Chapter 4
f Memo
于1890-1910 出现在美国 原因： 1.小公司发展成大企业，企业内部需要快捷 的信息交流。 2.打字机/打字员的出现推动备忘录格式的 规范。
Characteristics of Successful Memo
numbers or bullets listed vertically
capitalize parallel structure same part of speech
boldface or italics黑体字或斜体字 headings and subheadings
Components of Memo
Write a complete sentence
The company is going to install a new security system.
Omit all the unnecessary words
The company is going to install a new security system.
Grasp the main idea File the message
Subject heading
Descriptive summarize the general topic Informative provide relatively detailed information
How to write a subject line?
or emphasize the purpose 1. direct opening 1.direct 2. indirect opening [for bad news] 2.indirect
Body——reasons,details ——reasons,details Closing
support the main idea design the layout——numbers,bullets,or tables layout——numbers,bullets,or requirement—— an urge requirement—— no requirement—— a simple concluding thought requirement——
2.Single topic 3.Conversational tone
ordinary words first-person pronouns firstoccasional contractions缩写 contractions缩写 Conversational but professional
4.Conciseness
no need for background information & goodwill words avoid wordy expressions & sentences [I am writing this meomo to inform you that...]
5.Visual signaling
Rearrange the word order
instal security system. if necessary
Change the part of speech
Security Syste Installation
Memo messages
Opening——restate Opening——
or explanations that
Writing Memos
Readers and purposes
tone,formality,word choice and organization
Language
choice direct,simple active language avoid wordy sentences
1.Subject headings 2.Single topic 3.Conversational tone 4.Conciseness 5.Visual signaling
Characteristics of Successful Memo
1.Subject headings
To From Date Subject
Memo headings
Date： Date： To： To： From： From： Through: the name of the supervisor that authorize you to write this Subject： Subject：
Memo messages
Subject line—most important—need not be a complete sentence