商务交际英语(1)Chapter5.pptVIP

English Communicationfor Colleges Review of Chapter 4 The most common internal documents are memos and emails. 最常见的对内文件是备忘录和电子邮件。 Memos and emails are efficient media of internal business communication. 1.They can be sent to more than one receiver. 2.They take less time to format and key than letters. 3.They are less expensive, time-consuming and complex than conference calls or meetings. Purposes of using memos (1) to provide a record 记录备案 (2) to advise, direct or state policy 建议，指导或发布政策 (3) to inform 告知 (4) to promote goodwill. 提高信誉 Parts of a memo Most memos contain a heading, a body and one or more notations. 大多数备忘录由信头、正文和附注组成。 Heading: TO, FROM, DATE, SUBJECT 备忘录的信头通常有四个组成部分：To, From, Date和Subject。 To这一栏后跟备忘录接收者的姓名，可以只写其姓名全称，也可以在其姓名后加上头衔或其部门名称。你还可以在To后面只写某个具体职位或部门。 From这一栏后跟信息发出者的名字，还可以在后面加上你的职位，部门，住所或电话分机号。 在Date一栏后注明写备忘录的日期，一定要写出日月年的全称。 在Subject一栏写下备忘录的主题，不要写一个完整的句子，而是写出一个短语，简明扼要地展示主题。 Body: Write your message in the body of the memo. Memos need no salutation. It should be concise and accurate. 备忘录的正文包含了信息内容，不用写称呼语，要保持备忘录的简洁精确。 Opening paragraph Supporting details Closing Notations: the keyboard operator’s reference initials and any notations below the initials. 在附注部分，在正文下写出打字人姓名缩写，然后加上其他附注。举例说明，如果一个备忘录有附件，那就在打字人姓名缩写下加上“附件”二字。 Sample Study Sample Study Two styles: traditional or simplified. Page 108 备忘录有两种格式：传统格式和简化格式。 In the traditional style, the heading appears at the top of the page. 在传统格式里，备忘录的信头放在纸的上部分。 In the simplified style, the heading components are omitted. The simplified style is more frequent when electronic memos are written. 在简化格式里，不用写信头。简化格式更多地用于电子备忘录即电子邮件中。 Planning a memo or an email requires four steps: 1.Identify the objective. 2.Identify the main idea. 3.Determine the supporting information. 4.Adjust the content to the receiver. Abuse occurs when memos and emails are (1) written too frequently (2) written to gain attention (3) written by a committee (4) rewritten for each level of management. 备