1、1How to write memosA memo is kind of simple business writing. It can be sent from the superiors to the subordinates or the subordinates to the superiors or between the colleagues.1. What are the characteristics of a memo? Brief, concise, and direct.2. What are the elements of a memo?MEMOTo: All Staf
2、fFrom: Malcolm EganProgram DirectorDate: 21 February 1998Subject: Visit of Chinese DelegationStaff are advised that this visit will occur on Tuesday 28 February 1998.There will be a presentation to the group by senior staff and a chance for discussion between delegates and among ourselves.Lunch will
3、 be provided in the Board Room and staff are invited to attend.Would you please advise me as to your availability from 11:30 a.m. to 2:30 p.m.? I would like as many staff as possible to attend the discussion session and lunch.Remember:1. Memo head should be in capital letters. MEMO or MEMORANDUM2. T
4、o: receivers name/title/department3. From: senders name/title/department4. Date: should be typed in full5. Subject: the topic of the memo, in initial capitals or all capital letters (using noun phrase/present participle)6. Body: clearly structured message written in short paragraphs, made up of Main
5、 idea Secondary details Action requested of the recipientDont forget to leave one line between each two paragraphs.7. There is no need to include an inside address, salutation, complimentary close and full signature; nor to include unnecessary closing remarks (e.g. Thank you, Best regards).Notices a
6、nd memos are similar to each other. What are the differences between them? When do you write a notice and when do you write a memo? If your boss is going to take an annual leave, youd like to tell everyone about it. Would you write a notice or memo? What purposes does a memo serve?DEBORAH HAS JUST F
7、INISHED TYPING. TINA COMES UPDeborah: Hello Tina. How are things going?Tina: All right, I suppose. Are you doing something very important, or can I interrupt you? Deborah: Oh, you can interrupt me. I was just typing up the notice about the company barbecue, but Ive done it now.Tina: It was notices I
8、 wanted to ask you about.Deborah: Oh .?2Tina: Yes. Mr. Howard has left me a note asking me to let people know about a couple of things in the usual way. But I dont know what the usual way is. Should I put a notice up too? Deborah: It depends on what you want to say. It might be better to write a mem
9、o.Tina: Whats the difference?Deborah: One, notices are usually short; two, they contain general announcements for everyone; three, they dont require any written response Fire regulations, or the company barbecue, for example. You can distribute copies round the office, or you can just pin them up on
10、 the notice board. Thats what Im going to do with this one. Look.Deborah: Now, memos are more like letters. In fact theyre internal letters within a company. Tina: So when do you send them? Deborah: Well, you write a memo, one, if a response is required from the reader; two, if you are communicating
11、 with only some of the company personnel; three, if you want to make sure that important information is received by everyone. I see. But what purposes does a memo serve? Well, the main purposes of a memo are: one, to inform; two, to request action; three, to build up goodwill. What does Mr. Howard a
12、ctually want you to do?Tina: Well, the first thing is hes going on leave. So he wants me to let everyone in the company know the dates he will be away. I suppose I could put a notice up.Deborah: You could. But its quite important that everyone knows when exactly hell be away, so it would probably be
13、 better to circulate a memo to all staff.Tina: OK. Now, is there a special format?Deborah: Yes, but its very easy. Basically its just like writing a letter, but without the salutation and the complimentary close. And you use special paper. Here.Deborah: Why dont I just put it in the typewriter and w
14、ell do your short memo right away?Tina: OK. Thanks.Deborah: Now, whos it to?Tina: To everyone in the company.Deborah: So Ill type . To: AII staff. From:.?Tina: George Howard.Deborah: Thats right. Date?Tina: 23 November.Deborah: OK. Then your usual reference. Then the subject, say, Marketing Managers
15、 Annual Leave. As for the body, you put something like: This is just to let you know that I shall be taking annual leave from .“ whatever the dates are.Tina: The fourth to the eighteenth of December.Deborah: Fourth to the eighteenth of December .“ You dont have to use very formal language in memos,
16、as youre usually writing to colleagues.Tina: Do I put his name at the end like you did in the notice?Deborah: Actually you dont need to because its at the top. But he might like to initial it.initial v (-ll-; US usu 美式英语通常作 -l-) I, Tn mark or sign (sth) with ones initials 用姓名的首字母签名或作标记: Initial here, please. 请在这儿签上姓名首字母 . * initial a note, document, treaty, etc 用名字的首字母签署便条 文件 条约等.
