商务英语写作-writing a memo

• Analysis and anticipation
• Revise, proofread, and evaluate
• Writing as a process • Writing as a product
Components of Memo
• Memo headings
• 1. The “through” line is optional. • 2. A subject line is required in memos. • 3. A subject line must be a complete sentence. • 4. Descriptive subject heading provides more detailed
• “Mr. Yap was elected Chairman of this country's well-established Singapore Literature Society.”
• 2. 试用一个贴切的词取代几个同义词，如： • (5) David, the director, called me up on the
support the main idea
• Closing
• Opening——restate or emphasize the
purpose
1. direct opening 2. indirect opening [for bad news]
Being direct
The common beginning expressions, if any, should be:
has come to a stop now.
• “Last night's downpour has stopped now.”
• (4) It happened that Mr. Yap was elected to the position of Chairman of the wellestablished Singapore Literature Society that existed in this country.
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.
• Body ——reasons, details or explanations
that support the main idea
• design the layout——numbers, bullets, or tables
• Closing
• Subject line: Procedure of signing in and out
• Our department has made the sales plan of the 3rd quarter in 2006. To discuss the plan, a meeting will be held in the conference room at 1:00 p.m. on September 19th.
• Write a complete sentence
• The company is going to install a new security system.
• Omit all the unnecessary words
• install security system.
• Rearrange the word order
phone.
• David, the director, called me up. • David, the director, telephoned me.
• 3. 把过于冗长的句子加以节缩，如： • (6) The increasing filthy water in some areas
through pollution has troubled and upset environmental scientists for a period of one and a half decades. • → The increasing water pollution in some areas has upset environmental scientists for 15 years.
• requirement—— an urge • no requirement—— a simple
concluding thought
Writing Memos
• Readers and purposes
• tone, formality, word choice and organization
• b. The stranger was carried home drunk.
• (2) a. No one sees the necessity for a meeting now.
• b. No one feels it necessary to meet now.
• 化简句子的原则：
• 1. 删除掉不必要的字眼，如： • (3) The downpour, which started last night,
• Security System Installation
if necessary
• Write a subject line
• In order to keep a record of attendance, all staff at the headquarters is required to follow the correct procedure of signing in and out.
• → All college students are required to take different tests to determine what courses suit them.
• (1) The stranger was conveyed to his place of residence in an intoxicated condition.
• (2) The downpour, which started last night, has come to a stop now.
• (3) David, the director, called me up on the phone.
• (4) The increasing filthy water in some areas through pollution has troubled and upset environmental scientists for a period of one and a half decades.
• A meeting will be held to discuss the sales plan.
• Subject line: Meeting on sales plan
Memo messages
• Opening—— restate or emphasize the
purpose
• Body—— reasons, details or explanations that
Chapter 4
Memos
备忘
Characteristics of Successful Memo
• 1. What items should be included in subject headings?
• 2. Why should we limit the topic of a memo?
• Language
• direct, simple active language • avoid wordy sentences
• paraphrase
• (1) a. The stranger was conveyed to his place of residence in an intoxicated condition.
• (5) All students in college are required to take different tests. These tests are for the purpose of determining what courses the students are suitable to take.
information.
• Memo messages
Subject heading
• Descriptive
• summarize the general topic
• Informative
• provide relatively detailed information
How to write a subject line?
5.Visual signaling • numbers or bullets listed vertically
capitalize parallel structure same part of speech
• boldface or italics • headings and subheadings
Exercise 1
• You are the manager of Finance Department. Your department moved to a new office on Thursday morning. However, the maintenance department within your organization has failed to carry out certain work. Word processors have not been wired to the laser printer; a metal bookshelf hasn’t been built properly; the fire door sticks and the bottom drawer of the filing cabinet which holds standard forms, was damaged in the move and now doesn’t open. Write a memo complaining about the situation and asking for action.
Similarities: Memos and Letters
Memos resemble business letters in that they 1. communicate information 2. are commonly used in the world of business
writing
• 3. How to make the memos concise? • 4. How can we highlight the important sections
in a memo?
Characteristics of Successful Memo
1.Subject headings
To From Date Subject
2.Single topic
3.Conversational tone
•ordinary words •first-person pronouns •occasional contractions
Conversational but professional
4.Conciseness
•no need for background information & goodwill words •avoid wordy expressions & sentences •[I am writing this memo to inform you that...]
• (7) All students in college are required to take different tests. These tests are for the purpose of determining what courses the students are suitable to take.
Differences
memos are:
usually used within an organization. less formal than business letters short and to-the-point
Differences
memos have:
no salutation no complimentary closing nFra Baidu bibliotek signature at the bottom of the memo