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Social Communication Letters

Social Communication Letters. Part 3. Section 1. How to Write Memorandums. Writing Memorandums. To give a brief introduction to what is a memo To enable Ss to become aware of main content of memo To enable Ss to familiarize themselves with the samples given

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Social Communication Letters

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  1. Social Communication Letters Part 3

  2. Section 1.How to Write Memorandums Writing Memorandums • To give a brief introduction to what is a memo • To enable Ss to become aware of main content of memo • To enable Ss to familiarize themselves with the samples given • To read and practice using some of the important words and expressions for memo writing • To do exercises Objectives:

  3. I. What is a memo? Memorandums or memos are business messages, which transmit information to those within a company. They are used for many of the same purposes for which business letters are used. The format for memos varies from company to company. However, all memos, regardless of format, include the following five guide words: Next Page

  4. I. What is a memo? (1) Memorandum or Memo, or Interoffice Memorandum. (2) Date. (3) To: (shows the name of the person who will receive the message. The receiver's job title is often included.) (4) From: (shows the name of the writer of the message.) (5) Subject: tells the topic of the memo. It should be clear, concise and complete. Next Page

  5. I. What is a memo? Some companies use the designation Re: (regarding) instead of Subject. Some companies purchase or print their own memorandum stationary with the five guide words mentioned above. This saves the writer some time when preparing memos. Memos usually serve the following purposes: (1) Give instructions or notify events which occurred. (2) Seek information. (3) Offer ideas and suggestions.

  6. II. Sample Study Memorandum Date: 28 June1995 To: All Training Personnel From: R. Markham Head, Training Department Subject: Providing Clear, Complete Instructions It has come to my attention that new employees are not performing their jobs satisfactorily. This is the fault of the trainer, not the trainee. You should give clear, complete instructions. Please follow these guidelines: 1. Give an overview of the task. Make sure the task is understood. 2. Describe each step in order. 3. Describe each step thoroughly. 4. Ask questions at each step. Do NOT ask: Do you understand? Ask: How do we begin? What do we do next? etc. 5. Have trainees repeat the instructions. Sample 1: Request Memorandums(1)

  7. Answer the Following Questions • What is the aim of this request memo? • How is the request memo arranged?

  8. Words and Phrases 1. Subject:Re: e.g. Subject: Operating Instructions for New Coping Machines 2. come to one’s attentiondraw one’s attention e.g. It has come to my attention that the stationary is running out very soon. 3. performdo, carry out e.g. We are to perform an experiment in the next class.

  9. Words and Phrases 4. instructionthe act of instructing, teaching e.g. He is not yet instructed, but still under instructions. 5. overviewwhole idea e.g. Give them an overview of the assignment.

  10. II. Sample Study MEMORANDUM To: All members of staff, Northern Branch From: K.L.J. Date: 5 December 1994 Subject: Personal Computers The board urgently requires feedback on our experience with PCs in Northern Branch. I need to know, for my report: 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 justify this. 2. What software you use. Please name the programs. 3. How many hours per day you spend actually using it. 4. How your PC has not come up to your expectations. 5. What unanticipated uses you have found for your PC, that others may want to share. Please fax this information directly to me by 5 p.m. on Wednesday 7 December. If you have any queries, please contact my assistant, Jane Simmonds, who will be visiting you on Tuesday, 6 December. Thank you for your help. Sample 1: Request Memorandums(2)

  11. Answer the Following Questions • What is the main point of the memo? • What is the secondary idea?

  12. Words and Phrases 1. boardcommittee or association of company directors e.g. He has been elected to the board of a new company. 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 e.g. The company welcomes feedback from the people who uses the goods it produces. 3. justifygive a good reason for e.g. How can you justify your rude behavior?

  13. Words and Phrases 4. come up toequal e.g. Your recent work hasn’t come up to your earlier standards. 5. queriesquestions or doubts e.g. Please let me know if you should have any query.

  14. II. Sample Study Sample 2: InstructionMemorandums Memorandum To: All employees of Carson Bank From: Robert Dickinson, President RD Date: June 20, 2003 Subject: Instructions for New Safes Ten new safes have been installed in the offices to replace the old ones. To avoid any troubles, please follow the booklet of directions. Please contact me if you have any questions.

  15. Answer the Following Questions • What is the object of the instruction memo? • What are the style and the tone of the instruction memo?

  16. Words and Phrases 1. installset (an apparatus) up, ready for use e.g. I won’t have oil heating installed. 2. bookleta small book, usu. with a paper cover e.g. Do you have a booklet of instructions for operating the computer? 3. directionorder or instructions e.g. I couldn’t understand the directions.

  17. Words and Phrases 4. contactget in touch with sb e.g. We’ll contact you by telephone. 5. presidenthead of a company e.g. The president presides over the board of directors in this company.

  18. II. Sample Study Sample 3: Announcement Memo Internal Memo To: All Branches From: Sales Manager Date: 26 November 1999 Tour 3543----New Carrier 1. We have found a new carrier for Tour 3543. This is DTL Aviation Company. 2. All clients who still want to take this holiday must reconfirm their bookings as soon as possible. 3. They must also check in at Gatwick Airport by 0825 on the day of departure. 4. Please write to all agencies and tell them all.

  19. Answer the Following Questions • What does the announcement memo provide? • How does the writer arrange the information?

  20. Words and Phrases 1. internalof or in the inside e.g. The large organizations were forced to change their internal structure. 2. carrierbusiness that carries passengers from one place to another for payment e.g. This airline is one of America’s biggest international carriers. 3. reconfirmmake certain again e.g. You’ll have to reconfirm the telephone message in writing.

  21. Words and Phrases 4. check inreport one’s arrival as at an airport, etc. e.g. You’d better check in at the airport an hour earlier before the plane takes off. 5. agencyoffice or person who represents a business e.g. The firm has many agencies in the world.

  22. Exercise You are the general manger of a company. Write a memo to your sales manager. ~ ask him to attend a meeting to discuss affairs about the promotion expense of your company. ~ mention the time of the meeting. ~ ask him to bring materials needed. ~ write 30---40 words. Answer

  23. Objectives: Section 2. Guide for Writing Memoranda • To give a brief introduction to how to write memos • To enable Ss to become aware of different conventionalities used for writing memos • To practice using different conventionalities used for writing memos • To do exercises

  24. I. 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 greetings 2) Clear subject headings 3) Direct indication of the situation discussed 4) One point, one paragraph 5) Numbering each paragraph clearly 6) Be as objective as possible 7) Request for immediate feedback 8) Brief signature

  25. II. Guide for Writing Memoranda Guide 1: Write clear subject headings. 1. Subject: Installation of Coffee Machines 2. Exp. Trade Fair, June 2oo4 3. Subject: Operating Instructions for New Copying Machines 4. Re: Personal Computers

  26. II. Guide for Writing Memoranda Guide 2: Make a direct indication of the matter or situation discussed. 1. The 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 ensure the copier’s 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.

  27. II. Guide for Writing Memoranda Guide 3: Be as objective 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 community 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 installed in the general office. All staff is welcome to use it.

  28. II. 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 computers 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 clear, complete instructions.

  29. Exercise 1. You are the manager of an inquiry company. A new employee, John Anderson, is joining your company on 12, August. • Write a short memo to your office administrator. • Saying who is starting work and when. • Telling him what John Anderson’s job will be. • Suggesting where John Anderson’s desk should be put. • Write 30---40 words. Answer

  30. From: Sales Supervisor To: Area Sales Managers Memo You're required to hand in analysis of the current market situation before the meeting. We're gonna hold a sales meeting from 16:00 to 18:00 next Friday in room 911. Please get them ready in advance. Exercise 2. Rearrange the following memo to make it coherent and conform to the requirements of memos. Answer

  31. Section1.How to Write Notes Writing Personal Notes • To give a brief introduction to what is a notes • To enable Ss to become aware of the samples for notes and study them • To practice using the useful words and expressions • To do exercises Objectives:

  32. I. What is note? A note is a piece of writing to call attention to something, or a short letter. It is an informal form of written communication and commonly used by business people. A note can take different forms. Its outstanding feature is shortness. Look at the following samples.

  33. II. Sample Study Sample 1: A note with a printed heading NOTE FROM MR RICHARDSON Pls send a letter to Naves Limon in C.R. Find out: Are they satisfied with the order? Can we provide any after-sales advice? Encourage repeat order.

  34. II. Sample Study Sample 2: An apology in a short note From the desk of Joan Hughes Dear Mr. Preston, I am very sorry I arrived late for your presentation. I was unavoidably detained. Again, my sincere apologies. Sincerely yours, [Signature]

  35. II. Sample Study Sample 3: Note of a telephone message Stephy Please call Edward Boyle on 075957785 about your order for 50 computers. It is not very urgent. Mary

  36. II. Sample Study Sample 4: Note for the expected visitor when you are away Dear Miss Berry I am sorry that I'm not in the office to meet you. I'm in Mr. Lawrence's office. Please take the elevator to the 6th floor. His office is the first on the left. Richard

  37. Answer the Following Questions • What’s the outstanding feature of notes? • Can you see the difference between the above notes? What’s the difference?

  38. Words and Phrases 1. find outlearn or discover e.g. I won’t tell you---you must find out for yourself. 2. after-salesafter the sales e.g. What’s your after-sales service? 3.presentation thing or gift presented esp. on a formal ceremony e.g. We went to their new presentation.

  39. Words and Phrases 4. detaineddelayed e.g. She was detained in the office by unexpected callers. 5. call sb aboutphone sb about e.g. My brother called me from Beijing about the book last night.

  40. Exercise Translate the following note into Chinese. Dear Mr. Li, I’m going to attend an important academic conference next Monday morning. So I ask to be given permission to be absent from Spoken English Course on Monday morning. I am awaiting your approval. Sincerely yours, (Signature) Answer

  41. Exercise Translate the following note into English. 毛博士： 一个自称约翰先生的教授几天前从北京到的。他刚打电话来，请您在今天晚上9：00---12：00期间任何时候给他回个电话，号码是34579634。 尹 Answer

  42. Objectives: Section2. Guide for Writing Personal Notes • To give a brief introduction to how to write notes • To enable Ss to become aware of the conventionalities for writing notes • To practice using the useful conventionalities • To do exercises

  43. I. How to Write Personal Notes Personal notes vary with the particular purposes of different types of note writing. More often, the personal note is used between friends or acquaintances, and it can be left for the addressee by the writer himself (herself) or passed on to the addressee by someone else on a certain occasion. Generally, no envelope is needed, and the addresses of the addresser and addressee may be not written either.

  44. I. How to Write Personal Notes In the salutation, the word “Dear” can be omitted, and “Mr. so-and-so” or “Mrs. so-and-so” may be directly addressed. The wording tends to be casual and colloquial. Some notes, nevertheless, convey the immediate and brief messages on some occasion. In this case the written format, wording and addressing mood can be all more casual and simple. Whatever form it takes or however brief it is, a note must include the basic parts: the date or the specific time, the salutation, the body and the signature.

  45. II. Guides for Writing Personal Notes Guide 1: Make a direct indication of the matter. 1. Just a line to inform you that I am leaving for Shanghai to attend a meeting tomorrow. 2. I am on an urgent mission and want to get to Hong Kong as soon as possible. 3. I’m going to attend an important academic conference next Monday morning. 4. A professor, who called himself Mr. John, arrived from Beijing a few days ago, and he has just rung up.

  46. II. Guide for Writing Memoranda Guide 2: Make a request or a promise to do something. 1. You are requested to ring him up this evening any time from 9:00 to 12:00. 2. I’ll write to you soon. 3. Please charge the expenses entailed to my account. 4. So I ask to be given permission to be absent from Spoken English Course on Monday morning.

  47. II. Guide for Writing Memoranda Guide 3: Express thanks. 1. Thanks a lot. 2. I’ll be grateful to you if you...

  48. Exercise 1. You work for a company which is going to buy a set of equipment from China. You are asked to translate a lot of specifications and instructions within four months, which is impossible. Therefore you decide to advertise for two experienced translators as soon as possible. ~ Write a short note to Mr. Max Remington, the Public Relation's manager. Ask for two translators. ~ Explain the reason. ~ Mention your urgency. ~Write 30---40 words. Answer

  49. Exercise 2. You will leave for Hamburg to attend the Telecommunications Trade Fair. Please write a note to inform your clients. ~ Write 30--50 words. Answer

  50. Section 1.How to Write Notices Writing Notices • To give a brief introduction to what is a notice • To enable Ss to become aware of main content of notice • To enable Ss to familiarize themselves with the samples given • To read and practice using some of the important words and expressions for notice writing • To do exercises Objectives:

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