1、LOGOMEMORANDUMObjectives u What is a business memo?u How to write a business memo?u What is the language features of business memos?Definition Memorandum,memo for short,is a written message sent by one person to another or a group of people within the same organization.This internal communication ca
2、n be from superior to subordinate down the chain of command,e.g.from Managing Director to Accounting Manager,or the other way round;it can also go between equals,for example,from on section chief to another.Format u To:recipients names and job titlesu It is usually not necessary to use Mr.,Mrs.,Miss
3、 or Ms unless the memo is very formal.u From:your name and job titleFormat u DATE:current dateu SUBJECT:The subject line should be specific enough to convey the main purpose of the memou E.g.“Mandatory Employee Benefits Meeting”rather than“Meeting”Format u Body:u Opening segment:u 直接写出重点，并用一两句子把主要信息
4、写出来。直接写出重点，并用一两句子把主要信息写出来。u Different memo formats have been causing confusion between offices and partners.Starting on Monday,December 13th,all memos should be written using the following standard format.u All frontline staff are required to participate in the upcoming customer service training pro
5、gram.u We are happy to announce the addition of Sabrina Penang as office manager.u Discussion segment:u facts and figures,separated into paragraphs,each dealing with a particular theme;points are logically presented.u 描述背景情况、任务、问题：描述背景情况、任务、问题：就重点进行更多的说明。根就重点进行更多的说明。根据备忘录的目的：可以解释为什么有这些变化（背景情况据备忘录的目的
6、：可以解释为什么有这些变化（背景情况），或者知道同事如何行动（任务），），或者知道同事如何行动（任务），或详细说明本备忘或详细说明本备忘录要提出的问题（问题）。录要提出的问题（问题）。u Closing segment:u an action statement,requiring action from recipient,or informing action to take.Guidelines u All lines of the memo begin at the left margin.u The text begins two spaces after the subject l
7、ine.u Memos do not begin with a salutation.u No closing remark such as Sincerely or Best regards is necessary.u If the memo is longer than a page,repeat the“To”line,the date,and the subject line on and add a page number to subsequent pages.Language features u As memos are meant for internal communic
8、ation,the language can be made more relaxed than in business letters.However,that is no excuse for the sentences to be chatty or impolite.u As far as formality is concerned,a memo is something between a business letter and a note.u In the way of the tone of memos,a major consideration should be over
9、 the status of the sender and the recipient in the organization.Examples u We should take determined effort to respond positively to the need for producing a practical and visible plan that can bring about absentee reduction and efficiency promotion.u A firm action should be taken,so we can cut down
10、 absentee and be more efficient.u There will be no need for you to prepare any special equipment for me.u I dont need any special equipment.u I am more than willing to accept your kind invitation to me.u I am glad to accept your invitation.Guidelines u Being direct u Avoid over-politenessBeing direc
11、t The common beginning expressions,if any,should be:Please be informed thatPlease note thatIt has come to my attention thatIt has been brought to my notice thatOr simply add“please”or“I would like you to”before giving instructions.Avoid over-politeness Some polite expressions commonly used in busine
12、ss letters will find no place in memos.u I would appreciate it very much if you could have the forms filled in and returned to the Administration Office by 12 June 2010.u Please be sure to have the forms filled in and returned to the Administration Office by 12 June 2010.u Thank you for reminding me
13、 of the meeting,and I should like to have an overhead projector for the session.u I have been informed of the meeting and would ask for an overhead projector for the session.Writing processu Clarify the purposeu Lay out the memou Identify relevant informationu Group and order the relevant informatio
14、nu Write out the memou Proofread the memoFormat u Memorandum titleu Heading lTo receiverlFrom senderlDate lSubject Topicu Body msg.lOpening segment lDiscussing segmentlClosing segmentSample analysisExample Memorandum From:The Managing Director To:Divisional Personnel Managers Subject:Coffee-Making F
15、acilities There have been a number of comments about the amount of coffee consumed in our company.I do not want to sound as though I am against coffee-drinking;indeed our personnel consultants have emphasized how important coffee can be if you want an efficient and motivated office staff.But time-sa
16、ving machines for making tea and coffee do exist.We can expect a little opposition to the idea if we are not careful.You can never be sure how the office staff will react.They might take it badly.In any case,were thinking of putting in tea and coffee machines.Please send me a report.Format Memorandu
17、m titleTo:Ms Iris Anderson,Trust Officer From:Sam Jones,Payroll Accounting Date:23 October 2009Subject:Request for Update on Stock Option Participation We need an update on those employees in your departmentwho are participating in the company stock option plan.Please list the names of those who are
18、 currentlyparticipating and their years of service.Also list anyone whowill be eligible for participation next year.Be sure to turn in this information to me by 28 October.Heading BodyOpeningSegmentDiscussingSegment Closingsegment Reference answer MEMORANDUM From:The Managing Director To:The Personn
19、el Manager Division A Date:27th May 2000 Subject:INSTIALLATION OF COFFEE MACHINES The Board is thinking of installing automatic coffee machines in the offices of each division.Before we do this we need to know:1.how much use our staff will make of them 2.how many we would need Can you provide us wit
20、h your view on:1.how the staff will react the idea 2.whether time now used for making coffee would be saved 3.if we should install the machines or not If possible,I would like to receive your report before the next Board Meeting on 1st June.Exercise 1u Write a memo using a suitable format for the si
21、tuation given below.Remember that your memo should be formal,clear,concise and contain only relevant information.Your section moved to a new office on Thursday morning.However,the maintenance department within your organization has failed to carry out certain work.Word processors have not been wired
22、 to the laser printer;a metal bookshelf hasnt been built properly;the fire door sticks and the bottom drawer of the filing cabinet which holds standard forms,was damaged in the move and now doesnt open.Write a memo complaining about the situation and asking for action.Memorandum From:Section“B”Leade
23、rTo:The Maintenance DepartmentDate:6th January 2001Subject:Maintenance in our new officeAs you know,our department moved into our new office on Thursday.Unfortunately,the previously agreed maintenance has not been completed.The following problems are outstanding:1.Word processors require wiring to p
24、rinters.2.Metal bookshelf requires to be built.3.The fire door is sticking.4.Repair to filing cabinet drawer is needed.I would be grateful to know when you will be able to complete the work.Reference answerExercise 2u You work for Foley Press,Forest Road,Wovlerhampton,WO72 4XU,publishers of school a
25、nd college textbooks.Your Office Manger,Mary McMahon,leaves the following message for you.u weve had several complaints from customers saying that some of them received the books they ordered with the wrong invoices,and some were sent the correct invoices with the wrong books.This has never happened
26、 before.The Managing Director,Mr Augustus Foley,is very concerned about this.Will you please draft a memo,under his name,a copy of which can be sent to all workers in the Dispatch Department,expressing his concern and asking them to give their full attention to their work and to double-check that th
27、e correct invoices are sent with orders?I know they have had several new workers starting there during the last 6 months but they must take them to the Dispatch Department Manger,old Harry Hawke.Oh,yes,write it in a friendly,helpful tone and not a threatening one.Memorandum To:All workers,Dispatch D
28、epartment From:Mr Augustus Foley,Managing Director Date:12 June 2000Subject:Dispatch Books Several complaints have been received from customers who havebeen sent the correct orders with the wrong invoices and the wrongorders with the correct invoices.Please take extra care to ensure thatboth orders and invoices are correct.I am aware that we have several new members of staff in thisdepartment and I am not putting the blame onto them.However,ifanyone has a problem they should speak to Harry Hawke who will beable to assist them.I am concerned as this problem has never happened before.u
