外语教学与研究出版社 17
Minute
Minute is a summarized or condensed record of what has taken place in a meeting. It may record review of the past activities, new decisions and policies, and provide the decision-making process.
外语教学与研究出版社 6
The memo Format “Memorandum” Heading Body
外语教学与研究出版社
7
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.
外语教学与研究出版社 12
Sample (Continued):
4. How your laptop has not come up to your expectations. 5. What unanticipated uses you have found for your laptop that others may want to share. Please fax this information directly to me by 5 pm on Wednesday 7 December. If you have any queries, please contact my assistant, Jane Simmons, who will be visiting you on Tuesday, 6 December. Thank you for your help.
外语教学与研究出版社 16
Some important techniques for writing effective memos (Cont.):
Present the key idea first. The idea presented the beginning will usually receive the most emphasis. If your message is lengthy, try to divide it into logical sections. If you have several items, try to number them. Strive to make memos clear, complete, concise, consistent, correct and courteous.
外语教学与研究出版社
2
Memorandum (备忘录 备忘录) 备忘录
A Latin word which means “thing to be remembered.” Here it refers to a written record or communication, as in a business office.
外语教学与研究出版社 15
Some important techniques for writing effective memos:
Plan your message before you begin to write. Consistently use a simple and convenient heading that includes information like “To”, “From”, “Date”, and “Subject”. Choose a brief but appropriate subject line. Subject line should identify the topic and not give all the details.
外语教学与研究出版社 18
Principles
1 time, date and place of the meeting. Clearly state who attended the meeting and it may also include the apology from the person who was absent. Describe what has happened at the 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.
外语教学与研究出版社 11
Sample:
Subject: Laptop Computers The board urgently requires feedback on our experience with laptops in Northern Branch. I need to know, for my report: 1. What you personally use your laptop for and your reasons for doing this. If you are doing work that was formerly done by other staff, please justify it. 2. What software you use. Please give the details. 3. How many hours per day you actually spend using it.
外语教学与研究出版社
3
Functions of a memo
A memo may communicate information, announce policies, instruct employees, make request, or offer advice. (Memos are rarely sent to other organizations.)
外语教学与研究出版社 10
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.
外语教学与研究出版社
5
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 缩写), 缩写 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.
外语教学与研究出版社 8
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.
外语教学与研究出版社
9
Sample heading
To: All Staff From: Allen Smith, Administrative Officer Date: November 28, 2005 Subject: Operating Instructions for New Copying Machines
Chapter 8 Memos and Minutes
2010-12-14
外语教学与研究出版社
1
What is a memo?
The term “memo” (short for memorandum) is used to describe the standard format of internal communication. It usually omits the letterhead, salutation, complimentary close and signature.