1、Memos and Minutes Pages 177-191,Chapter Eleven,Contents,Basics of Memos and Minutes Steps of Writing Memos and Minutes Sample Analysis Useful Sentence Patterns Exercises,Memos,QUESTIONS What is memo short for? What is the definition of memo? What parts are omitted in a memo? What is the advantage of
2、 a memo? What are the purpose of a memo? What contents should be included in a memo? What features does a well-done memo have?,MEMO,Memo is short for memorandum DefinitionMemo is a simple and efficient message that is used to remind of or draw someones attention to certain matters. FormatIt usually
3、omits the letterhead, salutation, complimentary close and signature block (签名块) that are commonly used in business letters.,MEMO,AdvantageIt is efficient because its format coveys the rewriters ideas quickly and directly to readers. FunctionA memo can communicate information, announce policies, inst
4、ruct employees, and make request or offer advice.,Contents of Memo,A well-written memo usually consists of the following format: MemorandumThe word written at the top center of the paper. To(stand at the left margin) It is followed by the name of the receiver. From(also staged at eh left margin) It
5、is followed by the name of the writer / sender.,Contents of Memo,Date(also staged at the left margin) It is usually written Day-Month-Year. It is better to write the full name of the month. SubjectIdentify the topic of the memo. It must be brief and clear, usually in a noun phrase or a short sentenc
6、e. BodyIt is the message itself and often written in limited number of paragraphs.,MEMO,BodyA good memo body usually carries the following features: Use conversational tone: You may use ordinary words, first-person pronouns, but you cannot be casual with your writing. Be brief: You can only convey w
7、hat you intend to say, avoiding redundancy. Have single topic: An effective memo usually discusses a single topic; thus the readers may concentrate on that subject.,Writing Tips,Present the key idea first, which can receive most emphasis; If your message is lengthy, try to divide it into logical sec
8、tions. If you have several items, try to number them; Strive to make memos clear, complete, concise, consistent, correct and courteous.,MINUTE,Questions What is the definition of minute? What is the purpose of a minute? What are the functions of minute? What are the writing principles of minute?,MIN
9、UTE,DefinitionMinute is a summarized or condensed record of what has taken place in a meeting. FunctionsIt is a written record to be kept for further reference. It may record review of the past activities, new decisions and polices, and provide the decision-making process.,MINUTE,Writing PrinciplesA
10、 well-written minute usually adheres to the following principles:1. Start with the time, date and place of the meeting. 2. Clearly state who attended the meting and it may also include the apology (explanation) from the person who was absent.,MINUTE,Writing Principles3. Describe what has happen in a
11、 meeting in detail. Be concise and clear. Make a complete record. Summarize what occurred. Be specific. Be objective. Use formal words and passive voice to describe what took place.,Writing Tips,Clearly list the organizational elements to the needs; Avoid omitting any important contents of the minut
12、e; Put signature of the minute keeper in the record.,Sample analysis,The following notice and announcement are written according to the writing principles mentioned above. Now read the letters and try to figure out how the wiring principles are applied in them, the questions after the letters might
13、help you accomplish the task.,1. What is stated in heading of memo? 2. Does the memo clearly state what the wirier wants to tell the reader? 3. How does the author arrange the minute? 4. Identify the characteristics of the letters. 5. Give the general structure of these letters. 6. List the outline of the letters 7. What is the purpose of each letter? 8. Sum up the requirements for memos and minutes. 9. Give your impression on the messages and explain why you think so.,
