商务英语写作-备忘录课件.ppt

1、MemorandumsWhat is a memo?It is a format of internal communication,which can communicate information,explain new procedures,announce changes,make requests,confirm results,or offer advice.How to write a business memov内容简短：备忘录市商务书面沟通中最简短的形式之一，具备快速阅读的特征。v信息具体：如果要用备忘录告诉同事们有个会议或活动，就把具体的日期时间告诉他们。v内容有组织：便于

2、读者呢个迅速找到需要的信息。不管是直接还是委婉，内容都要有组织，不要让对方浪费时间思考你是什么意思。The format of a memo 汉语的“备忘录”来自英语的memorandum，实际应用中通常使用其缩写形式memo，作标题时一定要大写首字母，或者四个字母都大写。备忘录由名称(title)，标题区(heading)和正文(body)三部分组成。其中标题区包括四部分内容：备忘录的撰写人，收件人，发送日期及主题。备忘录的基本格式如下（排列格式多为齐头式）：Memo To:写出全名，有时可以加上职位From:写出全名，有时可以加上职位Date:写出完整日期，月份可以采用缩写Subject:

3、主题简短，明确，具体Message:直接写出重点，用一到两个句子把主要的信息写出来。可以只有一个句子，也可以有好几个段落。Re:New Year Party Subject:Autumn Trading Fair Subj.:Christmas Celebration SUBJECT:Beefits Coordinator Suggests Pinggu Outing Memo Changes of the order To:Subject:From:Change goods details of this mornings order(Ms.Sanchez from Royale Engin

4、eering)Send 3 units of model 1380 and 4 units of model 1935 by sea.They don not need insurance and we will pay for sea transport.Date:24 November,2013Dispatch Department Brian Davison如果你选择使用标题形式写出“事由”，要注意用词应当概括性强、言简意赅。“事由”是备忘录的“题眼”，作用在于突出备忘录的写作目的或其主要内容，使收件人迅速识别备忘录的主要意图，判断应由哪个业务部门处理、与自己是否有关系。事由一项等于备忘

5、录的标题；换句话说，备忘录的主旨应当体现在事由的表述之中。请比较以下同一个会议纪录的六种事由标题，Minutes of the meeting of the Second Board of Directors Minutes of the Meeting of the Second Board of Directors Minutes of the Second Meeting of the Board of Directors Minutes of the Second Meeting:Board of Directors Board of Directors:Minutes of the

6、Second Meeting Board of Directors:Meeting Minutes,October 23,2007Practice 1vYour companys Sales Director is visiting you next Thursday morning.vWrite a memo to your assistant,Kerstin:vTelling her about the visit;vExplaining the reason for the visit;vSaying what information the Sales Director will ne

7、ed on the day.vWrite about 30-40 words.Memo About the visit of Sales Director To:Subject:From:Date:5th March,2013Ms Kerstin Stephen Chan,Managing Director Our companys Sales Director,Mr.Johnson,is visiting our branch next Thursday morning to check the sales picture of our region.Please prepare the s

8、ales figures of all our product lines for his inspection.Thanks!Practice 2vYou are a manager and going to spend holidays in Hawaii in June.Suddenly you received a letter from an important customer,Mr.Elton Deland,who will arrive on 25th June and discuss the claim.You have to delay the trip till July

9、.vWrite a memo to Ms.Anne Franks,your secretary:vExplain why you postpone your tripvMention the date when Mr.Elton Deland will arrivevAsk her to arrange your meeting.Memo To:Subject:From:Date:22 September,2013Anne FranksWu ShanTrip delayI have to delay my trip to Hawaii till July,as Mr.Elton Deland

10、will arrive in London on 25th June and discuss the claim face to face.Please arrange our meeting on 26th June.Types of Memosv1.Instruction Memo(指示性备忘录)v Style:simple and direct.vContent:v1)INTRODUCTION,2)DETAILS 3)RESPONSE OR ACTION TO BE TAKEN 4)CONCLUSIONExamplevTo:All StaffvFrom:Allen Smith,Admin

11、istrative OfficervDate:May 12,2006vSubject:Operating Instructions for New Copying Machine A New photocopier has been installed in the general office.All staff is welcome to use it.(introduction)To ensure the copiers survival,it is important to keep the following procedures in mind.(details)Use the m

12、achine for no longer than 30 minutes at a time.After use,allow the machine to cool for at least 5 minutes.Make sure the switch is turned off after use.Please speak to me if you have any questions about the machine.(response)上级致下级 Memos from the Managementv例例1推迟圣诞晚会备忘录推迟圣诞晚会备忘录(Postponing the staff C

13、hristmas party)vTO:All Staff vFROM:Management vDATE:November 9,2007 vSUBJECT:STAFF CHRISTMAS PARTY Its that time of year again.As you all know,Christmas is our busiest season of the year.Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christ

14、mas party.This year,we have decided to postpone the Christmas party until after our busy season.Party Details:Date:Third Saturday in January Theme:Celebration Food:Turkey,Christmas pudding,smoked salmon Special events:Karaoke and belly dancing We apologize that the celebration will have to wait unti

15、l the new year,but we guarantee that it will be worth the wait.Anyone interested in volunteering to help out with the event is encouraged to call Lucy,our events coordinator.Lucys cell phone number is 1234-567-8900.Regarding this matter,please contact her outside of business hours.Thank you.Management祝您成功！