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Lesson Five Secretarial Writing 2: Memoranda, Office Memos E-mail
2 periods
Teaching Objectives:
After this lecture, the students should
1. Understand the functions of memoranda and office memos
2. Master the elements and general formats of memos
3. Master the format of an e-mail
4. Master some useful expressions for writing memos and e-mails
Important and Difficult Points:
1. Enable the students to master the elements and general formats of memos and e-mails
2. Make the students to master the useful expressions and sentence patterns for writing memos and e-mails
Teaching Contents
I. Definition
A memorandum, at its most formal, may serve as an amendment or supplement to a legal document.
An office memo is solely for internal communication, 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, e.g. 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.
II. Functions
A. Function of memoranda
Serve as legal documents
Serve as the basis for the signing of a formal contract (sample 4)
B. Function of memos
Record policies, decisions, and action items agreed to at a meeting. (sample 3)
Serve as an effective medium of office communication. (sample 1 to inform staff; sample 2 report to superior)
Be sent to individuals both inside or out side the institution to confirm the understandings reached after a telephone conversation or an interview.
III. Format
Memorandum / Memo—— title
Heading
To —— receiver
From —— sender
Date ——
(Ref)——
Subject —— Topic
Body —— msg.
Opening segment
Discussing segment
Closing segment
Signature
To: recipients’ names and job titles
It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
From: your name and job title
DATE: current date
SUBJECT: The subject line should be specific
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