商务秘书实务Chapter 6 - Writing memos in English

Chapter 6

ContentsDefinition of Business Memo Function of Business Memo What Constitutes a Memo The difference Between a Memo and a Business Letter The Formats of Memos Guidelines for Writing Good Memos

Definition of Business Memo

Basically, it is an in-house business letter.

Conducted within, coming from, or being within an company or organizationChapter 6 Writing Memos in English

The Function of Business MemoA business memo serves a very useful purpose. It helps members of a business organization communicate, without the need for timeconsuming meetings. A memo is an effective and efficient communication tool.

What Constitutes a Memo

formal

misspelling unnecessary slang distracting writing styles

too formal too casual

brief and to the point

The text of the memo almost always begins with a bottom-line statement. A bottom-line statement or message is a short, terse statement of the memo's purpose. All non-sensitive memos should begin with a bottom-line statement.

Similarities: Memos and Letters

Memos resemble business letters in that they1. communicate information

2. are commonly used in the world of business writing

Differences: Memos and Letters

memos

are:

almost always used within an organization.

less formal than business lettersnormally used for non-sensitive communication

short and to-the-point

Chapter 6

Writing Memos in English

Differences: Memos and Letters

memos have:no salutation

no complimentary closing no signature at the bottom of the memo

Chapter 6

Writing Memos in English

Dear Ms. Green:

Salutation

………………………………………….. ………………………………………….. ………………. …………………………………………… ……………………………………………. ……………………………………………. ……………………………… ……………………………………………. …………………………………… Sincerely yours, Complimentary closing

Body of the business letter

James WangJames Wang Enclosure

Signiture

Enclosure

Chapter 6

Writing Memos in English

Memorandum Date: (double-spaced) To: Format of Memo (double-spaced) From: (double-spaced) Subject: (double-spaced) ………………………………………………. (single-spaced) ………………………………………………. (single-spaced) …………………………….. Message area

The Order of the Heading Part:

Memorandum Date: (double-spaced) To: (double-spaced) From: The order of these items (double-spaced) may infrequently vary. Subject: (double-spaced) ………………………………………………. (single-spaced) ………………………………………………. (single-spaced) …………………………….. Text of the memo

Memorandum To: (double-spaced) From: (double-spaced) Date: The order of these items (double-spaced) may infrequently vary. Subje

ct: (double-spaced) ………………………………………………. (single-spaced) ………………………………………………. (single-spaced) …………………………….. Text of the memo

Formats of Memos1 inch margin

1 inch Memorandum Date: T o: From: Subject: 1 inch T ext of the memo 1 inch 1 inch

Formats of MemosSarara Chemicals, Inc.

MemoDate: To: From: Subject: (Text of the memo)

The top line of a memo usually says “Memo” or “Memorandum” and the company logo or letterhead frequently goes above this, as shown in the picture.

Chapter 6

Writing Memos in English

Formats of MemosTwo kinds of formats:block format modified block format

flush with left margin an empty line of space between paragraphs

the first line indented no empty line between paragraphs

Do not mix block and modified block formats.Chapter 6 Writing Memos in English

Formats of MemosBlock Formatdifference 1

difference 2

Don’t justify the right margin!Chapter 6 Writing Memos in English

Formats of MemosModified Block Formatdifference 1 difference 2

don’t justify the right marginChapter 6 Writing Memos in English

Formats of MemosStandard memo heading

MemoDate: Nov. 17, 2007 (2 blank lines) To: All staff of Sales & Marketing Division (2 blank lines) State your point clearly From: Jenny Li and concisely (2 blank lines) Subject: Monthly meeting ------------------------------------------------------------This month’s staff meeting is to be held on next Wednesday, Nov. 22, at 2:30 pm, in Meeting Hall. Mrs. Coleridge, our president, will give a speech in the meeting. (1 blank line) All staff members are required to attend the meeting. Leaves can only be approved by the division manager.

The body or message area of the memo is the “meat” of the memo.

The text in this area should be concise, clear, and well written.

Chapter 6

Writing Memos in English

Formats of MemosOne of the divisions into which a main topic may be divided.

If you have more than one topic or subject (or you have subtopics), you can use headings to make your message more readable and understandable.The title, subtitle, or topic that stands at the top or beginning, as of a paragraph, letter, or chapter.

Chapter 6

Writing Memos in English

Formats of Memos

To avoid full sentences in a list, bullets can be used. Bullets, like headings, are frequently used in memos to make them easier to read.Such are bullets.Chapter 6 Writing Memos in English

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