3.3 Trip report memo （行程型备忘录）
• A trip memo is usually sent to a supervisor after an employee returns from a business venture. It has the same four parts as response memo: purpose statement, summary, discussion and action.
Sample 1
Memo To: Kelly Anderson, Marketing Executive From: Andy Smith, Market Research Assistant Date: May 18, 2016 Subject: Summer Clothes Line Promotion
Sample 4
MEMORANDUM To: Paul Leroy, Regional Sales Manager From: Lee Wei, Assistant Sales Manager Date: May 20, 2016 Subject: About the Inquiry Purpose: I have dealt with the inquiry that you passed to me on Friday. Summary: This inquiry was from MR LEE Caterers of Central, who wanted to know whether we could offer him a special wholesale discount on food and wine for his business. Discussion: I told Mr. LEE that Stop & Shop was a retail, rather than a wholesale supermarket chain. However, I also told him that we could offer his company the same discount facility offered to all our customers --- 5% discount on orders over $1,000. Action: However, I made it clear that payment had to be made no later than 20 days after receipt of invoice, and that payment after that time was subject to interest and all discounts became void.
more than one page long.
2. Memo format
a heading section（书端） a body section （正文）
2.1 a heading section
MEMORANDUM To: Name and Title of recipient From: Name and Title of memo’s writer Date: The date on which the memo is distributed Subject: Brief statement summarizing subject of memo
Sample 3
MEMORANDUM
To: Design Team #362
From: W. B. Working
Date: May 27, 2015
Subject: Project Schedule
As a result of yesterday’s meeting, I suggest we follow the project
1. Characteristics of memo
Compare memos to letters: • Memos are always used to send information to others
within an organization, while letters usually communicate with someone outside an organization; • Memos are normally used for non-sensitive communication. • Memos are short and to-the-point. • Memos have a direct style.
schedule listed below. Remember, we must submit a proposal by noon on
July 2.
Schedule
Task
Completion Date
Divide research into groups and compile information June 6
mon types of memo
directive memo response memo trip report memo
3.1 Directive memo （指令型备忘录）
• A directive memo states a policy or procedure the writer wants the reader or co-corker to follow.
2.2.2 Discussion segment （讨论部分）
• In this segment, the writer generally gives details about the problems, or explains the steps that he/she has taken or methods or sources he/she has used to solve the problem.
2.2.3 Closing segment （结束部分）
• This segment normally states clealy the action the writer expects the recipient to take.
Sample 2
MEMORANDUM Heading: To: Marketing Department
Review designs from Kate and Bill
June 11
Write Proposal
June 23
Review Proposal
June 26
Submit Proposal for printing
June 27
3.2 Response memo （答复型备忘录）
• The purpose of the memo is to provide the recipient with desired information. It usually has four parts: purpose statement, summary, discussion and action.
2.2 a body section （正文）
opening segment discussion segment closing segment
2.2.1 Opening segment （开场部分）
• The opening explains the reason for the correspondence. First, the writer usually states the problem, need or announcement, then he/she makes the purpose of the memo clear. Memo's recipient can get an overview of the memo by reading this segment.
• Memos do not have a salutation（称呼语）. • Memos do not have a complimentary closing. • Memos have a specific format that is very different
from a business letter. • The standard business memo format is generally no
Memo Writing
memo
memormembered
Definition: a short official note to another person in the same company or organizaion. （致公司或组织内部另一人的）公务便条/备忘录
Sample 5
MEMORANDUM To: Design Team #362 From: W. B. Working Date: May 27, 2015 Subject: Project Schedule Purpose: This memo presents my impressions of the meeting last week. Summary: In general, I felt that the meeting went well and much progress was made. Discussion: Barb and Jeff were able to make progress on the graphics and should have them finished next week. Kyle and Sandy are on Chapter 2 of the user manual. Action: Kyle will meet with Jeff to see how they want the graphics integrated into the text.