Memos and Minutes
1. Memos
• It usually omits the letterhead, salutation, complimentary close and signature that are commonly used in business letters. It is efficient because it conveys the author's ideas quickly and directly to the reader.
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Memos and Minutes
II. Sample Analysis
(Continued)
Not only does it reduce our profits, but it also ties up lines that might be needed for business calls.
Tips for a good memo body (additional):
• 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 清晰的English to present readers with an objective and factual description of the topic.
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Memos and Minutes
2. Minutes
Writing principles:
• Start with the time, date and place of the meeting.
• Clearly state who attended the meeting and who was absent.
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Memos and Minutes
2. Minutes
Writing principles:
• Describe what has happened at the meeting in detail. ✓ Be concise and clear. ✓ Make a complete record. ✓ Describe what happened briefly. ✓ Be specific. ✓ Be objective. ✓ Better to use formal words and the passive voice.
EASY Lines were installed two years ago to give all employees easier telephone access to our customers and suppliers in other parts of the country. In fact, our company’s growth rate has increased since then, and we attribute at least part of that growth to the new telephone system.
1. Memos 2. Minutes
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Memos and Minutes
1. Memos
• Memo, short for memorandum, is a simple and efficient message that is used to remind people of or draw people’s attention to certain matters.
A new photocopier has been installed in the general office. All staff is welcome to use it.
To ensure the copier’s survival, it is important to keep the following procedures in mind. Use the machine for no longer than 30 minutes at a time. After use, allow the machine to cool for at least 5 minutes. Make sure the switch is turned off after use.
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Memos and Minutes
1. Memos
A good memo body shall:
• Be brief. As a tool of efficient internal communication, memos should be concise. You can only convey what you intend to say. You should avoid redundancy in your message.
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Memos and Minutes
II. Sample Analysis
Letter B: A memo on new copying machom: Allen Smith, Administrative Officer Date: November 28, 2005 Subject: Operating Instructions for New Copying Machines
• Have a single topic. An effective memo usually discuses a single topic; thus the reader may concentrate on the subject.
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Memos and Minutes
1. Memos
✓ 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.
It is better not to write the month in abbreviated form. • Subject—It is the topic of the memo. It must be brief
and clear. • Body—It is the message itself and often written briefly.
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Memos and Minutes
1. Memos
A good memo body shall:
• Use a conversational tone.
✓ Since the reader and the author are familiar, you may use ordinary words, first-person pronouns, but it doesn’t mean that you can be casual with your writing.
Please do your part to keep our company profitable and healthy. If you absolutely must make a personal long-distance call during business hours, please charge it to your own personal account. Your colleagues will appreciate your consideration.
• Memorandum: a Latin word which means “thing to be remembered”. Here it refers to a written record or communication, as in a business office.
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Memos and Minutes
2. Minutes
• Minutes refer to a summarized or condensed record of what has taken place in a meeting. It is a written record to be kept for future reference. It may record the past activities, new decisions and polices, and describe the decision-making process.
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Memos and Minutes
I. Introduction
• The letters we discussed in the previous chapters are mostly written communication between companies, while memos and minutes are common forms of communication within a company.