备忘录和会议记录MemorandumsandMinutes.ppt

1、Chapter 11 Memorandums and Minutes备忘录和会议记录备忘录和会议记录1.Interoffice memosl Simple and efficient interoffice memos are frequently used to announce staff meetings,employee promotions,vacation schedules,and so on;to issue instructions;to transmit other documents;to provide information in the form of inform

2、al reports;to summarize and confirm the results of departmental meetings and the major points of discussions between staffs.l The formality of letterhead,inside address,salutation complimentary close and signature block is omitted.l Memos are meant for quick and easy reading,and are also kept in fil

3、es for future reference.Format 格式格式lTitle lRecipient To:收件人lSender From:发件人lSubject Subject:事由lDate Date:日期lFile or Reference NumberlBody SectionlEnclosurelCopy Distribution NotationlPostscriptEffective memosl1)Use conversational tonel ordinary words,first-person pronouns,but not be causal with your

4、 writingl2)Be briefl only convey what you intend to say,avoid redundancyl3)Have single topicl concentrate on the subjectThe Organization of a MemolA memo may have only one idea,which can be written in one or two simple sentences.In this case,there is no need for an introduction or conclusion.lMany m

5、emos will have a more complicated message which needs to be broken up into several body paragraphs.A memo with complicated ideas should be organized like a long letter,with an introduction,some body paragraphs,and a conclusion.lT.S.Light Sets Manufacturing Co.,Ltd.lMemorandumlTo:Joseph Smith,Company

6、 DirectorlFrom:Jack Cumber,General ManagerlDate:4 May,2006lSubject:The Interdepartmental Monthly MeetinglRef:JC/4/5/06lThe meeting will be held as scheduled in the usual place.Prepare to answer questions on your proposal.lSCHOOL OF ENGLISH FOR BUSINESS lMEMORANDUMlTo:Mr.Kinswick,Course CoordinatorlF

7、rom:Barnsby CampbellDate:19 November,2007lSubject:Lesson Plan for 28 November LecturelI intend to teach memo writing in my next lecture.I plan to cover the following parts:l1.Inside Addressl This is omitted in a memo.As internal communication the reason is obvious.2.Greetingl It is more polite to pu

8、t Mr.,Mrs.Or Ms before and the office after the name of the recipient.You may sometimes address the readers as a group.l3.Subjectl This is a phrase to tell the reader what the memo is about.Sometimes only the phrase is given without the word“subject”before it.l4.Bodyl These should be short,less than

9、 10 lines,and each paragraph concentrates on only one idea.Sometimes for memos with three or more paragraphs,it is advisable to begin each with a heading in capital letters to tell what the paragraph is about.Another practice is numbering the paragraphs for easy reference later on.l5.Carbon copyl Th

10、is is written as c.c.for short.As in a letter,it lists the persons who are also receiving the memo.l6.Signaturel Only the initial is needed.The office and name in print of the writer are omitted.In more casual memos there is no signature at all.lAny thoughts on my notes?Anything to add?Let me know a

11、t tea break.lC.c.Mr.P.L.Ducke,Training OfficerWriting suggestions l1)use active voice;l2)use simple,action verbs;l3)use single words to link your ideas;l4)underline key words to attract the readers attention;l5)number your paragraphs or points;l6)tabulate information involving lists of numbers,price

12、s,dates,and so on.l7)Consider your job level in relation to that of the person to whom you are writing;l8)Gear the tone of your message to the subject as well as to the person to whom you are writing;l9)Stick to the subject of your memo;l10)Identify the subject in the first paragraph;l11)Indicate wh

13、at your reader is to do in the closing paragraph;l12)State your thoughts clearly,correctly and concisely.Favorable Memorandums肯定的备忘录肯定的备忘录l1.Routine Requests for Information and Favorable Responsesl2.Routine Requests for Assistance and Favorable Responsesl3.Giving Orders Using Direct Approach 1.Rout

14、ine Requests for Information and Favorable Responses To:Leila Schwartz,Inventory SupervisorFrom:Cary Branham,Information Processing Center SupervisorSubject:Inventory of Film RibbonDate:August 15,2006 Do we have three dozen Number 877 correctable film ribbons in stock to fit our Omyden 2000 memory t

15、ypewriters(stock number 4455)?We are trading these typewriters for word processors on September 15 but need three dozen ribbons in stock to last until that time.Mabel Moseley,Omydens sales representative,told me that she will accept return of any unused ribbons toward the purchase of a supply to fit

16、 the new models.Since replacement machines will be selected this week,I will tell you the type and quantity of ribbons to order for them by Friday.We appreciate your helping us make this change.Leila.lMemorandumlTo:Cary Branham,Infornation Processing Center SupervisorlFrom:Leila Schwartz,Inventory S

17、upervisorlSubject:Supply of Film RibbonslDate:August 16,2006l Yes,we have 50 Number 877 correctable film ribbons in stock to fit your Omyden 2000 memory typewriters.l We expect to have 14 ribbons to return to Omyden in exchange for ribbons to fit your new models.We will then be able to stock the cor

18、rect ribbons by September 15 to fit your new word processors.l We are pleased to be able to help you make this change,Cary.2.Routine Requests for Assistance and Favorable Responses lTo:J.Stuart Laws,Corporate Legal CounselorlFrom:Amanda R Loos,Personnel AssistantlSubject:Preparation of EEO ReportlDa

19、te:September 28,2006l Will you please help me prepare the state requirements section of our annual equal employment opportunity report?l As a result of changes in the state legal code this year,we must meet additional requirements.Therefore,I need your legal assistance in preparing Section 6 of the

20、report.l This will take only about 15 minutes of your time.I can meet you any day this week or next,whatever suits you best.The report must be mailed to the Equal Employment Opportunity Commission within three weeks.lMemorandumlTo:Amanda R Loos,Personnel AssistantlFrom:J.Stuart Laws,Corporate Legal

21、CounselorlSubject:Meeting for EEO Report PreparationlDate:September 30,2006l Lets meet in my office(Suite 245)this Friday at 10:30 a.m.to complete Section 6 of your annual equal employment opportunity report.l You must now provide two items of information that were not required last year:l 1.What pr

22、ocedure was followed in advertising available jobs to members of minority races?l 2.What procedure was followed to assure that an applicants place of residency was disregarded in hiring practices?l Please bring this information with you to the meeting in addition to information you normally include

23、in this section of the report.l I look forward to meeting with you on Friday.Amanda.3.Giving Orders Using Direct ApproachlTo:D.Wayne Humen,Administrative AssistantlFrom:Michelle M.Corletto,Vice President of SaleslSubject:Arrangements for Sales Supervisors Meeting lDate:May 30,2006l Please reserve an

24、d prepare Banquet Room M for a luncheon meeting of our sales supervisors for 12:30 p.m.to 2:00 p.m.on June 19.You and I will meet with all ten supervisors at that time.l Because we will set sales quotas and plan strategy for next year,please make these arrangements:l 1.Arrange the seating so that ev

25、eryone has a full view of everyone else.l 2.Place a note pad and two sharpened pencils at each station.l 3.Serve a buffet lunch without dessert or alcoholic beverages.l 4.Play soft music in the background.l 5.Ask Jake Lamonta in Room 2410 next door to the banquet room to keep both doors to his offic

26、e closed while the meeting is in session.This should guarantee us a quiet working environment.l 6.Tape record the entire business session.l Thanks for making these arrangements,Wayne.I will return form Milwaukee the morning of June 19 and will be in the office by 11 a.m.You and I can review our plan

27、s for conducting the session just before it begins.Exercises lCase 1 l Small and Inverness,an accounting firm,has decided to begin advertising for business for their first time.You were hired as the new advertising director and are now designing an advertising program.You need a 15-minute appointmen

28、t with each of the firms 15 account supervisors to discuss their ideas about how best to advertise the firm.Write a form memorandum to be routed to each of the supervisors.Case 2 l You are one of the account supervisors mentioned in Case 1.Write a memorandum to the new advertising director telling h

29、im that you will be glad to meet with him to discuss the new advertising program.Suggest that you meet next Wednesday morning or Thursday afternoon in your office.l Address:Manuel Lopez,Advertising Director,Suite 495,Munter Building.Unfavorable Memorandums 否定的备忘录否定的备忘录l1.Refused Requests for Informa

30、tion or Assistancel2.Refused Request for Changes in Policies or Proceduresl3.Refused Claims against the Company1.Refused Requests for Information or Assistancel(First Draft)lTo:Jackson Pallock,Internal AuditorlFrom:Mabelline Yurich,Sales Supervisor of CosmeticslSubject:Response to Request for New-Li

31、fe Cosmetics Sales Records lDate:18 February,2007l In reference to your request for last quarters sales records for our line of New-Life Cosmetics,I am unable to give them to you by March 12 as you requested.l According to Section 6 of our policy manual(copy attached),“only the vice president for sa

32、les may release classified sales record internally or externally.”Cosmetics sales records are classified.The vice president for sales,Jack Peterson,is vacationing and cannot be reached until he returns to work March 17.Jacks assistant,Ms.Mary Smith,told me that the records that you are desirous of c

33、an be sent immediately in toto if Jack approves their release when he returns next Thursday.She asked me to tell you that unfortunately we must hold your request in abeyance until he returns.l I am sorry this happened,Peterson.If you need information on man-hours spent on sales,I can fill the bill n

34、ow.Otherwise,we will meet your request in due time if it is approved.Youll still have time to completer your audit by March 30,though.Revised DraftlTo:Jackson Pallock,Internal AuditorlFrom:Mabelline Yurich,Sales Supervisor of CosmeticslSubject:Response to Request for New-Life Cosmetics Sales Records

35、 lDate:18 February,2007l I have reviewed your request to see last quarters New-Life Cosmetics sales records by March 12 with Mary Smith,the assistant to the vice president of sales,Jack Peterson.l Mary and I checked Section 6 of our policy manual and confirmed that Jack must give permission to relea

36、se any classified records either internally or externally.All cosmetics sales records are classified.Jack is vacationing in Tibet and cannot be reached until he returns to work on March 17.Mary said that these records are complete and can be sent to you on March 17,if Jack approves.l Should you need

37、 any unclassified cosmetics records to help you complete your audit by March 30,I can send them to you now.Records such as those of staff hours spent on selling cosmetics are unclassified.Call me at Extension 7165 to tell me what else you need,if anything.2.Refused Request for Changes in Policies or

38、 Proceduresl(First Draft)lTo:Donna Crenshaw,Account ExecutivelFrom:Ernest Smithson,Account SupervisorlSubject:Response to Request for a Change in the Vacation Schedule lDate:23 February,2007l Your trip to Paris sounds exciting.Many people are taking such trips.You want to switch your vacation to Jun

39、e 16 to 30 from May 1 to 15 so you can take the trip.But five people already chose that date.Only five people may vacation at one time.l I checked with everyone in the department.Nobody is willing to change.l I already checked with Mr.Jones to see if we can let you go anyway.He said no.l You may swi

40、tch to another two-week period.Your parents might change their plans.However,keep your choice between May 16 and August 30.Also,do not choose August 1 to 15.l I must know about any change by March 1,the deadline for setting vacation dates.Revised Draft lTo:Donna Crenshaw,Account ExecutivelFrom:Ernes

41、t Smithson,Account SupervisorlSubject:Response to Request for a Change in the Vacation Schedule lDate:23 February,2007l Your choice to vacation in Paris this summer with your parents does sound exciting.They were thoughtful to invite you to join them.l As we discussed when you chose your vacation da

42、tes,only five people in the department may vacation during any two-week period.When I received your request to change your vacation from May 1 to 15 to June 16 to 30,I checked to see how many people are scheduled for vacations then.The roster showed that five people requested June 16 to 30.l Next,I

43、asked each of these five people if any of them will make a change.Having planned their vacations completely,all of them declined.Then,I asked Mr.Jones if we might make an exception and let you go anyway.He declined,saying that we must meet the two thirds staffing requirement all summer to serve our

44、customers adequately.l You may reschedule your vacation for another two-week period if that will help.Perhaps your parents can reschedule their vacation so this plan can work.Any other two-week period between May 16 and August 30 is acceptable except August 1 to 15,when five people are scheduled alr

45、eady.If you do wish to make a change,please tell me before March 1,the deadline for setting vacation dates.3.Refused Claims against the Companyl(First Draft)lTo:Mark Johnson,SalespersonlFrom:Maria Cillias,ControllerlSubject:Reimbursement for Travel ExpenseslDate:23 December,2006l As per your request

46、,we are processing your request for reimbursement of travel expenses for your December 2 to 5 trip to Denver.Your attention is called to two items for which you are seeking reimbursement:tolls and taxicab fares.You listed tolls totaling$10.50 and taxicab fares totaling$27.50 on the request form but

47、neglected to enclose receipts for these expenses.Company rules require that receipts be attached to the form for all expenses for which you seek reimbursement except meals and tips.l To facilitate reimbursement of your travel expenses,will you kindly advise us whether you can furnish these receipts.

48、When you comply with this constraint,we will reimburse you without further delay.Revised Draft lTo:Mark Johnson,SalespersonlFrom:Maria Cillias,ControllerlSubject:Reimbursement for Travel ExpenseslDate:23 December,2006l Your request for reimbursement of travel expenses for your December 2 to 5 trip t

49、o Denver is now being processed.In reviewing the form you submitted for reimbursement,we noted that you listed tolls and taxicab fares for which no receipts were attached.Company procedures require that receipts be submitted for all refunded expenses except meals and tips.Will you please send us the

50、 receipts for$10.50 in tolls and$27.50 in taxicab fares.Then,we can send you a check for$56.35,the full amount of your request.l We will issue your reimbursement check within two days after receiving the receipts.Exercises lCase 1l You are production manager in an office furniture factory.Yesterday,