英语实用文体写作系列 7备忘录

Unit 7

备忘录(Memorandum or Memo)

一、写作技巧

(一)概述

备忘录(Memorandum or Memo)是一种用以备忘的简易公文,是一种正式的专业文件。在公文函件中,它的等级是比较低的,主要用来提醒、督促对方,或就某个问题提出自己的意见或看法。在业务上,它是各部门书面联系的一种手段,一般用于内部传递信息,将实情、信息、观察资料等进行传阅,一般用来补充正式文件的不足。

它结构清晰、阅读方便、传递迅速,经常为公司或团体所使用。大多数备忘录的特点是简明扼要,但它们同时也应具备优秀应用文的其他写作原则:面向读者,表达清楚且准确。备忘录简洁短小,各部分题目虽然看上去有些唐突,但它们可以使读者对事情有个大致了解并快速做出反应。

备忘录通常要发送、张贴、转寄,也就是说它们要迅速送到很多人手里。粗心就会出错,其影响会迅速扩大,为了纠正错误人们往往会写更多的备忘录。备忘录也要归档,这意味着它们将来有一天还会纠缠你。事实上“memo”来自于拉丁语“memorandum”,意思是“必须记住的东西”。

它的内容可以分为以下几项:

书端(Heading)

收文人的姓名、头衔、地址(Addressee's Name, Title, Address)

称呼(Salutation)

事因(Subject)

正文(Body)

结束语(Complimentary Close)

署名(Signature)

其标准格式如下:

英语实用文体写作系列7备忘录

(二)写作注意事项

1、书端(Header/Heading)部分包括发文机关的名称、地址、发文日期,有的还包括电报挂号、电传号、电话号码等。许多机关有自己特制的信笺,在写书端时,其格式和标点符号的使用与一般信件的写法相同。

2、称呼从左边顶格写起,对一般机关、团体的负责人一般用 Dear Sir, 对政府官员可用Sir。

3、在date, to, from, subject字样后填上相应的内容。

Date:(日期,如September 12, 2005)

To:(收文人/致,如All Faculty)

From:(发文人/自,如Jim B. Hardemann)

Subject:(事由/由,如Faculty Meeting)

日期:要采用正式的全部拼写。因为在有些国家,“12/01/05”是指“20xx年12月1日”,而在其他国家却是“20xx年1月12日”。

致和自:通常省去诸如“教授”或“先生”这类头衔。“自:”后面写你名字的首字母大写,然后接你的姓。

事由:要具体。

例如:

Date: January 24, 2006

To: F. Prefect

From: A. Dent

Subject: My Suggested Revisions to the Local Demolition Schedule

日期:20xx年1月24日

致: F. 普里费科特

自: A. 邓特

由:关于地方拆除计划的建议修订案

4、在上述字样下面空两行写正文,阐明写作原因(purpose)。采用回答记者问题的方式,回答:who,what,when,where and why。

5、一般不用称呼和结尾礼词。

6、发文人的姓名首字母写在与正文末行空一行的地方。

三、经典范文

例1、Directions: Write a memorandum of about 100 words to the student service department and ask them to fix a telephone for each dormitory.

MEMO

Date: August 16, 2006

To: The leader of student service department

From: Li Ming

Subject: Telephone

Dear Sir,

I would like to remind you that we are in want of a telephone for each dormitory. As a university student, we need to cope with 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 of communication. I hope that you will pay attention to this problem and solve it as soon as possible.

Regards.

Yours,

Li Ming

备忘录

日期: 2006 年8月16 日

致: 学生服务部门领导

从: 李明

主题: 电话

亲爱的先生,

我想提醒您, 我们每一个宿舍都需要一部电话。 作为大学生, 我们需要应对日益增多的与老师、朋友和校外人士的交际。

我们需要电话接收和发送信息, 这对我们很重要。 尽管我们大多数有手机和电子邮件, 宿舍中的电话毕竟是最方便和最便宜的交流工具。我希望您会注意这个问题并予尽快解决。 问候。

真诚的,

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:

1) Why you need the microscope.

2) When you need it.

MEMO

Date: July 12, 2006

To: Mr. Gates, leader of the supply section

From: Li Ming of the biological laboratory

Subject: Microscope

Dear Sir,

I'm 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 so that we can prepare better for the experiment.

With kind regards.

Yours sincerely, Li Ming

注:在写备忘录的时侯,一定要注意它的格式,尤其要在开头写清楚是谁写给谁来备忘的,用“From: /To”两个单词即可。

备忘录

日期: 2006 年7月12 日

致: 盖茨先生, 供应科长

从: 李明,生物实验室

主题: 显微镜

亲爱的先生,

我是生物系的学生,我们非常需要另外一台显微镜以改进我们的实验工作。

星期五我们的实验将开始, 所以请尽快配备显微镜以便我们能更好为实验做准备。 致以亲切的问候。

敬上,

李明

例3、Directions: If you are the teacher of the students’ counselor’s office: P. Steelpes, and you have received a letter for requesting for paid education leave from a student. Write him a memo to reply him including details:

1) The result of his requirement.

2) The reason for rejecting.

3)some suggestions

You should write about 100 words.

To: Records Section

From: P. Steelpes, Career Planning

Subject: Request for Paid Education Leave

Date: May 22, 2006

In response to your request for one year of paid education leave to take a degree in English literature, I have to inform you that we cannot authorize this leave.

While we appreciate 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 pay.

If you need another information on the above, do not hesitate to keep touch with me at any time.

P. Steelpes 注:本篇备忘录的格式很标准。

致: 档案科

从: P . 斯蒂尔皮斯, 职业规划

主题: 要求有偿的教育事假

日期: 2006 年 5月22 日

谨复您的一年有偿的教育事假而取得英语文学学位的请求, 我必须通知您, 我们无法批准这事假。

我们赞赏您改进知识的欲望, 但我们认为, 英国文学不是直接地与您的当前职位和跟机构的目标有关。

我意识到您对文学有浓厚兴趣, 我想指出, 您能申请无薪休假。

如果您需要其它关于上面的信息, 请随时与我联系。

P . 斯蒂尔皮斯

例4、Directions: You are a supervisor of a big company. The chief of operations wants to adopt the “punch-in” system to increase productivity. Write a memo to talk about this:

1) Does the “punch-in” system benefit the company?

2) If the company doesn’t adopt it, what else can we do to increase productivity.

You should write about 100 words.

To: David Green, Chief of Operations

From: Tony Party, Supervisor

Subject: Comments on the “Punch-in” System

Date: March. 22, 2006

This is further to your memo dated March. 20, 2005, 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 tighter control over the employees is concerned. However, I don’t 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 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:此篇是对一篇备忘录的回复。生产主管认为实行打孔考勤制度(“punch-in” system),有利于增加生产效率,但督察却不这样认为。他认为“should give the employees more incentives to work faster”。

致: 大卫·格林, 生产主管

从: 托尼·帕蒂, 督察

主题: 关于打孔考勤制度的评论

日期: 2006 年3月22日

这是进一步来回复您20xx年3月20日的备忘录, 其中您提议雇员应采取打孔考勤制度。 我完全同意,我们必须增加生产力。就您的提案,如果采取打孔考勤制度, 我们可以更

牢固地控制雇员。但是, 我并不这样认为。我个人认为, 为了完成这项工作, 我们应该给予雇员更多鼓励使其更快地工作。我觉得如果我们(监督员) 能和您会面的话, 我们可以谈论创造这样激励的不同的可能性。

我们非常重视您对这个建议的考虑。

托尼·帕蒂

例5、Directions: You are a 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:

1) How long will this project be last for?

2) Welcome the employees to provide suggestions.

You should write about 100 words.

To: Every Employees

From: Brian Aponte

Date: November 18, 2005

Subject: Fitness Center

The 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 appointed 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 equipment.

Brian Aponte

Administration Office, Manager

注:这是一篇关于公司修建健身中心的备忘录。备忘录中说健身中心工作马上开始而且“completed within 90 days”。而且希望各部门代表与主办部门联系,征求关于活动和设备的意见。

致: 每个雇员

从: 布赖恩?阿庞特

日期: 2005 年 11月18 日

主题: 健身中心

理事会昨天在会议上批准了为健身中心更新设备的建议。

健身中心的更新工作从现在开始,应该在90 天之内完成。每个部门都将有一个雇员代表来决定设备类型和可用项目。

我们非常高兴能提供有助于所有我们雇员的身体健康的设施。您的工作小组的代表将很快与您联系,了解您关于活动和设备的建议。

布赖恩?阿庞特

管理办公室经理

例6:考研样题:

Directions:

You are an active member of the student newspaper. 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 about 100 words on ANSWER SHEET 2.

范文:

Date: October 10, 2005

To: All students

From: A. Buttle

Subject: Journalist Position Available for the Summer Semester

The student newspaper is currently looking for a journalist for the summer semester. Applicants should currently be studying at the university, and should 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 negotiable and will be based on experience. If you are interested, please send your resume to the campus newspaper office.

日期:20xx年10月10日

致: 全体学生

自: A. 巴特尔

事由:夏季学期记者招聘

学生报正在招聘夏季学期的记者。条件是应聘人应是本校的在校生,最好至少有两年的写作经验。

被聘者将每周写两篇关于这个城市和校园的报道。工作是从五月底开始,一直持续到八月底。工资待议,且会以其经历为依据。感兴趣者,请把你的简历寄到学校报社。

Notes:

1. “remind”一词用法比较多,可以在后面直接接人或宾格,如“提醒我”译为“please remind me”。如果提醒某人某事则用“remind somebody of something”,也可以在后面加从句,即“remind sb that”,“remind”还有一个意思为“使想起”同样用“remind…of…”的结构,应注意与提醒某事区分。

2. 文中的“badly”是“非常的,迫切的”意思。

3. 短语“in order to”同下句的“so that”意思是一样的即:为了,目的是。不同的是前者后接动词原型而后者常跟目的状语从句 ,类似的短语还有“in order that”,用法与“so that”相同。

4. in response to 反馈。 如,In response to your inquiry … 谨复阁下询问……

5. request(n.) for 要求,请求。如, repeated requests for help 一再请求帮助;make a request for quiet 请求安静。

6. be aware of 注意到、当心。

e.g. We are not fully aware of the gravity of the situation. 我们十分明白形势的严重性。

7. point out 指出。

e.g. point out a mistake 指出错误

Can you point out the man you suspect? 你能把你怀疑的那个人指出来吗?

8. incentive n. 动机,刺激,鼓励。

三、常用句型 USEFUL EXPRESSIONS

1. There are two problems which I would like to bring to your attention concerning the staff changes in my Department.

就我部人事变动事宜,我有两个问题向你汇报。

2. I would suggest that we approach the workers union and ask Mr. Chen Xing to retire in the new year.

我建议与工会联系,劝陈星明年退休。

3. 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.

为扩大业务、互利互惠,A和B经协商,决定于20xx年1月在中国广东广州建立合资公司。

4. The two parties have reached the following understandings:

双方达成以下共识:

5. The Board of Directors will be structured according to the ratio of share holding.

董事会组成由双方的股份比例决定。

6. An Honorary Chairman is to be selected by A and B in turn.

名誉董事长由A和B双方轮流担任。

7. The period of cooperation is set for ten years.

合同期限为10年。

8. In addition to reading the instruction book, let us explain the procedures as follows:

除了看说明书外,我们将操作步骤解释如下:

9. 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日到纽约市的出差费用报销申请正在审理中。

10. We will issue your reimbursement check within three days after receiving the receipts. 我们收到收据后3天内就会给你开出报销支票。

11. Please 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.

请预定和准备好L号宴会厅,我们的销售主管在6月10日中午12点到下午3点要举行午餐会议。

12. Because we will set sales quotas and plan strategy for next year, please make these arrangements:

因为我们要为明年订好销售额,并制定销售策略,因此请做好如下准备:

13. 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日前有关上季度销售记录的请求。

14. Call me at extension 3333 if you need anything else.

如果你还需要别的什么,请拨打3333分机。

练 习 Exercises

I. Fill in the blanks with proper words模版填空

1.

TO: ______[person’s name], Sales Manager

FROM: ________[person’s name], Personnel Manager

DATE: ______________[ DATE]

SUBJECT: Applicants for Sales Post

Attached are the resumes and certificates of four applicants who have applied for your department 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.

__________[signature]

2.

To: ________[person’s name]

Date: _________ [Date]

From: ________[person’s name]

Time: __________ [exact time]

Topic: Delay of arrival

Paul called for you, just after you had left work. He missed the flight due to the bad weather. He will not arrive until 5 p.m. today on flight No. JL608. You are requested to meet him at the airport and drive him to Holiday Inn. This means you needn’t wait for him at lunch time tomorrow. To make up he wants to invite you for dinner.

__________[signature]

II. Translate the following into Chinese.英译汉

From: Edward Johnson

To: Mr. Jim Hillman

Subject: A person for the post

Dear Mr. Hillman,

I would like to inform you that there is a vacancy for the post of secretary in selling department. Please see to it that anyone who applies for this position submits an application to the Personnel Department.

Key to Exercises

I. Fill in the blanks with proper words模版填空

Open-ended.

II. Translate the following into Chinese.英译汉

自:爱德华·约翰逊

致:吉姆·希尔曼先生

事由:人选问题

亲爱的希尔曼先生:

现通知您销售部空缺一位秘书,请安排每位申请此职者向人事部递交申请。

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