应用文写作3-2备忘录

People write memos for many purposes. Generally speaking, people write memos to state company policies, to ask for or to give specific information or to request confirmation from the recipients. 3. When and where do people write memos? when people want to communicate with their co-workers and colleagues for some business issues in written language at worktime, they write memos.
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Body Opening Segment Discussing Segment
Closing segment
MEMO Date: 11 January 2007 To: Lorry Thomas, Assistant of Training Department From: Tory King, Training Manager Subject: Training Program on Hardware Maintenance A new training program on hardware maintenance, which lasts one month from January 15 to February 15, is arrange for the ten trainee technicians recruited on January 1. In order to guarantee the execution of the program, John Hoover, the workshop supervisor, should be sufficiently informed of its details and
In the way of the tone of memos, a major
consideration should be over the status of the sender and the recipient in the organization.
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Being direct
Or simply add “please” or “I would like you to” before
giving instructions.
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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.
Memos
Summary
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The definition of a memo
Memo can be typed according to their circulation way. Generally speaking there are four types of memo: 1) sent to upper management: acting as a report and goes to upper management. 2) Sent to divisions affiliated: carrying instructions from upper management. 3) sent to all the staff: working as a notice or bulletin. 4) sent to colleagues in or outside one’s own department: exchanging information.

The body or message area of the memo is the “meat” of the memo.
The text in this area should be concise, clear, and well written.

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. As far as formality is concerned, a memo is something between a business letter and a note.
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Format
Memo—— 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.
Formats of Memos
Standard memo heading
Memo
Date: Nov. 17, 2007 (2 blank lines) To: All staff of Sales & Marketing Division (2 blank lines) State your point clearly From: Jenny Li and concisely (2Baidu Nhomakorabeablank lines) Subject: Monthly meeting ------------------------------------------------------------This month’s staff meeting is to be held on next Wednesday, Nov. 22, at 2:30 pm, in Meeting Hall. Mrs. Coleridge, our president, will give a speech in the meeting. (1 blank line) All staff members are required to attend the meeting. Leaves can only be approved by the division manager.
Memos
2
Communicative Activity
4. What are the requirements on the format of a memo? There is always a “ MEMO” on the top of a memo and there’re two parts in a memo: heading and body. We should make clear about the recipient, the sender, the date and the subject in the heading part and write what we want to say in the body part. 5. Should we use formal language in writing a memo? Why? It’s not always necessary. A more conversational tone or style of language is getting more and more popular nowadays. In most cases, memos can be written the way people talk. But it still depends on the recipient whom we write a memo to.
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…
Memos
Summary 1. The definition of a memo
A memo is the short form of the Latin word memorandum. But today it is employed as a kind of communication form inside a company or group, in one word, for inner circulation.
Memos
Memorandum Date: (double-spaced) To: Format of Memo (double-spaced) From: (double-spaced) Subject: (double-spaced) ………………………………………………. (single-spaced) ………………………………………………. (single-spaced) …………………………….. Message area
2
Communicative Activity
1. what’s the meaning of word “memo”
“memo” is short for “memorandum”, which means a short official note that is sent by one person to another within the same company or organization, we should notice that the plural of “memo” is “memos” while the plural form of “memorandum” is “memoranda”. 2. What is the purpose for people to write memos?