英语应用文写作Memo

• Memo To: all the staff From: Personnel Manager Date: April 25 Sub: May Day Holiday
trouble-shooting Hints
• To: formal– Mostly use the addressee’s higher title (courtesy or professional) and full name, plus job or department title if necessary. “Dr. Owen Smith”, “Rick Smith, human Resource” • Informal: first name or even nickname. • From: don not use a courtesy title, use a job or department title if necessary. • Date: write full name of the month or its standard abbreviation (Don’t use
• Memos usually serve the following purpose: • To inform of decisions • To demand actions, responses • To remind of arrangement, rules • To offer advice
• • • • • Message: • The May Day Holiday starts at 4:30 p.m. on the 30th April and ends at 9:00 a.m. on May3. It will be very much appreciated if your desks will be cleared up before your leave. • Have fun.
Components
A memo usually contains the following parts
From:
Memo Body or message
Memo
To:
Subject/Re
Date
Two parts -Memo head and body
• Memo head • Begins with centered “Memo” or “Memorandum” in bold form, followed by four items: • To: name, job title/department of the recipient • From: name job title, department of the writer • Subject: identify the topic of the memo • Date: day/month/year
• E stands for easy which means easy words are always the first choice in writing a memo. After all people won’t bother to look up into a dictionary while reading your memo at work.
• “S” stands for “Short” which means a memo should be written short sentences and short paragraphs. • We should take determined effort to respond positively to the need for introducing a practical and visible plan that can bring about absentee reduction and efficiency promotion. • A firm action should be taken, so we
The Subject
• The subject should be written briefly and clear in words or incomplete sentences, all capitalized or initial capitals.
Body
• The message of the memo in limited number of paragraphs. No salutation or complimentary close needed in the body. But a signature or initials at the bottom of the body may be required. • Opening segment (Writing purpose)– stating the problem, background information and brief reason. • Discussion segment (supporting details)— facts and figures, separated paragraphs each dealing one theme, begin with the
• Summary segment (brief statement)– to help reader understand key points, may include reference to methods or source in research. • Closing segment (demanding response)– state what action to take, the reader’s benefit from the desired action: “ I will be glad to discuss this recommendation with you tomorrow morning and follow through on any decision you make.
Simulated writing Memo
Establish sound Profile for the Company
• Memo, the short form for the Latin word Memorandum, is used to remind of or draw someone’s attention to certain matters. It usually omits the letter head, salutation, complimentary close and signature block.
• O stands for “only” which means a memo should be on only one matter or topic. • It is unwise to try to stuff more than one focuses into a memo. • If you really has more than one matters to tell, write another memo.
Writing principle
• The style of a memo should be informal, clear and brief. • Try to avoid abruptness, over-politeness or unnecessary expressions. • Keep POSE in mind when dealing with memo. • P stands for “positive”, which means a memo should be written in a positive tone as much as possible. Make the other side of the communication feel more pleased as he/she will be more cooperative. e.g. Don’t be late for the meeting ( )
Sent to upper managemБайду номын сангаасnt
• • • • To: Mr. Zhao From: Sami Sub: Booking Date:13 November, 2011
• A single room with bath and shower has been reserved for Mr. Smith at the White Lily Hotel from 25 to 27 November as you have instructed.
samples
• A memo can be typed according to their circulation way • 1) sent to upper management • 2) sent to division affiliated • 3) sent to all employees • 4) sent to colleagues in or outside one’s own department.
Homework
• Suppose you are to send a memo for the personnel manager to all staff on the May Day Holiday, which starts at 4:30 p.m. on the 30th April and ends at 9:00 a.m. on the third May. Now draft the memo