Memo-Writing(备忘录写作)
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Memo Writing
LOGO
Objectives: In this unit, you are expected
1. to learn about the format and contents of memos;
2. to write memos with correct format and sufficient information.
Format
1. Memorandum —— title
2. Heading
To —— receiver From —— sender Date ——current date Subject —— topic (CC)
To: From: Date: Subject: CC:
Date: To: From: Subject: CC:
Format
Memorandum —— title
To : Ms Iris Anderson, Trust Officer 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.
As far as formality is concerned, a memo is something between a business letter and a note.
Suggested distribution of information
Header:1/8 of the memo Opening, context and task: 1/4 of the memo Summary, and discussion segment:1/2 of the memo Closing segment, or necessary attachments: 1/8 of the memo
Be sure to turn in this information to me by 28 October.
Heading
Body Opening Segment Discussing Segment Closing segment
Language features
As memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excuse for the sentences to be chatty or impolite.
Definition
Memo
• Short for memorandum, • A simple and efficient message that is used to
remind of or draw someone’s attention to certain matters. • A common form of written communication within a company.
What is the importance of subject line in a memo?
3. Body —— message
Standard parts
Opening segment Discussing segment Closing segment
ቤተ መጻሕፍቲ ባይዱOptional parts
Possible summary segment Possible attachment Possible sign segment
This memo provides information about…
Body of the memo
Discussion segment:
facts and figures, separated into paragraphs, each dealing with a particular theme; points are logically presented.
Body of the memo
Opening segment(开场部分）
1. the reason for the correspondence; 2. the recipient can get an overview of the memo by reading
the first segment only.
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（背景情况 ），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）。
Closing segment:
an action statement, requiring action from recipient, or informing action to take.
E.g. I am writing to inform you of… In response of your request, I am writing to provide you
with recommendations on… The purpose of this memo is to…
LOGO
Objectives: In this unit, you are expected
1. to learn about the format and contents of memos;
2. to write memos with correct format and sufficient information.
Format
1. Memorandum —— title
2. Heading
To —— receiver From —— sender Date ——current date Subject —— topic (CC)
To: From: Date: Subject: CC:
Date: To: From: Subject: CC:
Format
Memorandum —— title
To : Ms Iris Anderson, Trust Officer 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.
As far as formality is concerned, a memo is something between a business letter and a note.
Suggested distribution of information
Header:1/8 of the memo Opening, context and task: 1/4 of the memo Summary, and discussion segment:1/2 of the memo Closing segment, or necessary attachments: 1/8 of the memo
Be sure to turn in this information to me by 28 October.
Heading
Body Opening Segment Discussing Segment Closing segment
Language features
As memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excuse for the sentences to be chatty or impolite.
Definition
Memo
• Short for memorandum, • A simple and efficient message that is used to
remind of or draw someone’s attention to certain matters. • A common form of written communication within a company.
What is the importance of subject line in a memo?
3. Body —— message
Standard parts
Opening segment Discussing segment Closing segment
ቤተ መጻሕፍቲ ባይዱOptional parts
Possible summary segment Possible attachment Possible sign segment
This memo provides information about…
Body of the memo
Discussion segment:
facts and figures, separated into paragraphs, each dealing with a particular theme; points are logically presented.
Body of the memo
Opening segment(开场部分）
1. the reason for the correspondence; 2. the recipient can get an overview of the memo by reading
the first segment only.
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（背景情况 ），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）。
Closing segment:
an action statement, requiring action from recipient, or informing action to take.
E.g. I am writing to inform you of… In response of your request, I am writing to provide you
with recommendations on… The purpose of this memo is to…