大连理工大学网络教育学院

商务英语写作辅导资料四

主 题：对Unit 4备忘录(Memos)知识点的补充

学习时间：20xx年4月22日－4月28日

内 容：

1. Introduction（概述）

1) A memo is a clear, short, effective and concise document that allows you to communicate your ideas and initiatives in writing. It is commonly used for routine matters. It can be used for conveying messages in writing for comments. Memo may be sent upward, downward, or laterally within the organization. Most information transmitted within the office is by memos.

备忘录是一种清楚、简短、有效、简明传达观点和行动方案的文书。通常用于日常工作，可用于传递信息，发表意见。还可上呈上级，下发内部各部门。办公室内部的大部分信息都是靠备忘录传递的。

2) Memos and letters

Memos and letters are the two most common types of business communication. 相同点：They communicate information and are commonly used in the world of business writing.

不同点：Letters communicate with someone outside the organization. Memos are almost used to send information to colleagues, workers in other departments, and management personnel within an organization. The other important differences lie in:

a. Memos are usually unceremonious in style;

b. Memos are normally used for non-sensitive communication (communication to which the reader will not have an emotional reaction);

c. Memos are short and to-the-point;

d. Memos have a direct style;

e. Memos do not have a salutation;

f. Memos do not have a complimentary closing;

g. Memos have a specific format that is very different from a business letter; h. Except for memos that serve as informal reports or instructional documents, the standard business memo format is not more than one page long.

2. Memo format（备忘录格式）（本课重点）

Standard memos are divided into segments to organize the information and to help achieve the writer’s purpose.

1) Heading segment（标题部分）

The heading segment follows this general format:

TO: (readers’ names and job titles)

FROM: (your name and job title)

DATE: (complete and current date)

SUBJECT: (what the memo is about, highlighted in some way)

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2) Opening segment（开始部分）

The purpose of a memo is usually found in the opening paragraphs and is presented in three parts: the context and problem, the specific assignment or task, and the purpose of the memo.

a. The context is the event, circumstance, or background of the problem you are solving.

b. In the task statement you should describe what you are doing to help solve the problem.

c. Finally, the purpose statement of a memo gives your reason for writing it and forecasts what is in the rest of the memo.

3) Summary segment（总结部分）

This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research, but remember to keep it brief.

4) Discussion segments（讨论部分）

The discussion segments are the parts in which you get to include all the juicy details that support your ideas.

a. Begin with the information that is most important. This may mean that you will start with key findings or recommendations.

b. Start with your most general information and move to your specific or supporting facts.

5) Closing segment（结尾部分）

Now you’re almost done. After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit

6) Necessary attachments（必要的附件）

Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo.

3. 例题（本课难点） MEMO

To: Helen Douglas, Production Director

From: John Peterson, Chief Executive

Date: September 18, 2007

Subject: Production for Machinery for Machine Shop

As you know the company is contemplating opening a new machine shop in the

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大连理工大学网络教育学院

near future. Our operations have been expanding so rapidly that such a development now appears inevitable. There are a number of questions, which we need to be thinking about and I would be grateful to hear your opinion on the idea.

1) As to the choice of new machinery I would like to know whether you think we should buy or hire new equipment.

2) Closely connected with the purchase or hire of machinery is the matter of maintenance. We also need to be discussed. How many new staff will be required, for example?

4) At the same time I would appreciate it, if you could provide me with estimates of the probable working life of the equipment, which you propose.

Could you please let me have your preliminary thoughts on the questions in time for our meeting next week?

Memo

To: All employees in food and beverage and FOH services.

From: Tomas Luis, General Manager

Date: 29 July 2007

Subject: Wear Top Pocket ID

It has come to my attention that staff have not been wearing top pocket IDs in the summer months (Opening segment). This is standard for all staff (Discussion segment). If you have lost your ID, please pick up a new one immediately from Personnel. It is a disciplinary offence not to wear ID whether in summer or winter (Closing segment).

4. Useful Expressions

1) As a result of yesterday’s meeting, I suggest we follow the project schedule listed below.

2) This memo responds to your request that the weekly meeting be moved from 9 a.m. to 10 a.m.

3) This memo presents my impressions of the meeting last week.

4) This memo presents my findings of my visit to the computer lab at Clark C252.

练习题（重点练习）

1. It is important to write a good subject line in your memo. Read the memo below, and write a subject line for it.

Memo

To: General Office Manager

From: Senior Service Engineer

Date: 23 September 2007

Subject: __________________________

I have just been informed by our Cleaning Staff that a considerable quantity of cleaning equipment and fluid has recently gone.

Let me say that I take a very serious view of theft, if the theft is what it is.

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Anyone found in possession of company materials or equipment outside work hours will be dismissed. We shall also prosecute.

We must stop theft now. If it continues, we all pay the price.

2. The following extract is from a telephone call. Suppose that you wanted to send a memo instead of making the telephone call. Please write the body part of the memo.

Hello, Mr. Chan? This is William Tsang here. Yes, Senior Accounts Supervisor. Look, Mr. Chan, I’m afraid I made a slight mistake in the figures I sent you recently. Yes. Well, not really my fault. The computer was down. You know how these things are ... Would you like me to send over the revised figures? You would. OK.

3. Write a memo based on the following information.

Suppose that you (Tony Party) are a supervisor of a big company. The chief of operations (David Green) wants to adopt the “punch-in” system to increase productivity. You write a memo which covers the following issues:

1) You agree with David in terms of increasing productivity in the company;

2) You express doubt that “punch-in” system can tighten control over employees and increase productivity;

3) You would like to meet David to discuss other means of incentives.

答案：

1. Subject: Missing cleaning supplies

2. Body part: I’m afraid I made a slight mistake in the figures I sent you recently. This mistake was due to the computer system being out of operation. Please tell me if you need the revised figures.

3. Memo

To: David Green, Chief of Operations

From: Tony Party, Supervisor

Date: March 22, 2007

Subject: Comments on the “Punch-in” System

This is further to your memo dated March 20, 2007, in which you proposed that employees

I fully agree with you that we must increase productivity. As far as your proposal is concerned, I don’t think we would have a tighter control over the employees if the “punch-in” system is adopted. 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 incentives.

Your consideration of this suggestion would be appreciated.

T. P.

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