商务英语写作Unit Eighteen Memos.ppt

Unit Eighteen Memos 备忘录 General Introduction Memo, short for memorandum, is a short official note used for communication within the same company or organization. Memos have one purpose in life— to solve problems. They are intended to inform a group of people about a specific issue, such as an event, policy or resource, and encourages them to take action. General Introduction Memos are also written to a specific audience. The typical audience is your colleagues, coworkers, superiors or subordinates. It is important to know your audience before writing a memo. This will help you determine what information should be included and thus make your memo more effective. Memos usually follow a conventional format and structure. Many companies and organizations use memo pads with pre-designed formats. Procedures to Write a Memo To fill in the heading part To write the body part To add necessary attachments To fill in the heading part A memo’s heading provides information about who will receive the memo, who is sending the memo, the date and the subject. This part may be highlighted in bold. The general layout is as follows: MEMO/MEMORANDUM TO: FROM: DATE: SUBJECT(RE): To fill in the heading part （1）TO: Provide the recipient’s name and job title. e.g. Ellen Smith, Personnel Manager. If the recipient is higher in rank, use the title such as Mr., Ms., Mrs, Dr. and so on. If the memo is aimed at a group, you may use the collective nouns, such as “All Employees” or “Sales Department”. （2）FROM: Provide the sender’s name and job title. The sender may sign the memo with his/her initials, first name, or full name. To fill in the heading part （3）DATE: Provide the complete and exact date the memo is written. e.g. December 18, 2013/ Dec. 18, 2013. （4）SUBJECT(RE): Provide what the memo is about. The subject is usually indicated by “RE”, which stands for “regarding”. The statement of subject should be concise but accurate and informative. To write the body part The message of a memo