Section C

Practical Writing

WRITING MEMOS

Notes on Memos

Sample Reading

Exercises

CONTENTS

CONTENTS

Notes on Memos

备忘录是公司内部最基本、最常用的一种信息传递方式，如会议安排、情况报告、责任确认、问题处理等。备忘录通常由公司统一印制成标准的表格。 备忘录中 To 一栏中的收笺人和 From 一栏中的发笺人可以是姓名后加上其职位和部门，也可只写职位。收笺人的姓名前可写上 Mr. ， Mrs. ， Ms. ， Dr. 等，而发笺人的姓名前则不写。

Notes on Memos

Subject 即内容标题，一般用名词或动名词词组等少数几个词做简略叙述。 内容部分是备忘录的主要部分，应力求简明、确切。 最后，结束时不用签名。如果备忘录同时还发给除收笺人以外的其他人，在末段 cc: （或 c: ）之后写上其姓名即可。

Sample Reading

Sample 1

MEMORANDUMTo: All Departmental ManagersFrom: Sales ManagerDate: March 4th, 2008Subject: Annual Sales Reports All Departmental Managers are reminded that the Annual Sales Reports are required to be sent to the Personnel Office by April 1st. If any difficulties are met in its completion by this date, please inform me.cc: Ellen Staley, General Manager

Sample reading

Sample 2

MEMORANDUMTo: Mr. Lin, Regional Sales ManagerFrom: Assistant Sales ManagerDate: October 14th, 2008Subject: Handling of the Enquiry I have dealt with the enquiry that you passed to me on Friday. The enquiry was from Mr. E. King, who wanted to know whether we could offer him a special wholesale discount. I told Mr. King that we could offer his company a 5% discount on orders over $1,000.

Exercises

MEMORANDUMTo: The managerFrom: J. Rhodes, Sales AccountantDate: 20 January 2009Subject: ______________________________ I have checked our records and I have found that Mr. Liu is correct in his complaint. I am afraid I was responsible for confusing his invoice ( 发票 ) with another invoice. I shall make sure that he gets a replacement invoice in the very near future.

The complaint from Mr. Liu

1. It is important to write a good subject line in your memo. Read the memo below and write a subject line for it.

2. Change the following telephone message into a memo. Part of it has been done for you.

July 5th: Hello, is that Stephen Chan? This is the Managing Director here. Could you send that report you’re working on over to me this morning? You know the one—about expandingour range of products. Thanks.

Exercises

Exercises

MEMORANDUM

To: 1) ___________________

From: 2) _______________________

Date: 3) ______________________

Subject: 4) __________________________________

I should like you to send me the report that you are

now working on—about the Product Range Expansion.

Stephen Chan

July 5th

About the Product Range Expansion

Managing Director

3. Write a memo according to the information given in Chinese. Some parts have been done for you.

2008 年 7 月 5 日罗锐向质量控制部经理（ quality control

manager ）汇报：在检测新机器时发现该机器有问题。他建议新机器停止生产以保证产品质量。

Exercises

Exercises

MEMORANDUMTo: 1) ________________________From: Luo RuiDate: 3) _______________Subject: 4) __________________________________ At the recent test, I discovered that 4) ____________________________________________ ( 新机器有问题 ). May I suggest that the production of the new machine be stopped to ensure 5) _________________________ ( 产品质量 )?

Quality control manager

About the New Machine

there were some problems with the new machine

5 July 2008

the quality of the product

THANK YOU

The End