Memo

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I. 商务便函的内容与特点

商务便函(memorandum, 简写Memo)是同一商业组织内部广泛使用的书面联系方式。它可以在同事之间、上下级之间、部门与部门之间使用。商务便函的内容通常包括：传达指示、发布通知、任命职务、了解情况、要求合作、汇报工作、提出建议、发表看法、探讨问题或节日安排等。

注：凡是与公司外部进行正式的商务联系，必须用正规的商务书信。

II. 商务便函的结构与格式

一般公司企业往往都印有按照自己公司风格的商业便函。虽然排列格式不一，但基本组成部分是一样的。请看下面的例子：

Interoffice Memo

To：(收信人)

From:（发信人）

Date:（日期）

Subject:（事由）

Message:（正文）

商务便函一般由以下几个部分组成：

① Memo

Memo是Memorandum缩写，因此也可以用Memorandum，此外还有Internal Memorandum和Interoffice Memorandum，其意思都是一样的。

② To

这一标题后面应写收信人的姓名与职衔，姓名前可以用尊称或不用。如： To：Mr. John Smith，Sales Manager

③ From

这一标题后应写发信人的姓名与职衔：职衔可根据需要决定写或不写，但姓名前不要用尊称。如：

From: John Smith, General Manager

④ Date

日期的写法同书信里日期写法的要求完全一样，不要用数字来表示月份。 ⑤ Subject

这一标题后是写事由的，即用一个或几个词汇简单概括便函的内容，以便查阅。事由必须简洁明了，不要用完整的句子，如：

Changes in Travel Advance Form

Promotion of Staff

Vacation Schedule

Participation in Training Programmes

⑥ Message

正文常常不需要注明这一标题。

正文与一般书信有所不同，可长可短，往往使用简短地句子和段落。有时只有一句话，有时有好几个段落。为了使阅读者一目了然，各段前还可以写上序号。

便函的内容虽然丰富，但它不像商务书信那样讲究措辞，那样注意开头与结尾的表达，只要意思表示清楚即可。

⑦ 除了上述6个部分，商务便函还可以根据实际需要在末尾增加发信人的姓名首字母、附件、副本抄送等。

SCHOOL OF ENGLISH FOR BUSINESS

MEMORANDUM

To: Mr. Kingswick, Course Coordinator

From: Barnsby Campbel

Date: 19 November, 1995

Subject: Lesson Plan for 28 November Lecture

To: Mr. Kingswick, Course Coordinator

From: Barnsby Campbel

Date: 19 November, 1995

Subject: Lesson Plan for 28 November Lecture

I intend to teach memo writing in my next lecture. I plan to cover the following plans:

1. Inside Address

This is omitted in a memo. As internal communication the reason is obvious.

2. Greeting

It is mere polite to put Mr., Mrs. or Ms before and the office after the name of the recipient You may sometimes address the readers as a group.

3. Subject

This is a phrase to tell the reader what the memo is about. Sometimes only the phrase is given without the word Subject before it.

4. Body

These should be short, less than 10 lines, and concentrate on only one paragraph one idea each: Sometimes for memos with three or more paragraphs, it is advisable to begin each with a heading in capital letters to tell what the paragraph is about. Another practice is numbering the paragraphs for easy reference later on.

5. Carbon copy

This is written as c.c. for short. As in a letter, it lists the persons who are also receiving the memo.

6. Signature

Only the initial is needed, The office and name in print of the writer are omitted. In more casual memos there is no signature at all.

Any thought on my notes? Anything to add? Let me know at tea break.

c. c. Mr. P.L. Ducke, Training Officer

III. 商务便函写作的基本要求

?倾向于用非正式的、口语化的语言。但给上级的便函语言要正规些。

?内容可长可短，但必须紧扣主题，切忌在一封便函中讨论几个不通的话题。

?用数码标明段落。层次、问题或用表格等形式有助于那人的清晰明了。

?常常在一开头将写作目的和盘托出，中间就开头提及的事情进行详细阐述，结尾往往提出要求或征求意见。

IV. 商务便函分类范例

1． 告知信息类

tell/ notify/ mention /express/ inform/ explain /note/ report/ advise

I am writing to tell/inform you that…..

I am writing to explain…. (tell your boss why you cannot attend)

I am writing to express (my regret)

例题 2：

You are the training manager of a company which has won a large export order. You have been asked to organise foreign language training for some of your staff.

Write a memo of 40 - 50 words to staff:

? explaining why the courses are necessary

? saying which members of staff should attend

? announcing when the courses will start

【范文】

Internal Memorandum

To: All Staff Date: 1 March 2005

From: the Training Manager Subject: Foreign Language Training Course

I was asked to organise a foreign language training course because of the large export order we received recently. It will start on 15 March and will last 2 weeks. Those who will deal with orders should attend this course.

2．布置安排类

例题 ：

You are Head of Research for an international car manufacturer. You have to make an urgent trip tomorrow to visit Pierre Blanco, a colleague who works for a subsidiary.

Write a memo of 40-50 words to your secretary:

? telling her who you are going to see and when

? asking her to book flight tickets and accommodation

? telling her what work you would like her to do in your absence.

相关词汇：subsidiary, parent company, holding company, affiliate, branch, headquarters, representative office

【范文】

Memorandum

To: Date:

From: Subject:

I need to have an urgent meeting with Pierre Blanco of our Paris office tomorrow. Please book a return ticket to Paris and a hotel room for me as soon as possible. During my absence, please keep me informed of the progress of the project. If there is anything urgent, give me a phone call.

3．征求意见类

例题 ：

You are a Project Team Leader. You have had to postpone your next project meeting because some of the members of your team will be abroad.

Write a memo of 40-50 words to your project team:

? informing them of the postponing and giving the reason

? stating a new date and time for the meeting

? requesting suggestions for the agenda.

相关词汇：postpone; delay agenda, schedule, timetable

【范文】

Memorandum

To: Date:

From: Subject:

I am writing to inform you that the next project meeting will be postponed. Because several team members will be abroad for another project, we will hold our next meeting on 1 August, starting from 9am. Please let me know if you have any suggestions as to the agenda of the meeting. 最后一句话可以替换为：

Do you have any suggestions regarding the schedule?

I welcome your suggestions concerning the timetable.

4．求助申请类

You have lost your calculator, and you want to order a new one. You need to make a written request to your supervisor, Ann Ray.

Write a memo of 40-50 words to her

? saying that you need a replacement

? explaining what happened to the old one

? asking her to approve the request

【范文】

Memorandum

To: Date:

From: Subject:

I am writing to apply for a replacement calculator. I found the old one missing after the client meeting yesterday. As a calculator is essential to my daily work, could you kindly approve this request?

2. Message

I.商务便条的内容与特点

商务便条则是一种最简易的非正式的书面联系形式，其内容多是当天或近日内要办的

事。便条的形式简单，所用语言更加口语化，往往寥寥数语，直接告知对方某件事情或要求

对方做什么。商务便条多用于同事之间，语气没有商务便函正式。通常在无法当面通知或电

话联系的情况下使用。 常见内容有：临时通知、请求、询问。留言、转述电话留言等。

II. 商务便函的结构与格式

商务便条一般有四个组成部分：日期、称呼、正文、签名。一些公司有印好的便条笺。

如:

Message

To: Date: ___________

Message:

商务便条的称呼比较随便，可直呼其名，如：Mary, Tom，也不用结尾敬语。但在

较为正式的场合，如写请假条给上司，最好用敬语，如：Dear Mr. Smith。

签名写在右下方 ，只写名字，不写信，有时也用姓名缩写。

商务便条的格式不规范，那人尽可能简单。一段话或一句话，甚至不用完整的句子，

只要把意思表达清楚就可以了。便条的文字通俗而口语化。一般可省去 “I”的自称和系动

词。

例 1：请假

Thursday

To: Mr. Slater

I am sorry to tell you that I won’t be able to go to the office today due to a sudden dizziness. So I

have to ask for a day’s sick leave.

Susan Dulles

例 2：让秘书通知推迟约会

9 a. m.

Miss Wang ,

I've got an urgent meeting today. Please contact the applicants to postpone the interviews till

further notice.

DS

例 3：安排工作

To: Mr. Richardson

Message:

Please send a letter to Naves Limon in C. R.

Find out:

Are they satisfies with the order?

Can we provide any after-sales advice?

Encourage repeat order.

III. 商务便条写作的基本要求

?倾向于用非正式的、口语化的语言。但给上级的便函语言要正规些。

?内容可长可短，但必须紧扣主题，切忌在一封便函中讨论几个不通的话题。

?用数码标明段落。层次、问题或用表格等形式有助于那人的清晰明了。

?常常在一开头将写作目的和盘托出，中间就开头提及的事情进行详细阐述，结尾往往提出要求或征求意见。