实用英语写作(practicalenglishwriting)13课件.ppt

1、备忘录备忘录一、关于备忘录一、关于备忘录 MemoMemo是是memorandum(memorandum(备忘录备忘录)的缩写，是机的缩写，是机关或公司处理日常事务时广泛使用的一种形式。关或公司处理日常事务时广泛使用的一种形式。其用途通常有：上传下达、提出意见或建议反其用途通常有：上传下达、提出意见或建议反馈；各部门之间相互沟通、交流信息、公布或馈；各部门之间相互沟通、交流信息、公布或通知事项；来函回复和成绩评估等。备忘录可通知事项；来函回复和成绩评估等。备忘录可长可短，根据所需传递的信息量的多少而长可短，根据所需传递的信息量的多少而 定。定。行文要简明扼要、重点突出、准确清晰，不能行文要简明

2、扼要、重点突出、准确清晰，不能引起歧义，切忌拖泥带水。许多公司都有自己引起歧义，切忌拖泥带水。许多公司都有自己专用的备忘录信纸，上面印有诸如专用的备忘录信纸，上面印有诸如“致某某致某某”、“来自某某来自某某”、“主旨是什么主旨是什么”以及日期等项。以及日期等项。英文备忘录的写作要注意如下几点：英文备忘录的写作要注意如下几点：(1)(1)备忘录通常用来作为内部信息交流的手段；备忘录通常用来作为内部信息交流的手段；(2)(2)备忘录上端应标明：备忘录上端应标明：To(To(收件人收件人)From(From(寄件人寄件人)Subject(Subject(主题主题)Date(Date(日期日期)等等项

3、；项；3)3)文字简短，一般只涵盖相关的信息；文字简短，一般只涵盖相关的信息；4)4)要点的排列顺序要合理，内容较多的备忘要点的排列顺序要合理，内容较多的备忘录通常用数字编号；录通常用数字编号；5)5)行文有正式、非正式和中性三种；行文有正式、非正式和中性三种；6)6)结尾处多用姓名的词首大写字母，用签名结尾处多用姓名的词首大写字母，用签名的情况比较少见的情况比较少见。二二 范文举例范文举例 1 1范文一：通报信息范文一：通报信息 公司各办公室之间的信息传递通常采用备公司各办公室之间的信息传递通常采用备忘录来进行，其长短依信息量的多少而定。此忘录来进行，其长短依信息量的多少而定。此外，备忘录也

4、是公司所有员工、同行或有业务外，备忘录也是公司所有员工、同行或有业务往来的人士之间进行联系的常用方式，具有往来的人士之间进行联系的常用方式，具有“通知通知”的功能。当同一件事需要通知到几个的功能。当同一件事需要通知到几个甚至几十个人时，就不必写几十封信，而只需甚至几十个人时，就不必写几十封信，而只需发一个备忘录即可。发一个备忘录即可。20092009年年5 5月月1515日，天河对日，天河对外贸易学校外事办主任宣告给本部门所有员工外贸易学校外事办主任宣告给本部门所有员工发出一份备忘录，就美国客人来访一事做了安发出一份备忘录，就美国客人来访一事做了安排，要求他们各司其职。排，要求他们各司其职。M

5、EMORANDUM MEMORANDUMTo:All staff membersTo:All staff membersFrom:Director of Foreign AffairsFrom:Director of Foreign AffairsRe:Visit of VIPs from U.S.A.Re:Visit of VIPs from U.S.A.Date:May 15,2009Date:May 15,2009Please let me know your availability for meeting our Please let me know your availabilit

6、y for meeting our U.S.A.group at the airport on the 18th.They will U.S.A.group at the airport on the 18th.They will be arriving at 10:00 a.m.and will need to be picked be arriving at 10:00 a.m.and will need to be picked up,taken to their hotel,and helped with any up,taken to their hotel,and helped w

7、ith any transportation arrangements they may need.An transportation arrangements they may need.An interpreter will accompany them.interpreter will accompany them.Please make your calendar for that evening.We will Please make your calendar for that evening.We will be hosting an after-work cocktail pa

8、rty for them,be hosting an after-work cocktail party for them,and I expect all of you to attend.and I expect all of you to attend.D.H.D.H.Extension 406 Extension 406 2 2范文二：来访安排范文二：来访安排 美国大通机器制造公司的总经理帕特里夏美国大通机器制造公司的总经理帕特里夏华华盛顿女士，用备忘录的形式通知各部门经理有关德盛顿女士，用备忘录的形式通知各部门经理有关德国市场营销代理来公司总部参观的事宜及安排。这国市场营销代理来公司

9、总部参观的事宜及安排。这一备忘录与一备忘录与“范文一范文一”的格式和行文基本一致，但的格式和行文基本一致，但条理更清楚。条理更清楚。INTEROFFICE MEMORANDUMINTEROFFICE MEMORANDUMTo:All department headsTo:All department headsFrom:Patricia Washington,General ManagerFrom:Patricia Washington,General ManagerSubject:Visit of German AgentSubject:Visit of German AgentDate:A

10、pril 16,2009 Date:April 16,2009 Please note that Katy Schmidt,our German Please note that Katy Schmidt,our German agent,will be visiting the company on agent,will be visiting the company on Friday,April 26.Friday,April 26.There will be a meeting on that day at 11:There will be a meeting on that day

11、at 11:30 a.m.in the Boardroom,which you should 30 a.m.in the Boardroom,which you should all attend.all attend.Ms Schmidt will be presenting her marketing Ms Schmidt will be presenting her marketing plan for expanding sales in the German plan for expanding sales in the German market.market.If you wis

12、h to join us for lunch at a local If you wish to join us for lunch at a local restaurant,please let me know as soon as restaurant,please let me know as soon as possible.possible.P.W.P.W.3 3范文三：确认范文三：确认 泰达网络技术开发公司的销售培训部泰达网络技术开发公司的销售培训部(the Sales(the Sales Training Department)Training Department)是一个很重

13、要的部门，由市场营销是一个很重要的部门，由市场营销部经理展宏图直接领导。最近，培训部主任张洪向展经理部经理展宏图直接领导。最近，培训部主任张洪向展经理汇报工作，并与他商讨培训部机制改革的问题。展经理基汇报工作，并与他商讨培训部机制改革的问题。展经理基本上同意他提出的方案。张洪为了进一步确认销售培训部本上同意他提出的方案。张洪为了进一步确认销售培训部新的组织机构，起草了下份备忘录新的组织机构，起草了下份备忘录A CONFIRMATION MEMORANDUMA CONFIRMATION MEMORANDUMTo:Zhan To:Zhan HongtuHongtuFrom:Zhang HongFr

14、om:Zhang HongSubject:Changes in the Sales Training Subject:Changes in the Sales Training DepartmentDepartmentDate:July 7,2009Date:July 7,2009This will confirm our discussion in your office on This will confirm our discussion in your office on Thursday in which we agreed on the following.Thursday in

15、which we agreed on the following.1.I am authorized to hire two additional people:an 1.I am authorized to hire two additional people:an instructor and an audiovisual specialist,effective instructor and an audiovisual specialist,effective August 1,at a total annual salary not to exceed August 1,at a t

16、otal annual salary not to exceed￥58,000.I 58,000.I may allocate this amount as I see fit,depending on the may allocate this amount as I see fit,depending on the qualifications of the people hired.I am to talk with Liu qualifications of the people hired.I am to talk with Liu LiyingLiying to discuss m

17、y needs and get information about her to discuss my needs and get information about her departments applications on file.departments applications on file.2.Two additional modular office units are to be installed 2.Two additional modular office units are to be installed on the fourth floor,and I am a

18、uthorized to order these on the fourth floor,and I am authorized to order these units and the equipment that will be required by the two new units and the equipment that will be required by the two new employees.We agreed on a total expenditure of employees.We agreed on a total expenditure of￥12,600

19、 for 12,600 for these units and equipment,and I am to prepare the purchase these units and equipment,and I am to prepare the purchase orders for your signature.orders for your signature.3.3.HuHu Kai is to be promoted to the position of Coordinator Kai is to be promoted to the position of Coordinator

20、 of Training Materials,also effective August 1,at a 15-of Training Materials,also effective August 1,at a 15-percent increase over his present salary.I will prepare a percent increase over his present salary.I will prepare a memorandum for your signature,announcing memorandum for your signature,anno

21、uncing HuHu Kais Kais promotion,which will be sent to Distribution Lists B and C.promotion,which will be sent to Distribution Lists B and C.If you have any questions or reservations about these points,If you have any questions or reservations about these points,please let me know.Otherwise,I will as

22、sume that we are in please let me know.Otherwise,I will assume that we are in agreement on everything mentioned.agreement on everything mentioned.4 4范文四：业绩考评范文四：业绩考评 梅里尔汽车保险公司梅里尔汽车保险公司(Merrill Car Insurance(Merrill Car Insurance Company)Company)每年都要对每个员工的工作业绩进行评定每年都要对每个员工的工作业绩进行评定(merit(merit rating

23、s)ratings)，为其晋级、加薪提供佐证。但主管和经理们在，为其晋级、加薪提供佐证。但主管和经理们在执行过程中存在一些问题，引起了执行副总经理詹妮执行过程中存在一些问题，引起了执行副总经理詹妮弗弗布什的不满。为此，她给这些主管和经理发了一份备布什的不满。为此，她给这些主管和经理发了一份备忘录。忘录。REVIEWING THE IMPORTANCE OF MERIT RATINGSREVIEWING THE IMPORTANCE OF MERIT RATINGSTo:All Managers and SupervisorsTo:All Managers and SupervisorsFrom

24、:Jennifer BushFrom:Jennifer BushSubject:Merit RatingsSubject:Merit RatingsDate:December 18,2009 Date:December 18,2009 Each of you will receive this year merit Each of you will receive this year merit rating forms for the employees under your rating forms for the employees under your supervision.supe

25、rvision.I think it is appropriate to point out that I think it is appropriate to point out that these ratings should not be taken lightly.As you these ratings should not be taken lightly.As you know,they play a major role in employee know,they play a major role in employee promotion,salary increases

26、,and opportunities promotion,salary increases,and opportunities for advancement.for advancement.I am sure you know that you are expected to rate I am sure you know that you are expected to rate each employee with complete honesty;yet some people each employee with complete honesty;yet some people in

27、sist on giving an outstanding rating in all insist on giving an outstanding rating in all categories.Its hard for me to believe that there categories.Its hard for me to believe that there are no average or below-average employees in this are no average or below-average employees in this company.Cert

28、ainly there are numerous employees who company.Certainly there are numerous employees who will be given the highest ratings possible,yet when will be given the highest ratings possible,yet when someone puts all his or her ratings in this category,someone puts all his or her ratings in this category,

29、I suspect the rater is taking the easy way out.I suspect the rater is taking the easy way out.Remember,it is your obligation to discuss with Remember,it is your obligation to discuss with each employee the rating you give her or him,each employee the rating you give her or him,pointing out tactfully

30、 what you consider to be strong pointing out tactfully what you consider to be strong and weak points and suggesting how the employee can and weak points and suggesting how the employee can improve attitudes,job performance,dependability,improve attitudes,job performance,dependability,and so on.and

31、so on.I intend to do a random sampling of the I intend to do a random sampling of the completed merit ratings each of you turns in,and you completed merit ratings each of you turns in,and you can expect to hear from me if I think your ratings can expect to hear from me if I think your ratings are un

32、realistic.are unrealistic.5 5范文五：申请参加会议范文五：申请参加会议海伦海伦亨特是恒通美国有限公司亨特是恒通美国有限公司(Hunt America Inc(Hunt America Inc)办办公室的培训主管，为了获得最新信息和最新技术的培训方公室的培训主管，为了获得最新信息和最新技术的培训方法，她希望参加美国经理培训协会法，她希望参加美国经理培训协会(American Society of(American Society of Training Directors ASTD)Training Directors ASTD)举办的全国性主题年会。为举办的全国性主

33、题年会。为此，她用备忘录的方式向上一级主管提出申请，请求批准此，她用备忘录的方式向上一级主管提出申请，请求批准她去参加这次会议。她去参加这次会议。EMPLOYEE REQUEST TO ATTEND A CONVENTIONEMPLOYEE REQUEST TO ATTEND A CONVENTIONTo:Adam C.ZhangTo:Adam C.ZhangFrom:Helen HunterFrom:Helen HunterSubject:ASTD Convention in New OrleansSubject:ASTD Convention in New OrleansDate:Febr

34、uary 23,2009Date:February 23,2009 May I have your permission to attend the May I have your permission to attend the national convention of the ASTD in New Orleans on national convention of the ASTD in New Orleans on March 12-15?March 12-15?This years theme is The Electronic This years theme is The E

35、lectronic Classroom(see program attached).As you Classroom(see program attached).As you will note,there will be various will note,there will be various presentations on the uses of the computer presentations on the uses of the computer and other electronic equipment.Of and other electronic equipment

36、.Of particular interest to me is the panel The particular interest to me is the panel The Usage of Multimedia in Training.Equally Usage of Multimedia in Training.Equally fascinating will be the forty exhibits fascinating will be the forty exhibits featuring hardware and software supplied by featurin

37、g hardware and software supplied by most of the leading electronics distributors.most of the leading electronics distributors.I estimate that my expenses would amount I estimate that my expenses would amount to$400,for travel,hotel,meals,etc.I to$400,for travel,hotel,meals,etc.I honestly think it wi

38、ll be worth that amount honestly think it will be worth that amount if we can get a deeper insight into the if we can get a deeper insight into the applications of electronics to our training applications of electronics to our training program.program.Cordially,Cordially,HelenHelen 6 6范文六：新设岗位范文六：新设

39、岗位 马丽萍是一家公司的人事部经理，长期以来，她一直觉马丽萍是一家公司的人事部经理，长期以来，她一直觉得为本公司员工提供服务的工作需要改进，因此，她建议在得为本公司员工提供服务的工作需要改进，因此，她建议在人事部设立一个新的部门，专门负责为本公司员工提供咨询、人事部设立一个新的部门，专门负责为本公司员工提供咨询、休闲娱乐和学习培训等服务。她用书信体格式向老板提交了休闲娱乐和学习培训等服务。她用书信体格式向老板提交了一份备忘录，请求老板授权她采取这一步骤。一份备忘录，请求老板授权她采取这一步骤。REQUESTING PERMISSION TO REQUESTING PERMISSION TO E

40、STABLISH A NEW POSITIONESTABLISH A NEW POSITIONTo:Elisabeth TaylorTo:Elisabeth TaylorFrom:Ma From:Ma LipingLipingSubject:Establishing an Employee Services Subject:Establishing an Employee Services DepartmentDepartmentDate:February 17,2009Date:February 17,2009Dear Elisabeth,Dear Elisabeth,When I talk

41、ed with you last week,you agreed When I talked with you last week,you agreed with my suggestion to create a new Employee Services with my suggestion to create a new Employee Services Department in the Personnel Division,and you asked Department in the Personnel Division,and you asked me for my recom

42、mendation of an individual in the me for my recommendation of an individual in the company who might fill this pany who might fill this position.After careful study and observation,I After careful study and observation,I have come to the conclusion that have come to the conclusion that PengPeng Tiel

43、inTielin,now supervisor of recruitment and,now supervisor of recruitment and placement,could handle this position very placement,could handle this position very capably.capably.PengPeng TielinTielin has been a member of has been a member of the Personnel staff for five years and has the Personnel st

44、aff for five years and has served in various capacities.In each served in various capacities.In each position he showed imagination,enthusiasm,position he showed imagination,enthusiasm,and energy.He is well liked by his co-and energy.He is well liked by his co-workers,and I am confident he would hav

45、e workers,and I am confident he would have everyones support in this new assignment.everyones support in this new assignment.Amy Li,assistant supervisor of recruitment Amy Li,assistant supervisor of recruitment and placement,would fill and placement,would fill PengPeng TielinsTielins present positio

46、n.present position.Attached is a revised job description Attached is a revised job description for for PengPeng TielinTielin,which incorporates the,which incorporates the suggestion you made when we met.suggestion you made when we met.7 7范文七：旧物再利用范文七：旧物再利用 一个大公司通常会有一些闲置或未充分利用的物品，一个大公司通常会有一些闲置或未充分利用的

47、物品，如桌子、椅子、计算机、打字机、书架及其他办公用品，如桌子、椅子、计算机、打字机、书架及其他办公用品，一些讲究效率、懂得开源节流的管理者当然不会无视它们一些讲究效率、懂得开源节流的管理者当然不会无视它们的价值。长寿保险公司也有不少类似的二手物品。公司总的价值。长寿保险公司也有不少类似的二手物品。公司总经理伊恩经理伊恩马克斯给各部门经理和主管发了一份备忘录，马克斯给各部门经理和主管发了一份备忘录，要求他们在订购新的办公用品之前，仔细检查核对公司是要求他们在订购新的办公用品之前，仔细检查核对公司是否已经购置这些用品，避免浪费。这篇备忘录行文随意，否已经购置这些用品，避免浪费。这篇备忘录行文随意

48、，带有上司对下属说话的语气。带有上司对下属说话的语气。ABOUT A GRAB BAG OF VALUABLE LEFTOVERSABOUT A GRAB BAG OF VALUABLE LEFTOVERSTo:All Managers and SupervisorsTo:All Managers and SupervisorsFrom:From:lanlan Max MaxSubject:Valuable Grab Bag of LeftoversSubject:Valuable Grab Bag of LeftoversDate:July 12,2009Date:July 12,2009

49、Have you visited Warehouse B lately?Have you visited Warehouse B lately?If your answer is no,I think you will be If your answer is no,I think you will be surprised at the quantity of goodies there.surprised at the quantity of goodies there.Filing cabinet?We have 16 of those in very good Filing cabin

50、et?We have 16 of those in very good condition.Desks?We have 22 of those.Settees and condition.Desks?We have 22 of those.Settees and divans?Youll find an even dozen of these-some divans?Youll find an even dozen of these-some in first-class condition.Want a computer?Six IBM in first-class condition.Wa