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 uful 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 uful expressions and ntence patterns for writing memos and e-mails
Teaching Contents
I. Definition
A memorandum, at its most formal, may rve as an amendment or supplement to a legal document.
An office memo is solely for internal communication, a written message nt 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 ction chief to another.
II. Functions
A. Function of memoranda
1. Serve as legal documents
2. Serve as the basis for the signing of a formal contract (sample 4)
B. Function of memos
1. Record policies, decisions, and action items agreed to at a meeting. (sample 3)
2. Serve as an effective medium of office communication. (sample 1 to inform staff; sample 2 report to superior)
3. Be nt 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 —— nder
Date ——
(Ref)——
Subject —— Topic
Body —— msg.
Opening gment
Discussing gment
Closing gment
Signature
To: recipients’ names and job titles
童年好词It is usually not necessary to u 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 enough to convey the main purpo of the memo
E.g. “Mandatory Employee Benefits Meeting” rather than “Meeting”
Body:
Opening gment:
直接写出重点，并用一两句子把主要信息写出来。
Different memo formats have been causing confusion between offices and partners. Starting on Monday, December 13th, all memos should be written using the following standard format.
中国数据统计网 Examples:
1. All frontline staff are required to participate in the upcoming customer rvice training program.
2. 轰隆隆来了We are happy to announce the addition of Sabrina Penang as office manager.
Discussion gment:
facts and figures, parated into paragraphs, each dealing with a particular theme; points are logically prented.
描述背景情况、任务、问题： 就重点进行更多的说明。根据备忘录的目的：可以解释为什么有这些变化（背景情况），或者知道同事如何行动（任务）， 或详细说明本备忘录要提出的问题（问题）。
Closing gment:
文明6开局an action statement, requiring action from recipient, or informing action to take.
Example 1
MEMO
To : Iris Anderson, Trust Officer
From : Sam Jones, Payroll Accounting
Date : 23 October 2009
Subject : Request for Update on Stock Option Participation
We need an update on tho employees in your department who are participating in the company stock option plan.
Plea list the names of tho who are currently participating and their years of rvice. Also list anyone who will be eligible for participation next year.
Be sure to turn in this information to me by 28 October.
Signature:
IV. Guidelines
电子工艺1. All lines of the memo begin at the left margin.
2. The text begins two spaces after the subject line.
3. Memos do not begin with a salutation.
4. No closing remark such as ‘Sincerely’ or ‘Best regards’ is necessary.
5. 长黑头的原因If the memo is longer than a page, repeat the “To” line, the date, and the subject line on and add a page number to subquent pages.
V. Language features
舴艋As memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excu for the ntences to be chatty or impolite.
As far as formality is concerned, a memo is something between a business letter and a note.
In the way of the tone of memos, a major consideration should be over the status of the nder and the recipient in the organization, and the subject.
鼓舞人心的话Examples:
1. We should take determined effort to respond positively to the need for producing a practical and visible plan that can bring about abntee reduction and efficiency promotion.
2. A firm action should be taken, so we can cut down abntee and be more efficient.
