Memorandum ( 备忘录).ppt

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1、Memorandum Memorandum(备忘录备忘录)ImportantDifficult Points 1The content of memorandum 2Types of memorandum Task1Try it YourselfYou are the Product Manager of Tabor Auto Parts Inc.Mr.Adam Field,Presidents,finds that his men did not show enough respect to their important guests.So he asks you to write a m

2、emo in his name reminding them not to do it again.Here are the notes he gives to you:1.These German guests are very important for they will cooperate with us in scientific research in the future.2.I am so surprised to find our men laughing and catcalling when our guests were visiting our workshop.3.

3、This should not happen again.Learning contents IWhat is memos?A memorandum is a clear，short，effective and concise document used for interoffice communication.It is commonly used for routine matters,conveying messages in writing for comments.Memorandums may be sent upward,downwardor laterally within

4、the organizationMost information transmitted within the office is by memorandumsWhen to write a memo?If a response is required from the reader.If you are communicating with only some of the company personnel.If you want to make sure that important information is received by everyone.The purpose of w

5、riting a memoto inform to request action 要求相关的行动to build up goodwill.建立良好关系The use of memos 1.For both internal and external communication.announce policies,disseminate information delegate responsibilities,instruct employees report the result of a research or an investigation.keep employees informe

6、d of company goals motivate employees to achieve the goals 2.Conveys the writers point quickly and directly to the readers.Tips of writing in a memo1.Use the active voice Your proposal cannot be accepted.I cannot accept your proposal.2.Use simple,action verbs rather than long phrasesWe made a paymen

7、t of$15,000 to the customer to cover his loss.We paid$15,000 to the customer to cover his loss.3 Use single words like since,although,if and so on to link your ideas.avoid long phrases like in view of,in spite of,in the event of and so on.In view of the likelihood that the local market will expand,p

8、roduction should be increased.Since the local market is likely to expand,we should increase production.4.Underline key words to attract the readers attention.All members should arrive at Central Station before 9,00 am to make arrangements.5.Number your paragraphs or points.;6.Tabulate(put into colum

9、ns)information involving lists of numbers,prices,dates,and so on.Characteristics of Successful Memos1.Subject heading2.Single topic3.Conversational tone4.Conciseness5.Visual signalingComponents of MemosThe headings and the message.1.Memo headings.2.Memo message i)Opening ii)Body iii)ClosingThe conte

10、nt of a memorandum1.Heading segment TO:(readers names and job titles)FROM:(your name and job title)DATE:(complete and current date)SUBJECT:(what the memorandum is about,highlighted in some.way)2.Opening segment 1)The context 2)In the task statement 3)The purpose statement 3.Summary segment(body)Prov

11、ides a brief statement,including references to methods and sources you have used in your research 4.Discussion segments(body)Including:1)key findings or recommendations.2)general information 5.Closing segment Make sure to benefit the reader from the desired actions 6.Necessary attachmentsMake sure t

12、o provide detailed information whenever necessary.by attaching lists,graphs,tables,etc.MEMOTO:Department ManagersFROM:Jou SmithDATE:NOV.10,2011SUBJECT：In-service Computer Class From Nov.12,computer Class will be held on Saturdays for two months.There will be 2 groups:intermediate level and advanced

13、level.Please encourage your staff to attend one of the sessions.All teaching materials will be provided.Please send me the names of all interested staff by next Friday.These staff will take a test the week before May.MEMORANDUMTo:All employeesFrom:Adam Field,PresidentDate:Nov.10,2011Subject:Attitude

14、s towards visitors should be improvedI accompanied a group of distinguished German engineers yesterday to tour our plant.These guests are very important to us,for they have promised to help us with their advanced technology and may cooperate with nus in scientific research.You reception of these gue

15、sts was generally gracious,but I was surprised to find out brusts of laughter and catcalls when the guests visited our workshop.Though you did not mean to offend them,it was quite probable for them to misunderstand you.Politeness and hospitality is an important policy in our company.I request once a

16、gain that in reception of our guests we should do our best to make our guest feel welcome.Types Of memorandumsFour common broad categories exist：Directive,Response to an Inquiry,Trip Report and Field Reports.1.Directive memorandum(指令式备忘录)State a policy or procedure Sample 1 MEMORANDUM TO:Design Team

17、#362 FROM:W.B.Working DATE:May 27,1997 SUBJECT:Project Schedule As a result of yesterdays meeting,I suggest,we follow the project schedule listed below.Remember,we must submit a Proposal by noon on July 2.Schedule Task Completion Date Divide research into groups and compile information June 6 Review

18、 designs from Kate and Bill June 11 Write Proposal June 23 Review Proposal June 26 Submit Proposal for printing June 27 (http:/writing.colostate,edu/references/documents/memo/pop2e,cfm-9k-)2.Response memorandum(答复式备忘录)Provide the audience with desired information.Including four parts:purpose stateme

19、ntSummarydiscussion action.Sample 2 MEMORANDUM TO:Design Team#362 FROM:W.B.Working DATE:May 27,1997 SUBJECT:Project Schedule Purpose:This memo responds to your request that the weekly meeting be moved from 9 a.m.to 10a.m.Summary:This request is satisfactory as long as it is approved by management.Di

20、scussion:Management usually has no problem with the individual time changes in meetings,as long as meeting minutes are turned in by noon to Cathy.Action:I have asked Cathy.if she thinks this would be a problem and she said no,so all we need to do now is get approval from Steve.(http:/writing.colosta

21、te,edu/references/documents/memo/pop2e,cfm-9k-)3.Trip report memorandum(出差报告式出差报告式备忘录）备忘录）Sent to a supervisor after returning from a business venture.Including four parts:Purpose statementSummaryDiscussion Recommendation Sample 3 MEMORANDUM TO:Design Team#362 FROM:W.B.Working DATE:June 27,1997 SUBJ

22、ECT:Weekly Meeting Purpose:This memo presents my impressions of the meeting last week.Summary:In general,I felt that the meeting went well and much progress was made.Discussion:Barb and Jeff were able to make progress on the graphics and should have them finished next week.Kyle and Sandy are on Chap

23、ter 2 of the user manual.Recommendation:Kyle will meet with Jeff to see how they want the graphics integrated into the text.(http:/writing,colostate,edu/references/documents/memo/pop2e,cfm-9k-)4.Field/Lab report memorandum（研究（研究或实验室式备忘录）或实验室式备忘录）Report on inspection and procedures,Including parts:pu

24、rpose statementsummaryproblemmethodsresults,conclusions recommendations.Sample 4 MEMORANDUM TO:Dean of Journalism FROM:Steve Nash DATE:June 27,1999 SUBJECT:Computer Lab Purpose:This memo presents my findings of my visit to the computer lab at Clark C252.Summary:In general,I felt that the lab needs m

25、uch new equipment and renovation.Problem:The inspection was designed to determine if the present equipment was adequate to provide graduate students with the technology needed to perform the tasks expected of them by their professors and thesis research.Methods:I ran a series of tasks on SPSS and Wo

26、rdPerfect and recorded memory capacity and processing time for each task.Results:The inspection found that the hardware used to run the computers is outdated andthat the computers itself are very slow.Conclusions:This lab is inadequate for the everyday needs of graduate students in this department.R

27、ecommendations:Four new computers running on Windows98 and a processing speed of at least 233mhz should be purchased immediately.(http:/writing.colostate,edu/references/documents/memo/pop2e,cfm-9k-)Writing Effective Memos1.Get personal2.Think about the reader3.Make the bottom line the top line4.dont

28、 give too many whys5.Keep paragraphs short6.Close with a call to action Directions:Read the following memo and decide if it is well written or not.If not,revise it.Memo To:All staff members From:Financial Office Date:Jun.12,2009 Subject:travel allowanceIn the past one year,the Financial office has b

29、een considering changes in travel allowance.Effective immediately are the following guidelines.Between now and December 31.the travel allowance is RMB 200 a day.Only executives may take company-approved air trips.These individuals will be allowed to take a maximum of two trips and they are to travel

30、 economy class only.MemoTo:All staff membersFrom:Financial OfficeDate:Jun.12,2009Subject:Changes in travel allowancePlease review the following changes in travel allowance.Effective immediately are the following guideline:Travel allowance:RMB 200/dayWhen:between now and December 31Who may take air t

31、rips:executivesHow many trips.A maximum of 2Air class:economy Useful Expressions1As a result of yesterdays meeting，I suggest we follow the project schedule listed below2This memo responds to your request that the weekly meeting be moved from 9 a.m.to 10 a.m.3This memo presents my impressions of the meeting last week4This memo present my findings of my visit to the computer lab at Clark C252 ExercisesAnswer the following questions：1What is a memorandum?2，What is the function of memorandums?3What is the format of memorandum?Writing assignment:P 62.