商务英语写作PPT3.ppt

1、Part ThreePart ThreeInternal Communication&Report Internal Communication&Report WritingWriting Section 1.Section 1.How to Write MemorandumsHow to Write Memorandums lTo give a brief introduction to what is a memolTo enable Ss to become aware of main content of memolTo enable Ss to familiarize themsel

2、ves with the samples givenlTo read and practice using some of the important words and expressions for memo writinglTo do exercises Objectives:Unit 1Unit 1Writing MemorandumsWriting MemorandumsWriting Memorandums I.What is a memo?I.What is a memo?Memorandums Memorandums or or memos memos are are busi

3、ness business messages,messages,which which transmit transmit information information to to those those within within a a pany.They They are are used used for for many many of of the the same same purposes purposes for for which business letters are used.which business letters are used.The The forma

4、t format for for memos memos varies varies from from company company to to pany.However,However,all all memos,memos,regardless regardless of of format,format,include the following five guide words:include the following five guide words:I.What is a memo?I.What is a memo?(1)Memorandum or Memo,or Inter

5、office Memorandum.(1)Memorandum or Memo,or Interoffice Memorandum.(2)Date.(2)Date.(3)(3)To:To:(shows(shows the the name name of of the the person person who who will will receive receive the the message.The receivers job title is often included.)message.The receivers job title is often included.)(4)

6、From:(shows the name of the writer of the message.)(4)From:(shows the name of the writer of the message.)(5)(5)Subject:Subject:tells tells the the topic topic of of the the memo.memo.It It should should be be clear,clear,concise and complete.concise and complete.I.What is a memo?I.What is a memo?Som

7、e Some companies companies use use the the designation designation Re:Re:(regarding)(regarding)instead instead of of Subject.Subject.Some Some companies companies purchase purchase or or print print their their own own memorandum memorandum stationary stationary with with the the five five guide gui

8、de words words mentioned mentioned above.above.This This saves saves the the writer writer some some time when preparing memos.time when preparing memos.Memos usually serve the following purposes:Memos usually serve the following purposes:(1)Give instructions or notify events which occurred.(1)Give

9、instructions or notify events which occurred.(2)Seek information.(2)Seek information.(3)Offer ideas and suggestions.(3)Offer ideas and suggestions.II.Sample StudyII.Sample StudySample 1:Sample 1:Request Memorandums(1)Request Memorandums(1)MemorandumDate:28 June1995Date:28 June1995To:All Training Per

10、sonnelTo:All Training PersonnelFrom:R.MarkhamFrom:R.Markham Head,Training Department Head,Training DepartmentSubjectSubject:Providing Clear,Complete Instructions:Providing Clear,Complete Instructions It has It has come to my attentioncome to my attention that new employees are not that new employees

11、 are not performperforming their jobs ing their jobs satisfactorily.This is the fault of the trainer,not the trainee.You should give clear,satisfactorily.This is the fault of the trainer,not the trainee.You should give clear,complete complete instructionsinstructions.Please follow these guidelines:P

12、lease follow these guidelines:1.Give an 1.Give an overviewoverview of the task.Make sure the task is understood.of the task.Make sure the task is understood.2.Describe each step in order.2.Describe each step in order.3.Describe each step thoroughly.3.Describe each step thoroughly.4.Ask questions at

13、each step.Do NOT ask:Do you understand?Ask:How do we 4.Ask questions at each step.Do NOT ask:Do you understand?Ask:How do we begin?What do we do next?etc.begin?What do we do next?etc.5.Have trainees repeat the instructions.5.Have trainees repeat the instructions.Answer the Following QuestionsAnswer

14、the Following Questions 1.1.What is the aim of this request memo?What is the aim of this request memo?2.2.How is the request memo arranged?How is the request memo arranged?Words and PhrasesWords and Phrases 1.Subject:Re:e.g.Subject:Operating Instructions for New Coping Machines e.g.It has come to my

15、 attention that the stationary is running out very e to ones attention draw ones attention 3.perform do,carry oute.g.We are to perform an experiment in the next class.Words and PhrasesWords and Phrases 4.instruction the act of instructing,teachinge.g.He is not yet instructed,but still under instruct

16、ions.5.overview whole idea e.g.Give them an overview of the assignment.II.Sample StudyII.Sample StudySample 1:Sample 1:Request Memorandums(2)Request Memorandums(2)MEMORANDUMTo:All members of staff,Northern BranchTo:All members of staff,Northern BranchFrom:K.L.J.From:K.L.J.Date:5 December 1994Date:5

17、December 1994Subject:Personal ComputersSubject:Personal Computers The The boardboard urgently requires urgently requires feedbackfeedback on our experience with PCs in on our experience with PCs in Northern Branch.I need to know,for my report:Northern Branch.I need to know,for my report:1.What you p

18、ersonally use your PC for and your reasons for doing this.If 1.What you personally use your PC for and your reasons for doing this.If you are doing working that was formerly done by other staff,please you are doing working that was formerly done by other staff,please justifyjustify this.this.2.What

19、software you use.Please name the programs.2.What software you use.Please name the programs.3.How many hours per day you spend actually using it.3.How many hours per day you spend actually using it.4.How your PC has not 4.How your PC has not come up tocome up to your expectations.your expectations.5.

20、What unanticipated uses you have found for your PC,that others may 5.What unanticipated uses you have found for your PC,that others may want to share.want to share.Please fax this information directly to me by 5 p.m.on Wednesday 7 Please fax this information directly to me by 5 p.m.on Wednesday 7 De

21、cember.If you have any December.If you have any queriesqueries,please contact my assistant,Jane,please contact my assistant,Jane SimmondsSimmonds,who will be visiting you on Tuesday,6 December.Thank,who will be visiting you on Tuesday,6 December.Thank you for your help.you for your help.Answer the F

22、ollowing QuestionsAnswer the Following Questions 1.1.What is the main point of the memo?What is the main point of the memo?2.2.What is the secondary idea?What is the secondary idea?Words and PhrasesWords and Phrases 1.board committee or association of company directors e.g.He has been elected to the

23、 board of a new company.e.g.The company welcomes feedback from the people who uses the goods it produces.2.feedback information about the results of a set of actions,passed back to the person in charge,so that changes can be made if necessary 3.justify give a good reason for e.g.How can you justify

24、your rude behavior?Words and PhrasesWords and Phrases e up to equale.g.Your recent work hasnt come up to your earlier standards.5.queries questions or doubts e.g.Please let me know if you should have any query.II.Sample StudyII.Sample StudySample 2:Sample 2:InstructionInstruction MemorandumsMemorand

25、umsMemorandumTo:All employees of Carson BankTo:All employees of Carson BankFrom:Robert Dickinson,From:Robert Dickinson,PresidentPresident RD RDDate:June 20,2003Date:June 20,2003Subject:Instructions for New SafesSubject:Instructions for New Safes Ten new safes have been Ten new safes have been instal

26、linstalled in the offices to replace the ed in the offices to replace the old ones.To avoid any troubles,please follow the old ones.To avoid any troubles,please follow the bookletbooklet of of directionsdirections.Please Please contactcontact me if you have any questions.me if you have any questions

27、.Answer the Following QuestionsAnswer the Following Questions 1.1.What is the object of the instruction memo?What is the object of the instruction memo?2.2.What are the style and the tone of the What are the style and the tone of the instruction memo?instruction memo?1.install set(an apparatus)up,re

28、ady for use e.g.I wont have oil heating installed.e.g.Do you have a booklet of instructions for operating the computer?2.booklet a small book,usu.with a paper cover 3.direction order or instructions e.g.I couldnt understand the directions.Words and PhrasesWords and Phrases Words and PhrasesWords and

29、 Phrases 4.contact get in touch with sbe.g.Well contact you by telephone.5.president head of a company e.g.The president presides over the board of directors in this company.II.Sample StudyII.Sample StudySample 3:Sample 3:Announcement MemoAnnouncement Memo Internal MemoTo:All BranchesTo:All Branches

30、From:Sales ManagerFrom:Sales ManagerDate:26 November 1999Date:26 November 1999Tour 3543-New Tour 3543-New CarrierCarrier1.We have found a new carrier for Tour 3543.This is DTL Aviation 1.We have found a new carrier for Tour 3543.This is DTL Aviation Company.Company.2.All clients who still want to ta

31、ke this holiday must 2.All clients who still want to take this holiday must reconfirmreconfirm their their bookings as soon as possible.bookings as soon as possible.3.They must also 3.They must also check incheck in at Gatwick Airport by 0825 on the day of at Gatwick Airport by 0825 on the day of de

32、parture.departure.4.Please write to all 4.Please write to all agenciesagencies and tell them all.and tell them all.Answer the Following QuestionsAnswer the Following Questions 1.1.What does the announcement memo provide?What does the announcement memo provide?2.2.How does the writer arrange the info

33、rmation?How does the writer arrange the information?Words and PhrasesWords and Phrases 1.internalof or in the inside e.g.The large organizations were forced to change their internal structure.e.g.This airline is one of Americas biggest international carriers.2.carrier business that carries passenger

34、s from one place to another for payment 3.reconfirmmake certain again e.g.Youll have to reconfirm the telephone message in writing.Words and PhrasesWords and Phrases 4.check inreport ones arrival as at an airport,etc.e.g.Youd better check in at the airport an hour earlier before the plane takes off.

35、5.agencyoffice or person who represents a businesse.g.The firm has many agencies in the world.ExerciseExercise You are the general manger of a company.Write a memo to your sales manager.Answer ask him to attend a meeting to discuss affairs about the promotion expense of your company.mention the time

36、 of the meeting.ask him to bring materials needed.write 30-40 words.Objectives:lTo give a brief introduction to how to write memoslTo enable Ss to become aware of different conventionalities used for writing memoslTo practice using different conventionalities used for writing memos lTo do exercises

37、Section 2.Section 2.Guide for Writing Memoranda Guide for Writing MemorandaI.Rules for Writing MemorandaI.Rules for Writing Memoranda Writing memoranda is different from writing letters,for they have different purposes.Therefore writing memoranda has its special requirements and rules.1)No normal gr

38、eetings 2)Clear subject headings3)Direct indication of the situation discussed4)One point,one paragraph 5)Numbering each paragraph clearly6)Be as objective as possible 7)Request for immediate feedback 8)Brief signature II.Guide for Writing MemorandaII.Guide for Writing Memoranda Guide 1:Write clear

39、subject headings.1.Subject:Installation of Coffee Machines2.Exp.Trade Fair,June 2oo43.Subject:Operating Instructions for New Copying Machines4.Re:Personal ComputersII.Guide for Writing MemorandaII.Guide for Writing Memoranda Guide 2:Make a direct indication of the matter or situation discussed.1.The

40、 Board is thinking of installing automatic coffee machines in the offices of each division.2.As you know,the Board of Directors is now considering the feasibility of participating in Exp.Brisbane 2004.3.I refer to your memorandum of 15th September and now wish to report on my visit to Brisbane.4.To

41、ensure the copiers survival,it is important to keep the following procedures in mind.5.Ten new safes have been installed in the offices to replace the old ones.To avoid any troubles,please follow the booklet of directions.II.Guide for Writing MemorandaII.Guide for Writing Memoranda Guide 3:Be as obj

42、ective as possible.1.It has been decided to buy some computers for certain numbers of the staff.2.I took samples of our full range of textiles with me to Brisbane and discussed these with wholesalers and retailers there.3.Hotel accommodation in Brisbane is plentiful and reasonably priced.4.Several c

43、ommunity colleges and high schools in the area have asked us about stocking videotapes in the following areas:Shakespearean plays,American literature,and reading tutorials for children.No other video company is carrying a rental inventory of educational materials.5.A new photocopier has been install

44、ed in the general office.All staff is welcome to use it.II.Guide for Writing MemorandaII.Guide for Writing Memoranda Guide 4:Make a request for immediate feedback.1.If possible,I would like to receive your report before the next Board Meeting on 1st June.2.Please find out for me what kind of compute

45、rs are on sale in Hong Kong and what the prices of them are.3.I will be pleased to discuss my visit to Brisbane and recommendations with you at any time at your convenience.4.Please check the availability and the cost of tapes in these areas and provide me with a list by July 15.5.You should give cl

46、ear,complete instructions.ExerciseExercise 1.You are the manager of an inquiry company.A new employee,John Anderson,is joining your company on 12,August.Answer Write a short memo to your office administrator.Saying who is starting work and when.Telling him what John Andersons job will be.Suggesting

47、where John Andersons desk should be put.Write 30-40 words.ExerciseExercise 2.Rearrange the following memo to make it coherent and conform to the requirements of memos.AnswerFrom:Sales SupervisorFrom:Sales SupervisorTo:Area Sales ManagersTo:Area Sales ManagersMemoYoure required to hand in analysis of

48、 the current Youre required to hand in analysis of the current market situation before the meeting.Were market situation before the meeting.Were gonnagonna hold hold a sales meeting from 16:00 to 18:00 next Friday in a sales meeting from 16:00 to 18:00 next Friday in room 911.Please get them ready i

49、n advance.room 911.Please get them ready in advance.Section1.Section1.How to Write NotesHow to Write Notes lTo give a brief introduction to what is a noteslTo enable Ss to become aware of the samples for notes and study themlTo practice using the useful words and expressions lTo do exercises Objecti

50、ves:Unit 2Unit 2Writing Personal NotesWriting Personal NotesWriting Personal Notes I.What is note?I.What is note?A A note note is is a a piece piece of of writing writing to to call call attention attention to to something,something,or or a a short short letter.letter.It It is is an an informal info