英专应用写作讲稿 5.doc

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