商務(wù)英語與寫作unit6.ppt

1、Unit 6 Memorandums,What is a memo? It is a format of internal communication,which can communicate information, explain new procedures, announce changes,make requests, confirm results, or offer advice.,Memorandums,“備忘錄”是商業(yè)機構(gòu)和工商企業(yè)用來聯(lián)系工作、交流信息、處理一般公務(wù)時一種簡便函件，是公司之間或內(nèi)部用來傳遞信息的一種文本形式，在國際商務(wù)中的使用頻率比較高，是對外經(jīng)濟貿(mào)易領(lǐng)域

2、中常用的外事文書之一。作用類似留言條但比較莊重，主要用來提醒、督促收件人，交際功能可以理解為“以此為證”的意思。因此，“備忘錄”的使用價值更多地體現(xiàn)在存檔備查、日后參考上。 備忘錄采用書面形式，但是交際功能和版面設(shè)計又不像其它正式文本那么嚴格，所用詞語比較簡明通俗，目的在于收件人容易明白并迅速傳播開來。有時為了就某一件事提醒對方，作為一種客氣的催促或詢問，也可送交備忘錄，或就某個問題提出個人看法或建議。,少數(shù)備忘錄可以是商務(wù)合同的一部分甚至合同本身。 備忘錄既可以在不同單位之間使用，又可以在本單位各部門之間使用；既可以在上級和下級之間使用，又可以在同事之間使用；既可以是單位對個人，也可以是個人

3、對單位。,The format of a memo,1. Heading( example1) 2. Body: the body of the memo is always typed in the block style.That is paragraphs are not indented.(縮進)(example 2),漢語的“備忘錄”來自英語的memorandum，實際應(yīng)用中通常使用其縮寫形式memo，作標題時一定要大寫首字母，經(jīng)常四個字母都大寫。 備忘錄由單方面發(fā)出，由標題、正文、署名、發(fā)文日期和地點四部分組成。標題包括事由和文種名稱，有時也僅寫文種名稱，即“備忘錄”。 備忘錄的基

4、本格式如下 標題 Memo 收件人To: 發(fā)件人From: 發(fā)文日期Date: 事由Subject: 正文Message:,上述小標題打在標題MEMO的左下方，也就是版面左上端。各項小標題可以大寫首字母，也可全部大寫。標題包括事由和文種名稱，有時也僅寫文種名稱，即“備忘錄”。 收件人是指備忘錄目標讀者的姓名；如果人多，則寫明部門名稱。發(fā)件人是指撰寫該備忘錄的人，也有可能是指以誰的名義發(fā)出。日期一般采用“月、日、年”的格式，其中“月”應(yīng)當使用單詞，而不是阿拉伯數(shù)字。 為了使整體美觀平衡，收件人、發(fā)件人等小標題應(yīng)當上下對齊。如果備忘錄發(fā)給多個部門或個人，左下端可注明Copy to字樣。 備忘錄一般

5、使用空白信箋，或?qū)懺谄胀埳?。與信函和報告相比，內(nèi)容在于敘述事實，不編號、不蓋章，也不使用致敬語，不簽名，也不用寫客套話。 英語商務(wù)備忘錄的“事由”標題，英語表述可以是以下數(shù)種形式中的任何一個：,Re: New Year Party Subject: Autumn Trading Fair Subj.: Christmas Celebration SUBJECT: Benefits Coordinator Suggests Pinggu Outing,如果你選擇使用標題形式寫出“事由”，要注意用詞應(yīng)當概括性強、言簡意賅。 “事由”是備忘錄的“題眼”，作用在于突出備忘錄的寫作目的或其主要內(nèi)容，使

6、收件人迅速識別備忘錄的主要意圖，判斷應(yīng)由哪個業(yè)務(wù)部門處理、與自己是否有關(guān)系。事由一項等于備忘錄的標題；換句話說，備忘錄的主旨應(yīng)當體現(xiàn)在事由的表述之中。 請比較以下同一個會議紀錄的六種事由標題，顯然前面兩種是錯的，都是“第二次董事會會議”的直譯，可是英語版本遵循了原文的詞序，給人一種“第二屆董事會會議”的印象。從第三個版本起，一個比一個具體而明確，尤其以最后一個清楚：,Minutes of the meeting of the Second Board of Directors Minutes of the Meeting of the Second Board of Directors Min

7、utes of the Second Meeting of the Board of Directors Minutes of the Second Meeting: Board of Directors Board of Directors: Minutes of the Second Meeting Board of Directors: Meeting Minutes, October 23, 2007,請比較以下五種事由標題，顯然一種比一種簡練，“英語味兒”也更強一些。其中的訣竅便是舍棄次要信息，突出主題信息。 SUBJECT: International Fashion Exhibi

8、tion of 2007 at Wangfujing in Beijing SUBJECT: Beijing 2007 Golden Street International Fashion Exhibition Subject: 2007 Beijing Wangfujing International Fashion Show Subject: Beijing 2007 International Fashion Show Subject: Beijing Fashion Show 2007,請注意這么做并非是要改變具體活動的名稱(活動名稱一般由公司上司決定，定后最好不要變更)，而是因為備

9、忘錄用于內(nèi)部信息交流，可以更多地沿用大家口頭上的簡稱說法，方便同事之間討論中快速交流。,Types of Memos,1. Instruction Memo( 指示性備忘錄) Style: simple and direct. Content: 1) INTRODUCTION, 2) MAIN POINT 3) SECONDARY INFORMATION 4) action to be taken,Example,To: All Staff From: Allen Smith,Administrative Officer Date: May 12, 2006 Subject:Operating

10、 Instructions for New Copying Machine A New photocopier has been installed in the general office. All staff is welcome to use it.( introduction),To ensure the copiers survival, it is important to keep the following procudures in mind. (main point ) Use the machine for no longer than 30 minutes at a

11、time. After use, allow the machine to cool for at least 5 minutes. Make sure the switch is turned off after use. (secondary information),Please speak to me if you have any questions about the machine. (action),上級致下級 Memos from the Management,例1推遲圣誕晚會備忘錄 (Postponing the staff Christmas party) TO: All

12、 Staff FROM: Management DATE: November 9, 2007 SUBJECT: STAFF CHRISTMAS PARTY,Its that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This ye

13、ar, we have decided to postpone the Christmas party until after our busy season. Party Details: Date: Third Saturday in January Theme: Celebration Food: Turkey, Christmas pudding, smoked salmon Special events: Karaoke and belly dancing We apologize that the celebration will have to wait until the ne

14、w year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucys cell phone number is 1234-567-8900. Regarding this matter, please contact her outside of business hours. Thank you. Manageme

15、nt,例2公司轉(zhuǎn)制吹風會備忘錄 (About the company merger) MEMORANDUM,Date: September 21, 2007 To:Staff Members including foreign employees From: Zhang Liang, President Re:Company Merger,Perhaps you have heard rumors of all sorts about the future of our company. Some say it is going out of business, some say it is

16、to be closed, and still some say it is merging with some other company belonging to a mysterious businessman from Shanghai. But I am pleased to tell you that the last is true. We are merging. Effective January 1, 2007, our company will become a wholly owned subsidiary of Shanghai Hengguang Textiles

17、Company. Board members of our would-be parent company asked me to let you know of their sincere intentions to carry on operation at this company on an autonomous basis.,Perhaps more important should be this message from our future bosses: all the employees who are currently on the payroll here will

18、be retained. Personally I believe there are many benefits to be gained from the acquisition. About these I would like to speak to you in detail. For this purpose there will be a company-wide meeting in the auditorium on Tuesday, September 26, 2007, at eight oclock. After the meeting there will be a

19、free lunch provided by the new boss, and members of the Shanghai company will be on hand to personally answer any questions. I look forward to seeing each of you at the luncheon on September 26.,例3公司規(guī)定變動備忘錄 (About the phone policy change),To: Marketing Department From: Stan Clark, Vice President Dat

20、e: December 15, 2006 Subject: 2007 Phone Policy Change,On January 1, 2007, our company is implementing a new phone policy. Because of customer complaints that our phones ring forever, we are requiring all employees to make a good-faith attempt to answer their phones within the first three rings. Ple

21、ase review this document before that date to ensure you understand and can implement the new phone protocols.規(guī)約 Over the past three years, our company has averaged four rings to pickup outside lines. This statistic is based on over 10,000 incoming calls.,According to Phony Ring Institute (PRI) in Bo

22、ulder, Colorado, our companys phone ring response rate is well below the national average for competitive companies in our sector. From January 1, 2007 on, please answer the phone on the first three rings.If you have any questions about this new policy please contact me in the next few weeks.,例4新報告制

23、度備忘錄 (About the new monthly reporting system),From: Management To: Southeast Area Sales Staff Re: New Monthly Reporting System Date: December 21, 2006,Wed like to quickly go over some of the changes in the new monthly sales reporting system that we discussed at Tuesdays special meeting. First of all

24、, wed once again like to stress that this new system will save you a lot of time when reporting future sales. We understand that you have concerns about the amount of time that will be initially required for inputting your client data. But we are confident that you will all soon enjoy the benefits o

25、f this new system. Here is a look at the procedure you will need to follow to complete your areas client list:,1.Log on to the company web site at . 2.Enter your user ID and password (These will be issued next week). 3.Once you have logged on, click on New Client. 4.Enter the appropriate client info

26、rmation. 5.Repeat steps 3 and 4 until you have entered all of your clients. 6.Once this information has been entered, select Place Order. 7.Choose the client from the drop down list Clients. 8. Choose the products from the drop down list Products. 9. Choose the shipping specifications from the drop

27、down list Shipping. 10.Click on the Process Order button.,As you can see, once you have entered the appropriate client information, processing orders will require no paperwork on your part. Thank you all for your help in putting this new system into place. Best regards, Management,例5辭退員工備忘錄 (Termina

28、ting an employee),FROM: John Larson, Division Manager TO: E. Lillian Hutchinson, Product Engineer SUBJECT: Termination of Employment October 10, 2007,Over the past six months your supervisor and I have worked with you regarding your difficulties in finishing assignments on time. Recently, however, t

29、he failure to meet deadlines resulted in the loss of two important contracts. We feel that although you have the necessary technical skills, your work style is not compatible with this companys requirements. Therefore, it is with considerable regret that your employment contract must be terminated,

30、effective Friday, October 25. I have attached an outline of your termination benefits that include:,conversion options regarding your company pension; insurance and profit-sharing plans; and severance pay.解雇費,I sincerely regret having to take this step. I would like to assure you, however, that our

31、policy on giving references is to release only employment dates.,例6不得增聘任何員工 (No staff increase without Presidents permission),To: All Division Managers From: Steve Anderson Subject: No Staff Additions Date: October 1st, 2007,Effective immediately, there will be no staff increase during the fourth qu

32、arter without my personal permission. This decision stems from our dismal profits in the first three quarters of the year. We simply have to reduce expenses wherever possible, no matter how much inconvenience it may incur. Employees who leave the company during the fourth quarter will not be replace

33、d without my approval. I realize this may be a genuine hardship in some divisions, but lets see if we can double up,somehow without hiring replacements. All pending requisitions1.等待請求,待處理請求 for additional staff are hereby cancelled. Ill be willing to listen if you believe these restrictions promise

34、catastrophe, but I want you know that deviations from these rulings will be hard to sell.,例7引進合伙人（Admission of a new partner）,To: Staff Members From: John Tam, Chair of the Board Subject: Admission of a New Partner Date: May 11, 2007,A large increase in the volume of our trade has required an increa

35、se in the membership of the company. The Board has voted unanimously for the admission of Mr. Kelly Anderson as a partner. Mr. Anderson has been our head buyer for the past 30 years and is well acquainted with every aspect of the companys policy. His expertise and wide experience will continue to be

36、 of great value to the company. The companys present name remains unchanged and we shall continue to do business and to sign ourselves as: Peter White & Co.,2. Request Memo (請求型)下級呈上級 Memos to the Management,例8要求加薪 (Requesting a salary raise) To: Mr. Mark Wilson From: James Harvey Date: July 30, 200

37、7 Subject: Raise Request,I appreciate the opportunity I have had during the last three years of serving as a vital member of the marketing and sales support team. This past year has been an especially challenging business environment, but my accomplishments have continued to build on my earlier achi

38、evements, and I have high expectations for this success to continue for the foreseeable future. Here are some highlights of how I have helped the department and the company in the past year: 1. Developed a proposal that brought a client from the brink of terminating our services to renewing at a hig

39、her level than ever before, adding a net gain of $500,000. 2. Partnered with several sales team members to attract new business opportunities totaling $1.2 million. 3. Conceptualized, proposed, and produced a,market research study that serves as a valuable tool for our industry, increasing our visib

40、ility, and making it easier for our sales team to call on prospective clients. 4. Participated in and attended four professional meetings, increasing the visibility of the company within the industry. 5. Proposed new projects, and completed all new tasks and assignments when requested to do so. I lo

41、ok forward to continuing to play a key role within the department, and given all of my recent accomplishments and that my salary is still below industry averages, I am confident that you will offer a salary increase that reflects these issues and my standing in the department.,例9關(guān)于打卡考勤制度的看法 (Comment

42、s on the “punch in” system),To: Mr. John Smith, Manager of Operations From: Jonathon Fitzgerald, Supervisor Subject: Comments on the “Punch in” System Date: January 13, 2007,This is further to your memo dated back to December10, 2006, in which you proposed that the employees adopt the “punch in” sys

43、tem. I fully agree with you that we should take measures to increase productivity and that we would have a tighter control over the employees if the “punch in” system is adopted. However, honestly speaking, I dont think that adopting a tighter system will increase productivity. The most effective wa

44、y to increase productivity, in my opinion, is to give the employees more incentives to work. I think we could further discuss other possibilities of achieving this goal. Your consideration of this suggestion would be highly appreciated. Yours sincerely,Jonathon Fitzgerald,例10對公司房屋的維修翻新建議(Suggesting

45、the Renovations of the Companys Premises),To: George Wang, General Manager From: Thomas Li, Maintenance Engineer Date: June 27, 2006 Subject: Renovations of the Companys Premises,I visited the premises at Hanguang Road on June 23 as you instructed me. I found that the premises are in need of repairs

46、 and renovations. I would like to make the following suggestions: 1. The roof needs to be thoroughly repaired. 2. The walls of the offices need to be repaired. 3. An additional garage needs to be built. 4. The bookshelves in the offices need to be replaced by larger ones. 5. The carpet in the recept

47、ion hall needs to be replaced by a new one. I look forward to hearing from you on these recommendations.,例11建議從中國購買床上用品 (Suggesting purchasing bed articles from China),To: Roger Baldwin, Sales Manager From: Andrew Owens, Sales Department Date: February 16, 2007 Subject: Buying Bed Articles,I would l

48、ike to tell you a piece of good news, Roger. My friend Mrs. Lin, overseas Chinese, just came back from China. With the help of her relative who works in the Fansheng Company that exports bed articles, she inspected most of the bed articles and toured the factory that produces them. The factory makes

49、 bed-sheets, quilt-covers, pillows, mosquito nets, etc. They use materials of all cotton, chemical fiber, blend fabric and other varieties. The prices are moderate or low or much lower than those of similar products from South Korea and Taiwan, China. It is not because of poor quality but because of

50、 the low cost of raw materials and labor.,The company offers some discounts and the rate is different according to the volume of trade. And the company is looking for customers in U.S.A. I believe there is a promising market in our area for these fine bed articles. So I suggest we establish business relations with this company. Please call me (ext.1234) if you have any questions.,In class exercise keys.ppt,instructions: Fabtek is a small company based in Hamburge, Germany. Protean is its new type of fabric. The CEO of Fabtek has asked YOU to