chapter5notices,notesmemos(一)备忘.pptVIP

Part ThreeOffice Documents 事务处理 Chapter 5 Memos In this part, you are expected What is memo? A memo is something you usually use when you want to share news about something within your?office or company. At certain companies, memo is regarded as a chief medium for inner communication. Classification: hard copy electronic copy Functions of Memo 1) sent to upper management: acting as a report . 2) sent to divisions affiliated: carrying instructions from upper management. 3) sent to all the staff: working as a notice or bulletin. 4) sent to colleagues in or outside one’s own department: exchanging information. History of Memos 1. how is it originated; 2. how is it simplified. Characteristics of Memos Subject headings Single topic Conversational tone Conciseness Visual signaling Components of Memos Heading To: (reader’s names and job titles) From: (writer’s names and job titles) Date: (complete and current date) Through (authorized or approved by) Subject: Message The To line Content: appropriate title of the receiver / department name To: Susan Green To: Miss Susan Green To: Susan Green, Company Manager To: Human Resource Department To: All Customer Service Personnel The From line 1. Generally: name, department, a location (branch), a phone extension From: Harry Lee,General Manager, Extension 988 2. Tips a. no courteous title before your name b. sender can sign his or her initials or full name beside (hard copy) The Date line May 27,2005 May 27th, 2005 27 May,2005 27th May, 2005 The Subject line Subject: New Insurance Program Subject: Annual meeting phrases, key words descriptive informative Practice Textbook P60-61 to capitalize words that: Are the first or the last word in the title Are not conjunctions (“and”, “but”, “or”, “nor”), prepositions (“to”, “over”), articles (“an”, “a”, “the”), or the “to” in infinitives. Memo Messages Opening