Chapter 11 Memos and MinutesMemosObjectivesWhat is a business memoHow to write a business memoWhat is the language features of business memosDefinitionMemorandum, memo for short, is a written message sent by one person to another or a group of people within the same organization. This internal communication can be from superior to subordinate down the chain of command, . from Managing Director to Accounting Manager, or the other way round; it can also go between equals, for example, from on section chief to another.FormatMemorandum —— titleHeadingTo —— receiver(recipients’ names and job titles)It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.From —— sender (your name and job title)Date —— (current date)Subject ——Topic (The subject line should be specific enough to convey the main purpose of the memo). “Mandatory Employee Benefits Meeting” rather than “Meeting”Body —— msg.Opening segment直接写出重点，并用一两句子把主要信息写出来。

For example:Different memo formats have been causing confusion between offices and partners.Starting on Monday, December 13th, all memos should be written using the following standard format.All frontline staff are required to participate in the upcoming customer service training program.We are happy to announce the addition of Sabrina Penang as office manager.Discussing segmentfacts and figures, separated into paragraphs, each dealing with a particular theme;points are logically presented.描述背景情况、任务、问题：就重点进行更多的说明。

根据备忘录的目的：可以解释为什么有这些变化（背景情况），或者知道同事如何行动（任务），或详细说明本备忘录要提出的问题（问题）。

Closing segmentan action statement, requiring action from recipient, or informing action to take.Guidelines of MemosAll lines of the memo begin at the left margin.The text begins two spaces after the subject line.Memos do not begin with a salutation.No closing remark such as ‘Sincerely’ or ‘Best regards’ is necessary.If the memo is longer than a page, repeat the “To” line, the date, and the subject line on and add a page number to subsequent pages.Language featuresAs memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excuse for the sentences to be chatty or impolite. (conversational tone)As far as formality is concerned, a memo is something between a business letter and a note. (business letters > memos > notes)In the way of the tone of memos, a major consideration should be over the status of the sender and the recipient in the organization. (being direct; avoid over-politeness)Being directThe common beginning expressions, if any, should be:Please be informed that…Please note that…It has come to my attention that…It has been brought to my notice that…Or simply add “please” or “I would like you to” before giving instructions.Avoid over-politenessSome polite expressions commonly used in business letters will find no place in memos.I would appreciate it very much if you could have the forms filled in and returned tothe Administration Office by 12 June 2010.Please be sure to have the forms filled in and returned to the Administration Office by 12 June 2010.Thank you for reminding me of the meeting, and I should like to have an overhead projector for the session.I have been informed of the meeting and would ask for an overhead projector forthe session.Writing processClarify the purposeLay out the memoIdentify relevant informationGroup and order the relevant informationWrite out the memoProofread the memoExercisesExercise 1Write a memo using a suitable format for the situation given below. Remember that your memo should be formal, clear, concise and contain only relevant information.Situation:Your section moved to a new office on Thursday morning. However, the maintenance department within your organization has failed to carry out certain work. Word processors have not been wired to the laser printer; a metal bookshelf hasn’t been built properly; the fire door sticks and the bottom drawer of the filing cabinet which holds standard forms, was damaged in the move and now doesn’t open. Write a memo complaining about the situation and asking for action.Reference answerExercise 2You work for Foley Press, Forest Road, Wovlerhampton, WO72 4XU, publishers of school and college textbooks. Your Office Manger, Mary McMahon, leaves the following message for you. Situation:we’ve had several complaints from customers saying that some of them received the books they ordered with the wrong invoices, and some were sent the correct invoices with the wrong books. This has never happened before. The Managing Director, Mr Augustus Foley, is very concerned about this. Will you please draft a memo, under his name, a copy of which can be sent to all workers in the Dispatch Department, expressing his concern and asking them to give their full attention to their work and to double-check that the correct invoices are sent with orders I know they have had several new workers starting there during the last 6 months but they must take them to the Dispatch Department Manger, old Harry Hawke. Oh, yes, write it in a friendly, helpful tone and not a threatening one.Reference answers。