国际商务信函写作 PPT董晓波主编课件Unit15 Memorandums.ppt

Unit 15 Memorandums （备忘录）,,General Introduction,,Useful Expressions,,,Sample Reading,,Writing Practice,What Are Memos?,How Is a Memo Laid Out?,How to write a Memo?,Back,Back,备忘录（memorandum or memo for short）大致可分两类： 第一类属于正式公文，常作为外交函件或商业合同的补充条款或事项，具有一定法律约束性，因此文体正规，措词严谨第二类备忘录是一种非正式的商务文件、便条，多用于公司或机关内部，是以书面形式来交流内部事务的一种简便函件它可以用来解释政策、程序和指示；发布通知，提出信息和行动要求；答复要求也可以用来提醒事务或对决定、交谈、会议提供书面记录由于这类备忘录流通于一定单位内部，因此大多格式简明、语言通俗 本单元主要介绍的是第二类备忘录即商务备忘录（office memos）Back,,1.图示,Back,,,2.详解 备忘录的格式一般较为固定，通常分为开头(the heading)和正文(the body)两部分。

开头包括To:（送交目标，即接受人the recipient）， From:（发出者the sender），Subject:（主题）和Date:（日期）四项顺序通常如上所示，但date项的位置比较灵活，可以按书信格式置于正文右上方，也可以置于Subject项之前或之后备忘录正文一般不超过一页，可以是一段或几段正文后面往往没有签名，但个别的也有签名Back,有些大公司或机构会备有打印好的备忘录纸笺纸笺上端通常印有公司或机构名称和Memo字样,并印有开头部分：To, From, Date和Subject，在每次写备忘录时只需填入具体内容即可打印或书写备忘录时，通常有两种格式：每一行顶左边齐或每段首行缩进Back,1. to clarify your purpose and audience,2. to fill in the heading part,3. to compose the body part,4. to proofread the memo,Back,,To make clear the purpose and the audience is the first step of writing of any style. For memo writing, it means you should first figure out why it has to be written and who is going to read it so that you can employ the most proper way to convey the information.,1.to clarify your purpose and audience,,Back,After clarifying the purpose and the audience, now you can easily fill in the items in the heading part. When writing this part, please make sure that the subject is brief but to the point, that is to say, it must tell the,2. to fill in the heading part,,Back,reader clearly and exactly what the memo is about in as few words as possible. A good subject will help the reader quickly grasp the essence of the memo.,Back,Whether a memo is successfully written or not depends mostly on how its body part is structured. When composing the body part, you should begin by identifying the,3. to compose the body part,Back,key information that you think your audience should get. State them in the logical order. If the information concerns about more than one theme, it’s wise to group them by using sub-headings or numbers.,Back,Don’t jump to send the memo as soon as you have made it out, instead, you’d better proofread it by asking yourself the following questions:,4. to proofread the memo,Back,1.Is the format correct? 2.Have I included all the information I intend to convey? 3.Are all points presented logically? 4.Is my language clear and appropriate? 5.Are there any spelling or grammar mistakes?,Back,,II. Sample Reading :Brief Introduction,In this part you will read several sample memos which are written for different purposes. Study them carefully and go over what you’ve learned in the previous parts in your mind when reading them,Back,,II. Sample Reading :Sample 1,下面这则备忘录相当于一份内部通知，用来宣布单位新规定。

规定涉及办公室吸烟及员工自行车摆放问题备忘录由人事部门Paul Smith签发，送交单位所有员工备忘Back,SMOKING All members of staff are reminded that the office is a NO SMOKING AREA and that smoking is restricted to the coffee lounge and terrace. BICYCLES Members of staff who cycle to work leave their bicycles behind the office building.,Back,译文,Back,这则备忘录是关于公司销售经理Mr. Johnson的退休通告公司总经理号召全体员工参加公司为Mr. Johnson举行的告别宴会为其饯行，并希望大家慷慨解囊为其告别礼物积极募捐Back,,Back,his honor at the Hilton Hotel on Friday, 20, October, at 7:00 pm. I hope that as many members of staff as possible will be present to give Mr. Johnson the warm farewell that he deserves; not only has he been a loyal member of our staff for so many years,Back,but in addition his friendliness and generous personality have endeared him to all those with whom he has worked. Mr. Smith is making a collection for a parting gift to Mr. Johnson and I hope you will all make a generous contribution.,Back,译文,Back,本周五（十月二十日）晚七点在希尔顿旅馆安排了琼森先生退休告别晚宴。

希望大家尽可能前往，为琼森先生饯行琼森先生应当得到我们温暖的告别，不仅因为琼森先生这么多年一直对公司忠心耿耿，更因为他友爱和大度的个性值得所有和他共事过的人爱戴 史密斯先生正在为琼森先生募捐告别礼物，希望大家慷慨解囊Back,这是一则同事间的备忘录理查·戴维斯将去欧洲做推销旅行他给总经理助理米歇尔·道格拉斯写了一份关于日程安排的备忘录Back,During my forthcoming trip, I propose to visit the following companies: Electrotechnic S. A., Barcelona, Spain 10 June Klaus Cramer, Hamburg, Germany 11 June MTB Thermoplastiques, Lyon 13 June Please arrange for our agreed publicity material to go to each of these, seven days before the date of my visit. Could you also please arrange flights and hotel accommodation? I estimate that I shall need about ￡300 in cash (￡100 in each currency) and travelers cheques to the value of ￡300, to cover hotel bills, entertaining, etc., and I shall be grateful if I can have this as soon as possible.,Back,译文,Back,1．由于备忘录主要流通于单位内部，发件人和收件人对其背景都有一定了解，因此备忘录的写作往往直接、开门见山，语言通俗简洁。

2．备忘录可以是由上级对下级作出指示或要求行动，如例2中公司总经理对其员工提出行动要求；也可以是同事间的信息交流或事务备忘，如例3 3．备忘录的主题广泛，可以是关于老员工退休宴会的安排（如例2） 4．备忘录一般说来属于非正式文件，因此往往不使用问候和结束敬语但注意基本的办公礼节Back,,As mentioned above, memo writing can cover a wide range of subject matters, however, there are some structures which can always be used in composing memos.,Please note that … 请注意… It has come to my attention/notice that … 我注意到… I’d like you to … 我希望你…。