Unit 4 Memos

Blog It Out

Hi, There! Please read Yanli’s blog and Listen to

Doctor English and discuss the following questions:

1. What is a memo? 2. When do we need to write a memo?3. How is a memo different from a letter?

Let's know more!

Listen to Doctor English

What is a Memo?Memorandum, memo for short,is a written document used for interoffice communication.

Announce policies Disseminate information

Delegateresponsibilities Instruct employees

Make request Offer advice

Definition

It is used to remind of or draw someone’sattention to certain matters.

Matters

Announce policies

Delegateresponsibilities

Make request

Disseminate information

Instruct employees

Offer advice

Report the result of a research/investigation

The function of Business Memo

Listen to Doctor English

A business memo serves a very useful purpose

It helps members of a business organization communicate, without the need for time-consuming meetings

A memo is an effective and efficient communication tool

How is a memo different from a letter?1.memo-inside; letter-outside2.memo-less formal in format or tone3.short

Listen to Doctor English

Memos vs. Letters

for internal useShort informal e-mail

between companiesMemos

communication within acompany

being omitted

the least formal

handwritten or typed

Letters

communication betweencompanies

emphasizing the format andcomplimentary aspects

formal

typed

Try It Yourself

Preparing

Formatting

Organizing

Drafting

Revising

Step One Preparing

1. The memo you are to write is aimed at________

A customs B. the boss

C the staff workers D the guests

Step One Preparing

2. The memo will be sent to the staff by_________.

A Internet B. Intranet

C post D notice board

Step One Preparing

3. The purpose of the memo you are to write is to ________.

A announce a social event

B. Prevent a bad behavior

C explain a decision

D warn people of some danger

Step One Preparing

4. Considering the subject matter and the reader, the memo you are to write should

be__________.

A personal and courteous

B. Serious and precise

C friendly and casual

D specific and persuasive

Formatting

Read p65 Parts of a Memo first and then point out the

necessary components of the following memo.

MEMO

TO: Department Managers

FROM: Mackintosh Smith

DATE: April 3, 2009

SUBJECT: In-service Computer Class

From April 28, Computer Class will be held on Saturdays for two months. There will be 2 groups: intermediate level and advanced level. Please encourage your staff to attend one of the sessions. All teaching materials will be provided. Please send me the names of all interested staff by next Friday. These staff will take a test the week before May.

MEMO

TO: Department Managers

FROM: Mackintosh Smith

DATE: April 3, 2009

SUBJECT: In-service Computer Class

Reciver's name and job title Sender's name

and job title

Complete and current date

What the memo is about

From April 28, Computer Class will be held on Saturdays for two mont

hs. There will be 2 groups: intermediate level and advanced level.

Please encourage your staff to attend one of the sessions. All teachin

g materials will be provided.

Please send me the names of all interested staff by next Friday. These

staff will take a test the week before May.

Introudction

Body

Summary

Introudcing the main points

Presenting the secondary information

Requesting actions

FormatMemo top center

left margin TO: the name of the recipient

FROM: the name of the sender

SUBJECT: the topic

DATE: Day-Month-Year

Heading

Memomessages

Heading

To:_______________From:_____________Date:_____________Subject:___________

Date:______________To:_______________From:_____________Subject:___________

To:_________ From:______ Subject:____

before the name

2. Use a job descriptionafter the name

1. Use a courtesy title 1. Use a job descriptionafter your name

Mr., Mrs., Ms., Dr.

1. Make it asspecific as possible

2. Omit the articlesand do not need aperiod at the end

twoways

Subject

summarize the general topic of the memo

“Vacation Time”

good news

“vacation time won'tbe granted unless firstrequested in writing”

informative

more specific and help readers know the memo’s purpose

“New Vacation TimeRequest Policy”

descriptive

informative

Examples

descriptive

1. Photo ID & SecuritySystem

2. Security SystemTraining

3. Staff Meeting

informative

1. Photo ID & SecuritySystem Installation

2. Proposal for SecuritySystem Training

3. Staff Meeting to DiscussSummer Vacation Schedules

Memo Messages

give the main idea

Threeparts Body

Closing

Opening

elaborate the main idea

concluding of a memo

restate emphasize

Sample

Memo

TO: John SmithFROM: Mary WatersSUBJECT: New Pension Plan ConfirmationDATE: 30 March 2007

Please contact the HR Department for detailed informationabout the new pension plan designed for different age

groups.

......…..

Opening

Indirectopening

Directopening

main idea

For the past six months, the Human Resources Departmenthas been considering changes in our employees’ benefit plan.

Please review the following proposal regarding employees'benefits.

E.g.

May lose their interest and patience

Body

Main idea

Body Details, reasons, or explanations

Carefully design the layout

Save readers' time

Numbers, bullets, or tables

support

Samples即时生效

1

Effective immediately are the

following air travel guidelines.

Between now and December

31, only account executive s

may take company-approved

trips. These individuals will be

allowed to take a maximum of

two trips and they are to

travel economy or budget

class only.

经济舱

业务经理

2

Effective immediately are thefollowing air travel guidelines.

•Who may travel: Accountexecutives

•How many trips: A maximumof 2

•When: Betweennow andDecember 31

•Air class: Economy orbudget

An urge foraction

Closing

What you expect them to do

When to finish

How to do…

E.g.

I will be glad to discuss these recommendations with youlater on and follow through on any decisions you make.

I shall be grateful if you give me a response via email by 2 p.m..

Benefit fromactions

Make actionseasier

More specific More politeE.g.

Parts of a Memo: the message

Directly state the purpose: giving information, asking for

information, confirming issues

Discussion of details (inverted pyramid order): most

important → less important；general → specific

Call for action

1.1. Get your messages personal

Writing Tips

Get your messages personal

* Avoid using passive voice

“I, you or we”

Not likely to initiate an action2.Keep your messages conversational

* Contractions Don’t, I’m, you’re, or we’ll* Avoid smothered words “tion”, “ment”, “ance”, “ize”, “ives”

“The continuation of our insurance of incentives is dependent

upon the prioritization by employees of company objectives”“If you want to keep getting incentives, meet company goals.”

* Avoid wordy expressions and sentences“Because of the fact that”“I am writing this memo to inform you that…”

* Ordinary words

3.Make your messages concise

Incentives

Main means of incentives include reward,

penalty, example, education, concern,

participation and leadership behaviors etc.

激励的手段主要有奖励、惩罚、榜样、教育、关怀、参与、领导行为等。

Organizing

Finish task 1 individually and

compare your answer with a

partner.

Answer: a f b c e d

Drafting

Refer to tips on p63.

MEMORANDUM

To: All EmployeesFrom: Adam Field, PresidentDate: March 29, 2006Subject: Attitude towards visitors should be improved

I accompanied a group of distinguished German engineers yesterday to tour our plant. These guests are very important to us, for they have promised to help us with their advanced technology and may cooperate with us in scientificresearch.

Your reception of these guests was generally gracious, but I was surprised to find out burst of laughter and catcalls when the guests visited our workshop. though you did not mean to offend them, it was quite probable for them to mis-understand you.

Politeness and hospitality is an important policy in our company. I request once again that in reception of our guests we should do our best to make our guestsfeel welcome.

Types of Memos (Page 65)

Procedure and information memos

Request and reply memos

Confirmation memos

Assignment

Suppose you are a secretary of a Video Cassette Company. Your boss has just made a policy of allowing employees a 15% discount on an CD or VCD they purchase and they are provided with a discount card.

You are asked to write a memo to announce the decision and ask them to pick up their cards in your office.

MEMOTo: All StaffFrom: Susan Lewis, SecretaryDate: Oct. 1st, 2008Subject: Purchase discount

All staff are allowed a 15% discount on any VCD or CD we produced.

To obtain this account, you may simply present your discount card to the sales staff. Please get your card in my office Room 506 before October 13th.

Thank you!