Memos and Minutes 备忘录写作教案

Chapter 11 Memos and Minutes

Memos

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

◆Heading

●To —— receiver(recipients‟ names and job titles)

It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.

●From —— sender (your name and job title)

●Date —— (current date)

●Subject ——Topic (The subject line should be specific enough to convey the main

purpose of the memo)

E.g. “Mandatory Employee Benefits Meeting” rather than “Meeting”

◆Body —— msg.

●Opening segment

直接写出重点，并用一两句子把主要信息写出来。

For example:

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.

●Discussing 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。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.

Guidelines of Memos

◆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.

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. (conversational tone)

◆As far as formality is concerned, a memo is something between a business letter and a

note. (business letters > memos > notes)

◆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. (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.

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.

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