商务英语写作 11.pptVIP

Chapter 11 Memo and Minutes What is a memo? The term “memo” (short for memorandum) is used to describe the standard format of internal communication. It usually omits the letterhead, salutation complimentary close and signature block. Memorandum (备忘录) A Latin word which means “thing to be remembered.” Here it refers to a written record or communication, as in a business office. Functions of a memo A memo may communicate information, announce policies, instruct employees, make request, or offer advice. (Memos are rarely sent to other organizations.) Features Use conversational tone. You may use ordinary words, first-person pronouns, but it doesn’t necessarily mean that you can be casual with your writing. Be brief. Have single topic Tones of memos? A memo written to a close acquaintance within a company can be very informal, with first names, contractions (缩写), and other signs of informality. A memo written to someone less familiar, particularly to someone in a higher position in the company, can be as formal as any formal business letters. The memo Format “Memorandum” Heading Body Heading (page 1) To save time and effort—in writing, typing, and reading—most memos are written on preprinted forms. These forms vary from company to company, but most include spaces for the receiver’s name, the sender’s name, the date, and the subject. The preprinted words “to, from, date, and subject” indicate there the appropriate information is to be filled in. Heading (page 2) To—identify the receiver of the memo; From—identify the sender of the memo; Date—serves as a record of when information is forwarded, requests are made, etc.; Subject—indicate the topic of the memo. Sample heading To: All Staff From: Allen Smith, Administrative Officer Date: November 28, 2005 Subject: Operating Instructions for New Copying Machines Body The body of the memo carries a clearly structured message, which is often written in short numbered paragraphs. The body, including the subject sentence, s