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 26.Inadditiontothemeetingrooms,wewillreservefiveguestrooms.7.Iawaityourconfirmation.8.Canyouarrangeit?Thanks
33、.9.WewillneedabuffetlunchforMonday,Tuesday,andWednesday.10.Imsendingyouconfirmationtodayofthedetailsthatwediscussed.F _C_O_F _C_Section 4 Writing Your MessagePractice 3 (1)Choose the words that best complete the sentences.SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 21.WeexpectpaymentMay30.(by/within)2.Thecheck
34、shouldbetheretheweek.(on/within)3.Pleasecontactmetheendoftheweektodiscussthismatter.(by/on)4.Wewouldappreciatereceivingtheitemsassoonaspossible,butApril15.(nolaterthan/on)5.PleasecompletethecateringrequestformandsendittousJune3.(before/within)by_within_within_nolaterthan_before_Section 4 Writing You
35、r MessagePractice 3 (2)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 26.IwillbeleavingforabusinesstripMarch3,soIwouldliketoreceivethematerialsbeforeIleave.(on/after)7.WewouldlikethetableandbookcasedeliveredAugust20.(nolaterthan/within)8.TwoofourfiveEuropeanofficesareclosingJune1.(on/nolaterthan)9.Pleasesendthene
36、wofficedirectoryandmakesureitwillarrivetheendoftheyear.(before/after).10.Wouldyoupleasesendmeacopyofyourcataloguetwoweeks?(within/before)on_within_nolaterthan_before_on_Section 4 Writing Your MessagePractice 4 (1)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5Rewrite these sentences by using the expressions with “as”
37、.SEC 21.ImentionedoverthetelephonethismorningthatIntexchipsetswereoutofstock.AsImentionedoverthetelephonethismorning,Intexchipsetsareoutofstock._2.Inourtelephoneconversationlastweek,Itoldyouthatallitemsonyourpurchaseorderarenolongerinproduction.AsItoldyouinourtelephoneconversationlastweek,allitemson
38、yourpurchaseorderarenolongerinproduction._Section 4 Writing Your MessagePractice 4 (2)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 23.ItoldyouinmyofficeonMondaythatweareunabletofillyourorderatthistime. AsItoldyouinmyofficeonMonday,weareunabletofillyourorderatthistime. _4.Duringthemeetingweagreedtosendadepositof
39、halftheamountandpaythebalancewhengoodsaredelivered.Asweagreedatthemeeting,wewillsendadepositofhalftheamountandpaythebalancewhengoodsaredelivered._5.Lasttimewepaidbycreditwhenweplacedtheorder.Aswedidlasttime,wewillpaybycreditwhenweplacetheorder._Section 4 Writing Your MessagePractice 4 (3)SEC 3SEC 4返
40、回返回SEC 1SEC 6SEC 5SEC 26.Yourequestedthatweshouldprovideamicrophoneandspeakersinthemeetingroom.Asyourequested,wewillprovideamicrophoneandspeakersinthemeetingroom._7.YousaidonthetelephonethatyouwouldgivemeaninterviewonFridaymorning.Asyousaidonthetelephone,youwillgivemeaninterviewonFridaymorning._Sect
41、ion 4 Writing Your MessagePractice 4 (4)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 28.Hepredictedtherewasashockedsilence.Therewasashockedsilenceashepredicted._9.Isaidthatthisresearchhasjuststarted.AsIsaidearlier,thisresearchhasjuststarted._10.Weexpectedthenewproductstosellwell.Asweexpected,thenewproductssellw
42、ell. _Section 4 Writing Your MessagePractice 5 (1)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5Read the following memo and write appropriate section headings.SEC 2MEMORANDUMTo:WaylandAnderson,JoeHarkins,DickHarperFrom:ClarkDuffy,AssistantDirectorDate:April22,2007Subject:ReservoirManagementImplementationMeetingAmeet
43、ingofourworkgroupsisscheduledfor10:00a.m.onFriday,April27,intheStateConservationCommissionConferenceRoom.TheBureauofReclamation,includingDanSheer,willalsobepresent.Thepurposeofthemeeting,preliminaryassignments,andpost-meetingactivitiesareoutlinedbelow.Section 4 Writing Your MessagePractice 5 (2)SEC
44、3SEC 4返回返回SEC 1SEC 6SEC 5SEC 2WewillidentifyanddiscussthespecifictasksnecessarytoimplementtheLargeReservoirManagementSectionoftheplan.Wewillalsomakeassignmentstoorganizationsandindividualsforthecompletionofthevarioustasks.IamaskingeachofyoutosubmitthefollowingtomebyWednesday,April24:Commentsontheatt
45、achedsummaryofthetasksforeachoftheprojectsfiveworkgroups.One-pageproposal,tobeincludedwiththeattachedsummary,whichoutlinesindetailhoweachtask,willbeaccomplishedandwhoisresponsibleforitscompletion.PurposeoftheMeeting_PreliminaryAssignments_Section 4 Writing Your MessagePractice 5 (3)SEC 3SEC 4返回返回SEC
46、 1SEC 6SEC 5SEC 2IwillforwardthisinformationtotheBureauofReclamationforreviewpriortothemeeting.Post-meetingActivitiesUponcompletionofourmeeting,theBureauofReclamationwillbeinapositiontobeginworkingontheassignedprojects.WewillalsosendalettertotheKansasCityandTulsaDistrictsoftheCorpsofEngineersrequest
47、ingtheirassistanceonprojectsassignedtothem.Iwouldappreciateyourcooperationonthisproject.Ifyouhaveanyquestions,pleasecallmeonextension452.AttachmentsSection 5 Letter PracticePractice 6 (1)Compose a memo with sentences given in the box. The heading has been given. SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 21.I
48、nordertoreceivesickpay,Ineedtosendinmydoctorsnote.2.Pleaseconfirmthatthecostofthemedicineiscoveredbythecompanyhealthscheme.3.Iattachthedoctorsnote.4.Thankyou.5.Iwassickyesterday,andthereforeIcouldntcometowork.6.Sickleavecertificate.Section 5 Letter PracticePractice 6 (2)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5
49、MEMORANDUMTo:JuliaWong,HumanResourcesFrom:MariaXia,MarketingManagerDate:May4,2007Subject: SEC 2Sickleavecertificate_Iwassickyesterday,andthereforeIcouldntcometowork.Inordertoreceivesickpay,Ineedtosendinmydoctorsnote.Iattachthedoctorsnote.Pleaseconfirmthatthecostofthemedicineiscoveredbythecompanyheal
50、thscheme.Thankyou.Attachment_Section 5 Letter PracticePractice 7 (1)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5The colored parts are the places where the writer made errors. Write the correct word (s).To:AllEmployeesFrom:PeterBates,Date:April25,2004Subject: ExcessiveAbsenteesDuetotheexcessivenumberofabsenteesfrom
51、theoffice,thefollowingrulesandprocedureswillbeputintoasofthisdate:Noexcuse.Wewillnolongeracceptyourdoctorsstatementasproof,aswebelievethatifyouareabletogotothedoctor,YOUareabletocometowork.SEC 2GeneralManagerGeneralmanagereffectaffectSICKNESSSICKSection 5 Letter PracticePractice 7 (2)SEC 3SEC 4返回返回S
52、EC 1SEC 6SEC 5SEC 2DEATH:(Otherthanyourown)Thisisnoexcuse.Thereisnothingyoucandoforthem,andwearesurethatsomeoneelsewithlesserpositioncanattendtothearrangements.,ifthefuneralcanbeheldinthelateafternoon,wewillbegladtoletyouoffonehourearlier,thatyourshareoftheworkisaheadenoughtokeepgoinginyourabsence.L
53、EAVEOF:(Surgery)Wearenolongerallowingthispractice.Wewishtodiscourageanythoughtsthatyouneedanoperation,webelieveaslongasyouareanemployeehere,HoweverEverprovided/providingprovideABSENCEAbsenceaslikeSection 5 Letter PracticePractice 7 (3)SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 2youneedallofwhateveryouhaveandy
54、oushouldnotconsidertoanythingremoved.Wehiredyouasyouareandtohaveanythingremovedwouldcertainlymakeyoulessthanwebargainedfor.ALSO:Entirelytimeisbeingspentintherestroom.Inthefuture,wewillfollowthepracticeofgoinginalphabeticalorder.,thosewhosenamesbeginwith“A”willgofrom8:00to8:15,“B”willgofrom8:15to8:30
55、,andsoon.Ifyouareunabletogoatyourappointedtime,itwillbenecessarytowaituntilthenextdaywhenyourturncomesagain.havinghavetoomuchmuchtooForinstanceForinstantSection 5 Letter PracticePractice 8 (1)SEC 3SEC 4返回返回SEC 1SEC 6Write a memo according to the situation given below, making up any necessary details
56、.SEC 5SEC 2Situation:Yourdepartmentisresponsiblefortheorderingandissuingofstationerysuppliestoemployeesinyourorganization.TheAccountsManagerhasrecentlypointedouttherisingcostsofstationeryused.Hesuspectsthatemployeesarebeingwasteful,andwantsyoutotakesomeactiontoreducetheamounts.Task:Writeamemotoallco
57、mpanystaff.GivedetailsoftheAccountManagerscomplaint,andstresstheneedforeconomyandcarefuluseofstationeryitems.Youneedtotellthemthatyouwillshortlydiscusswithotherdepartmentheadstheintroductionofnewguidelinesforstationeryrequisition.Section 5 Letter PracticeSEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 2MEMORANDUMT
58、O:FROM:DATE:SUBJECT:Practice 8 (2)_Section 6 Supplementary MaterialsUseful Expressions (1)1.Iwouldliketoannouncethefollowing.我想宣布如下内容2.Wewouldappreciateitifyoucould/would.如您能够我们将不胜感激。3.Pleaseletusknowwhen/howmuch/if.请告之何时/多少/是否4.Wewouldliketopointoutthat.我们想指出5.Itisessentialthat.assoonaspossible/wit
59、houtfurtherdelay.尽可能迅速地/毫不耽搁是有必要的。SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 2Section 6 Supplementary MaterialsUseful Expressions (2)6.Weregrettoinformyouthat.很遗憾通知你7.Itisnotclearwhether.是否不清楚。8.Iwouldliketoconfirmthearrangementsfor.我想确认对的安排。9.Pleasefeelfreetocallmeif.如果请尽管打电话给我。10.Pleaseletmeknowifyouneedanyfurtherinformation.如需要更详细的信息请告之。SEC 3SEC 4返回返回SEC 1SEC 6SEC 5SEC 2LOGO返回返回
