writing memos and notes

Example 2
► You
are the Personnel Manager of a company, and you are going to tell all the employees about the coming annual celebration of Christmas. ► Write a memo to all the staff ► telling them that Christmas is approaching ► in which way this year’s Christmas is going to be celebrated ► where and when it is going to be celebrated ► Write 40-50 words ► (Now work out your own version of the memo)
Writing Memos and Notes
►Memo ►Note
writing
writing
MEMO
►Full
name: memorandum ►A short official note to another person in the same company or organization ►in Chinese ►备忘录 ,便函
• Write 40-50 words
Example 1
• Dear Mr. Taylor, • I am greatly concerned about the increased complaints about our products and services recently. Can you look into the matter and report to me on this before April the 6th? If it is possible, please call my secretary to fix a mutually convenient time. • Mr. Brown • (44 words)
• Write a note to Mr. Taylor:
Note 1
• explaining the situation • asking him to look into the case and give you a report before a deadline • making an appointment with him
• You are a Sales Manager for an international company. Recently, there is an increase of complaints about your products and services. You want your colleague, Mr. Taylor, to look into the case and report back to you.
Note Writing
• a short informal letter • note / message writing • contractions (e.g. “Tel No.” “I’ve” “can’t” ) • not necessarily “Sincerely” “With regards” “Best”
Writing steps
►Observati
►Writing
►Review
To: all staff From: K Geoff from System Control Date: 13 May, 2007 Sub: The Computer Center Closed The Computer Center is to be closed from next Monday to Thursday (June 11 to 14) as a new system is being installed and tested then. We apologize for any trouble that may occur during the installation
reference
• Dear Emily, • As no one in the office has been to Italy, it will be a good idea to visit it. We may stay in the Grand Palazzo Hotel and the telephone is 809-775-3333. • Please contact them to get further information. • ×××
Example 1
MEMO
► To:
All Staff Betty Davis, Manager Assistant 13 May 2005 Welcome Reception
► From:
► Date: ► The
► Subject:
chairman of our corporation is going to visit our company. _____________________ He plans to discuss the pricing policy for our _____________________________________ newly launched product with our sales staff. He will arrive here at 10:00 am and please attend the welcome reception for him at 10:15. Thanks!
layout
► 标题 ► 收件人 ► 发件人
► 发文日期
► 事宜
► 正文
MEMO (all in capitalized letters) To: From: Date: Subject: Message:
Tips for memo writing
A memo should be written: ► In a positive tone Don’t be late for the meeting. Please do be on time. Don’t be careless. You will be appreciated for your carefulness ► On only one matter or topic ► With short sentences and paragraphs ► With easy words
Memo can be served as a notice or bulletin!
► You
are Betty Davis, Manager Assistant in your company, and you are going to tell all the employees about the welcome reception for the chairman of your corporation. ► Write a memo to your staff: telling them when and why the chairman will visit your company when the welcome reception is going to be held telling them to attend Write 40-50 words
Note 2
• • • • on the BEC test paper writing part 1 exchange with your partner and discuss referrence answer
• The staff in your office decided to spend holidays together this year. While reading the news you are attracted by the advertisement of Grand Palazzo Hotel in Italy. No one in your office has been to Italy. so you want your secretary to contact the hotel through telephone. • write a short message to Ms. Emily Malan, your secretary. • Suggest the visit to Italy • Ask her to contact that hotel. • write 30-40 words.
MEMO
► To:
All Staff ► From: Jasmine ► Date: 15 December 2004 ► Subject: Christmas Party ► Christmas is around the corner and we would like to celebrate it with a fantastic costume ball. You are sincerely invited to our annual celebration on Friday December 23, 2004, in the Staff Center from 7:00 to 10:00 pm. ► Don’t forget to dress you up. (46 words)