11.备忘录和会议记录Memorandums and Minutes.ppt

Chapter 11 Memorandums and Minutes 备忘录和会议记录 1. Interoffice memos 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 informal reports; to summarize and confirm the results of departmental meetings and the major points of discussions between staffs. The formality of letterhead, inside address, salutation complimentary close and signature block is omitted. Memos are meant for quick and easy reading, and are also kept in files for future reference. Format 格式 Title Recipient To: 收件人 Sender From: 发件人 Subject Subject: 事由 Date Date: 日期 File or Reference Number Body Section Enclosure Copy Distribution Notation Postscript Effective memos 1) Use conversational tone ordinary words, first-person pronouns, but not be causal with your writing 2) Be brief only convey what you intend to say, avoid redundancy 3) Have single topic concentrate on the subject The Organization of a Memo A 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. Many memos 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. T.S. Light Sets Manufacturing Co., Ltd. Memorandum To: Joseph Smith, Company Director From: Jack Cumber, General Manager Date: 4 May, 2006 Subject: The Interdepartmental Monthly Meeting Ref: JC/4/5/06 The meeting will be held as scheduled in the usual place. Prepare to answer questions on your proposal. SCHOOL OF E