实用商务英语写作教程 Unit4 Memorandums（备忘录）

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1、Unit Four Memorandums （备忘录）（备忘录）制作人：制作人：原冰清原冰清指导老师：董晓波指导老师：董晓波General Introduction Useful ExpressionsSample ReadingWriting PracticeI.General IntroductionWhat Are Memos?How Is a Memo Laid Out?How to write a Memo?BackI.General Introduction:What Are Memos?Back 备忘录（备忘录（memorandum or memorandum or memo f

2、or shortmemo for short）大致可分两）大致可分两类：类：第一类属于正式公文，常第一类属于正式公文，常作为外交函件或商业合同的补作为外交函件或商业合同的补充条款或事项，具有一定法律充条款或事项，具有一定法律约束性，因此文体正规，措词约束性，因此文体正规，措词严谨。严谨。第二类备忘录是一种非正式的商务文件、第二类备忘录是一种非正式的商务文件、便条，多用于公司或机关内部，是以书面形便条，多用于公司或机关内部，是以书面形式来交流内部事务的一种简便函件。它可以式来交流内部事务的一种简便函件。它可以用来解释政策、程序和指示；发布通知，提用来解释政策、程序和指示；发布通知，提出信息和行动

3、要求；答复要求。也可以用来出信息和行动要求；答复要求。也可以用来提醒事务或对决定、电话交谈、会议提供书提醒事务或对决定、电话交谈、会议提供书面记录。由于这类备忘录流通于一定单位内面记录。由于这类备忘录流通于一定单位内部，因此大多格式简明、语言通俗。部，因此大多格式简明、语言通俗。本单元主要介绍的是第二类备忘录即商务本单元主要介绍的是第二类备忘录即商务备忘录（备忘录（office memos）。）。BackI.General Introduction:How is a Memo Laid Out?1.图示Back2.详解 备忘录的格式一般较为固定，通常分为开头(the heading)和正文(t

4、he body)两部分。开头包括To:（送交目标，即接受人the recipient），From:（发出者the sender），Subject:（主题）和Date:（日期）四项。顺序通常如上所示，但date项的位置比较灵活，可以按书信格式置于正文右上方，也可以置于Subject项之前或之后。备忘录正文一般不超过一页，可以是一段或几段。正文后面往往没有签名，但个别的也有签名。Back 有些大公司或机构会备有打印好的备忘录纸笺。纸笺上端通常印有公司或机构名称和Memo字样,并印有开头部分：To,From,Date和Subject，在每次写备忘录时只需填入具体内容即可。打印或书写备忘录时，通常有两

5、种格式：每一行顶左边齐或每段首行缩进。Back1.to clarify your purpose and audience 2.to fill in the heading part I.General Introduction:The Procedures to write a Memo3.to compose the body part 4.to proofread the memo Back To make clear the purpose and the audience is the first step of writing of any style.For memo writi

6、ng,it means you should first figure out why it has to be written and who is going to read it so that you can employ the most proper way to convey the information.1.to clarify your purpose and audience Back After clarifying the purpose and the audience,now you can easily fill in the items in the head

7、ing part.When writing this part,please make sure that the subject is brief but to the point,that is to say,it must tell the2.to fill in the heading part Backreader clearly and exactly what the memo is about in as few words as possible.A good subject will help the reader quickly grasp the essence of

8、the memo.Back Whether a memo is successfully written or not depends mostly on how its body part is structured.When composing the body part,you should begin by identifying the3.to compose the body part Backkey information that you think your audience should get.State them in the logical order.If the

9、information concerns about more than one theme,its wise to group them by using sub-headings or numbers.Back Dont jump to send the memo as soon as you have made it out,instead,youd better proofread it by asking yourself the following questions:4.to proofread the memo Back1.Is the format correct?2.Hav

10、e I included all the information I intend to convey?3.Are all points presented logically?4.Is my language clear and appropriate?5.Are there any spelling or grammar mistakes?Back.Sample Reading:Brief Introduction In this part you will read several sample memos which are written for different purposes

11、.Study them carefully and go over what youve learned in the previous parts in your mind when reading themBack.Sample Reading:Sample 1 下面这则备忘录相当于一份内部通知，用来宣布单位新规定。规定涉及办公室吸烟及员工自行车摆放问题。备忘录由人事部门Paul Smith签发，送交单位所有员工备忘。Memo 04/08/02To:All members of StaffFrom:Paul Smith，Personnel Dept.Subject:Smoking and

12、Bicycles BackSMOKING All members of staff are reminded that the office is a NO SMOKING AREA and that smoking is restricted to the coffee lounge and terrace.BICYCLES Members of staff who cycle to work leave their bicycles behind the office building.Back译文备忘录备忘录 致:所有职员自:保罗史密斯人事部事由:吸烟与自行车 吸烟 所有职员应记住，办公

13、室是无烟区，吸烟请到咖啡休息室或平地上。自行车 凡骑车上班的职员请将自行车存放在办公楼后面。2002年4月8日Back 这则备忘录是关于公司销售经这则备忘录是关于公司销售经理理Mr.JohnsonMr.Johnson的退休通告。公的退休通告。公司总经理号召全体员工参加公司司总经理号召全体员工参加公司为为Mr.JohnsonMr.Johnson举行的告别宴会举行的告别宴会为其饯行，并希望大家慷慨解囊为其饯行，并希望大家慷慨解囊为其告别礼物积极募捐。为其告别礼物积极募捐。.Sample Reading:Sample 2Back MemoTo:All Members of StaffFrom:Man

14、aging DirectorSubject:Retirement of Mr.JohnsonDate:18 Oct.,2000 As you will know,Mr.Johnson,the Sales Manager,is retiring next week after working for our company for 40 years.I am arranging a farewell dinner inBackhis honor at the Hilton Hotel on Friday,20,October,at 7:00 pm.I hope that as many memb

15、ers of staff as possible will be present to give Mr.Johnson the warm farewell that he deserves;not only has he been a loyal member of our staff for so many yearsBackbut in addition his friendliness and generous personality have endeared him to all those with whom he has worked.Mr.Smith is making a c

16、ollection for a parting gift to Mr.Johnson and I hope you will all make a generous contribution.Back译文备忘录备忘录致:全体员工自:总经理主题:琼森先生退休事宜日期:2000年10月18日如大家所知，我们的销售经理琼森先生,在为公司效劳40年之后，将于下个星期退休。Back本周五（十月二十日）晚七点在希尔顿旅馆安排了琼森先生退休告别晚宴。希望大家尽可能前往，为琼森先生饯行。琼森先生应当得到我们温暖的告别，不仅因为琼森先生这么多年一直对公司忠心耿耿，更因为他友爱和大度的个性值得所有和他共事过的人爱

17、戴。史密斯先生正在为琼森先生募捐告别礼物，希望大家慷慨解囊。Back 这是一则同事间的备忘录。理查这是一则同事间的备忘录。理查戴维斯戴维斯将去欧洲做推销旅行。他给总经理助理米将去欧洲做推销旅行。他给总经理助理米歇尔歇尔道格拉斯写了一份关于日程安排的备道格拉斯写了一份关于日程安排的备忘录。忘录。.Sample Reading:Sample 3MemoTo:Michel Douglas From:Richard DavisRef:European sales tripDate:16 May 2003 BackDuring my forthcoming trip,I propose to visit

18、 the following companies:Electrotechnic S.A.,Barcelona,Spain 10 JuneKlaus Cramer,Hamburg,Germany 11 JuneMTB Thermoplastiques,Lyon 13 JunePlease arrange for our agreed publicity material to go to each of these,seven days before the date of my visit.Could you also please arrange flights and hotel acco

19、mmodation?I estimate that I shall need about 300 in cash(100 in each currency)and travelers cheques to the value of 300,to cover hotel bills,entertaining,etc.,and I shall be grateful if I can have this as soon as possible.Back译文备忘录备忘录致:米歇尔道格拉斯自:理查戴维斯事由:欧洲推销旅行日期:2003年5月16日在即将进行的旅行中，我计划参观下列公司:Electrot

20、echnic S.A.，巴塞罗那,西班牙 6月10日Klaus Cramer,汉堡市,德国 6月11日MTB Thermoplastiques,里昂 6月13日请在我拜访之前七天将我们的广告资料寄给这些公司。另外，能否请你安排航班和旅行住宿?我估计，这次旅行将需要300英镑的现金(每种货币100英镑)和300英镑旅行支票,以支付旅馆帐单、商务招待等等。请尽快安排，谢谢。BackIII.1由于备忘录主要流通于单位内部，发件人和收件人对其背景都有一定了解，因此备忘录的写作往往直接、开门见山，语言通俗简洁。2备忘录可以是由上级对下级作出指示或要求行动，如例2中公司总经理对其员工提出行动要求；也可以是

21、同事间的信息交流或事务备忘，如例3。3备忘录的主题广泛，可以是关于老员工退休宴会的安排（如例2）。4备忘录一般说来属于非正式文件，因此往往不使用问候和结束敬语。但注意基本的办公礼节。Back III.Useful ExpressionsAs mentioned above,memo writing can cover a wide range of subject matters,however,there are some structures which can always be used in composing memos.Please note that 请注意It has com

22、e to my attention/notice that 我注意到Id like you to 我希望你BackWould you please 你能否Please remind that 请注意May I remind you that 可否提醒您注意This is the reminder of 此函用来提醒Be sure to 务必Thank you for your attention and cooperation.感谢您的关注与合作。I should appreciate your understanding and cooperation.对于您的理解和合作，我深表感激。Bac

23、kIV.Writing Practice:I.Read the following memos and give appropriate subject headings.1)SUBJECT _There will be a meeting on Wednesday,Jan.14,at 2:30 pm in Room 503 to discuss the Education Leave Request.Jiang Ming,Division Chief,will be there to provide information and answer questions.Back2)SUBJECT

24、 _We need an update on those employees in your department who are participants（参与者）in the company stock option plan.Please list the names of those who are currently participating and their years of service.Also list anyone who will be eligible（有资格的）for participation next year.Be sure to turn in this

25、 information to me by 28 October.Back3)SUBJECT _Weve long talked of the need for a manual to help train our new receptionists（接待员）.At Sues suggestion,Ive written the attached（附着的）draft.Id appreciate your reviewing it and suggesting any changes that would make it clearer and more helpful.Since Sue wa

26、nts the manual out by Dec.,could I have your reaction by the end of this week?If thats too soon,please let me know.BackII.Look at the memo below and decide how it can be improved;Rewrite it in your own words.MEMORANDUMTo:All members of staff,Northern Branch.From:K.L.J.D a t e:5 D e c e m b e r 2 0 0

27、 4As you know,one of the reasons for the introduction of PCs in Northern Branch was to provide us with feedback（反馈）before we decide whether to install（安装）PCs in other departments.The Board has asked me to submit a report on your experiences by the end of thisBackweek.I talked to some of you informal

28、ly about this last month.During my brief visit I noticed a junior member of staff playing some kind of computer game in the lunch hour,and a senior manager told me that he used his for writing letters-a job for a secretary,surely?So that I can compile a full report,I would like everyone to let me kn

29、ow whatBackthey personally use the PC for,what software they use and how long per day they spend actually using it.It would also be useful to find out how their PCs has not come up to expectations,and any unanticipated（没有预料到的）uses they have found for their PCs,so that others can benefit from your ex

30、perience.Back III.Draft memos according to the notes given.1.全体部门负责人备忘：a)总经理徐大亮将于9月10日去欧洲出差，因此本周（9月12日）公司例会取消。有重要事务须在9日前向其汇报。b)在徐总出差期间，副总经理赵星将暂时接管其日常工作并主持下周（19日）例会，例会时间地点不变。Back2.You work for Foley Press,publishers of school and college textbooks.Your office manager,Mary McMahon,leaves the following

31、 message for you.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 Backinvoices with the wrong books.This has never happened before.The Managing Director,Mr.Augustus Foley,is very concerned about

32、 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 them full attention to their work and to double-check that theBackcorrect invoices are sent with orders?I know they have had several new workers starting there during the last six months but that they must take them to the Dispatch Department Manager,old Harry Hawke.Oh yes,write it in a friendly,helpful tone and not a threatening one.Back