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How to Write Memo

By Teresa Hunt,2014-11-12 19:43
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How to Write MemoHow

    张卉 1006010421 Class 4 November 12, 2012

    付娜 1006010422 Class 4 November 12, 2012 How to Write Memos & E-mail Etiquette How to Write Memos

?. The Definition of Memos

     The memo is a form of writing frequently used to communicate with associates

    within an organization.

    ?. The Features of Memos

    A. No inside address, salutation, and complimentary close

    B. Flexible level of formality

    C. Clear and simple style

    ?. The Structure of Memos

    A. Heading

    MEMORANDUM

    To: Name and Title of the receiver

    From: Name and Title of the sender

    Date: The date on which the memo is distributed

    Subject: or Re: Brief statement (10 words or less) summarizing subject of memo

    Cc: Names and positions of any other receivers of the memo

    B. Body

    1. Opening segment: to state the problem and to indicate the purpose clearly

    2. Discussion segment: to give details about the problem

    3. Closing segment: to state what action you want your reader to take

     Sample:

     MEMURANDUM

    From: Tomas Luis, General Manager

    Date: July 29, 2007

    To: All employees in food and beverage and FOH services.

    Subject: Wearing top pocket Ids

    Cc: Personnel

    It has come to my attention that staff have not been wearing top pocket IDs in the

    summer months. (Opening segment) This is standard for all staff. (Discussion

    segment) If you have lost your ID, please pick up a new one immediately from

    Personnel. It is a disciplinary offence not to wear ID whether in summer or winter.

    (Closing segment)

     - 1 -

张卉 1006010421 Class 4 November 12, 2012

    付娜 1006010422 Class 4 November 12, 2012

    ?. The Types of Memos

    A. Instruction Memo:指示性备忘录;:

    1. Purpose: to give your receivers all the information they need for carrying out

    the instructions confidently.

    2. Arrangement: introduction ? main point ? secondary information ?

    action

Sample:

     MEMORANDUM

    To: All staff

    From: Allen Smith, Administrative Officer

    Date: May 12, 2000

    Subject: Operating Instructions for New Copying Machines

    A new photocopier has been installed in the general office. All staff is

    welcome to use it.

    To ensure the copiers survival, it is important to keep the following

    procedures in mind.

     ?Use the machine for no longer than 30 minutes at a time.

     ?After use, allow the machine to cool for at least 5 minutes.

     ?Make sure the switch is turned off after use.

    Please speak to me if you have any questions about the machine.

    B. Request Memo:请求式备忘录;:

    1. Purpose: to ask the receivers for certain information or action.

    2. Arrangement: the main point ? the secondary idea or details ? the action

    required

Sample:

     MEMORANDUM

To: Section Heads

    From: Phillippa Allertz, Operations Manager

    Date: April 10, 2000

    Subject: Planning of Work Schedules July-December

Work schedules for July to December are now being prepared.

To help us plan these in a way that will suit all sections, please let me have

    holiday schedules for the employees in your section by May 24, 2000.

     - 2 -

    张卉 1006010421 Class 4 November 12, 2012 付娜 1006010422 Class 4 November 12, 2012

    C. Announcement Memo:宣布式备忘录;:

    1. Purpose: to provide information and follow the organization method

    suggested for writing good news letters.

    2. Arrangement: the announcement ? the secondary details or information ?

    the required action

     Sample:

     MEMORANDUM

    To: Wilma Evans, School of Architecture

    From: Robert Smith, Physical Plant Operations

    Date: May 26, 2001

    Subject: Air-conditioning Installation for East Hall

    The costs of installing air conditioning for the seven offices and two

    studio classrooms in East Hall have been carefully studied.

    Estimates were obtained from three contractors on the costs of covering

    the offices and classrooms. All three were in the $25,000 range.

    You can begin the work at any time. It will take about three weeks.

    D. Authorization Memo:授权性备忘录;:

    1. Purpose: to give someone permission or authority to do something. 2. Arrangement: background information ? the main point ? the secondary

    details and action

Sample:

    MEMORANDUM

    To: Robert Shaw, Internal Auditing

    From: Paul R. Vice President

    Date: March 14, 2001

    Subject: Add New Machines and Operators

    Your observations identified inadequacies in our current operators. Your

    suggestions indicated that new machines and operators should be added

    to avoid overtime costs.

    Please order two keypunch machine and three operators as soon as

    possible.

     - 3 -

    张卉 1006010421 Class 4 November 12, 2012

    付娜 1006010422 Class 4 November 12, 2012

    E. Transmittal Memo:转递性备忘录;:

    1. Purpose: this kind of memo is typically attached to the front cover of the

    report, so the main purpose is to direct the document to the person who is to

    read it. They usually give a very brief idea of the content of the report, and

    invite the reader’s reaction to the report.

    2. Arrangement: the full details ? the action required

     Sample:

     MEMORANDUM

    To: Mr. Blacks

    From: Mike Printy, Sales Manager

    Date: July 16, 2001

    Subject: Statistics on Total Sales in May

    The statistics on total sales in May that you asked for are attached.

    These figures are for the last month. If you want to know the sales details

    of each department, you can contact me directly.

    Please give me a copy of the report you prepare from these statistics.

?. Tips of Writing Effective Memos

    A. Know exactly what you want to convey;

    B. Make your sentences short and direct;

    C. Put important points first;

    D. Limit each paragraph to only one idea and limit each paragraph to five lines

    or less;

    E. Make the memo no more than one page long;

    F. Divide your lengthy message into logical sections. If you have several items,

    try to number them;

    G. Proofread your work.

?. Exercise

     You are the training manager of a company which has won a large export order, you have been asked to organize foreign language training for some of your staff.

    Write a memo to staff:

    ; Explaining why the courses are necessary.

    ; Saying which members of staff should attend.

    ; Announcing when the courses will start.

     - 4 -

    张卉 1006010421 Class 4 November 12, 2012

    付娜 1006010422 Class 4 November 12, 2012

E-mail Etiquette

     Example

     From: sales@chinanet

     To: import & export department@unipec.com.cn

     Subject: Official Launch of Model AX 95/P

     China Net Inc. cordially invites you to join us in celebrating the official launch of our

     new personal computer, Model AX 95/P, at 10:00 a. m. on April 1 at the golden

     Dragon Hall of the Holiday inn, Beijing.

     This new model has such special features as a codeless keyboard with a built-in

     mouse, an energy saving function, a quad-speed CD-ROM drive, and the

     state-of-the-art Pentium P6 processor. The result is a machine, which is truly

     user-friendly.

     Our expert staff will be on hand to provide you with all the information you need and

     to answer any questions you may have regarding this new model. Cocktails and hors

     doeuvres will also be served. For more information, please contact us by e-mail at

     chinanet.com.cn or call 010 12345678. Thank you.

     Sincerely yours,

     China Net Inc.

?. The Structure of the E-mail:

    A. Header

    1. From: It is here that you type the e-mail address of the person who send

    message.

    2. To: It is here to type the e-mail address of the person that you want to send

    the message to.

    E-mail addresses are made up of two parts:

    1). the ‘username’ which is found to the left of the @ character

    2). the domain which is to the right of the @ character.

    In the example below, the username is jcchan and the domain is

    office.com.hk

    E. g. jcchan@office.com.hk

    3. Cc: The address of those people who will receive a copy of the message.

    Remember that the recipient of your message (the ‘to’ person) is not the

    same as the person or people who receive a copy for information.

    Cc: mjordan@abc.com, w-smith@abc.com, lalice@abc.com

     ? ? ?

     副本收件人1 副本收件人2 副本收件人3

     - 5 -

    张卉 1006010421 Class 4 November 12, 2012

    付娜 1006010422 Class 4 November 12, 2012

     4. Subject: A brief but meaningful statement about the subject of the message.

    25~35个字母以内;

    1). It should be clear and brief, but shouldn’t be so simple or general.

    E. g. No: News about the meeting

     Yes: Tomorrow’s meeting canceled

    2). If it is urgent. You can add URGENT or FYI (for your information) in

    the front of the subject.

    E. g. URGENT: Submit your report today.

    Attention: Among all these factors, To and Subject are the most important and

    can’t be omitted. Others can be added or omitted if necessary.

    B. Body text

    This part comprises the full text of the message you are sending. Start this

    section with an appropriate greeting, followed by the message itself, and finish

    with an appropriate close and a complementary close, signature.

    1. Greeting:

    The normal one: Dear + Mr. (Ms.) last name

    Or: Dear + name

    The kinds of greeting:

     When you know the name When you don’t know the name

     Dear Mr. Black: Dear ABC1234@abc.com:

     (or Dear Ms. Black) (or Dear ABC 1234)

     Dear Mary Lee: Dear sales manager:

     Dear John, Dear Sir or Madam:

     John, Ladies and Gentlemen:

    2. Message

    There is no strict rule for the body, but the netiquette( 网络礼仪) should

    be obeyed.

     3. Complementary close

Sincerely yours, 用于一般的电子邮件

    Sincerely~

    Faithfully yours,

    Faithfully,

     - 6 -

    张卉 1006010421 Class 4 November 12, 2012

    付娜 1006010422 Class 4 November 12, 2012

    With best regards, 用于稍具私人性质的电子邮件

    Best regards,

    Regards,

    With best wishes,

    Best wishes,

    Yours, 用于纯私人之间的电子邮件

    Cheers,

    Bye for now,

    Love,