MEMO

There will be no need for you to prepare any special equipment for me. I don’t need any special equipment.
I am more than willing to accept your kind invitation to me. I am glad to accept your invitation.
Closing segmeቤተ መጻሕፍቲ ባይዱt
Guidelines
All lines of the memo begin at the left margin. The text begins two spaces after the subject line. Memos do not begin with a salutation. No closing remark such as ‘Sincerely’ or ‘Best regards’ is necessary. 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.
Format
Body: Opening segment: 直接写出重点，并用一两句子把主要信息写出来。 直接写出重点，并用一两句子把主要信息写出来。 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. All frontline staff are required to participate in the upcoming customer service training program. We are happy to announce the addition of Sabrina Penang as office manager.
MEMORANDUM
LOGO
Objectives
What is a business memo?
How to write a business memo?
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 can 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
Memorandum —— title
To : Ms Iris Anderson, Trust Officer Heading From : Sam Jones, Payroll Accounting Date : 23 October 2009 Subject : Request for Update on Stock Option Participation We need an update on those employees in your department who are participating 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 for participation next year. Be sure to turn in this information to me by 28 October. Body Opening Segment Discussing Segment
Guidelines
Being direct
Avoid over-politeness
Being direct
The common beginning expressions, if any, should be: Please be informed that… Please note that… It has come to my attention that… It has been brought to my notice that… Or simply add “please” or “I would like you to” before giving instructions.
Writing process
Clarify the purpose Lay out the memo Identify relevant information Group and order the relevant information Write out the memo Proofread the memo
Example
Memorandum From: The Managing Director To: Divisional Personnel Managers Subject: Coffee-Making Facilities 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-saving 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, we’re thinking of putting in tea and coffee machines. Please send me a report.
Format
DATE: current date SUBJECT: The subject line should be specific enough to convey the main purpose of the memo E.g. “Mandatory Employee Benefits Meeting” rather than “Meeting”
Sample analysis
Format
To: recipients’ names and job titles It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal. From: your name and job title
Avoid over-politeness
Some polite expressions commonly used in business letters will find no place in memos. I would appreciate it very much if you could have the forms filled in and returned to the Administration Office by 12 June 2010. Please be sure to have the forms filled in and returned to the Administration Office by 12 June 2010. Thank you for reminding me of the meeting, and I should like to have an overhead projector for the session. I have been informed of the meeting and would ask for an overhead projector for the session.
Discussion segment: facts and figures, separated into paragraphs, each dealing with a particular theme; points are logically presented. 描述背景情况、任务、问题： 就重点进行更多的说明。 描述背景情况、任务、问题： 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（ 据备忘录的目的：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（ ），或者知道同事如何行动（任务）， 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）。 Closing segment: an action statement, requiring action from recipient, or informing action to take.