商务英语写作19.ppt

Memo Writing Short Report Jessica What is a memo? The term “memo” (short for memorandum) is used to describe the standard format of internal communication, which an organization uses for its own staff. memorandum a Latin word which means “thing to be remembered.” Here it refers to a written record or communication, as in a business office. 备忘录 Functions of a memo A memo may communicate information, explain new procedures, announce changes, make requests, confirm results, or offer advice. (Memos are rarely sent to other organizations.) 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 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, should be blocked to the left margin. The body should be written in plain English to present readers with an objective and factual description of the topic. Sample Body Sample body of a memo. Is this a good memo? Read