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 NumberBody SectionEnclosureCopy Distribution NotationPostscript,Effective memos,1)Use conversational tone ordinary words,first-person pronouns,but not be causal with your writing2)Be brief only convey what you intend to say,avoid redundancy3)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.MemorandumTo:Joseph Smith,Company DirectorFrom:Jack Cumber,General ManagerDate:4 May,2006Subject:The Interdepartmental Monthly MeetingRef:JC/4/5/06The meeting will be held as scheduled in the usual place.Prepare to answer questions on your proposal.,SCHOOL OF ENGLISH FOR BUSINESS MEMORANDUMTo:Mr.Kinswick,Course CoordinatorFrom:Barnsby CampbelDate:19 November,2007Subject:Lesson Plan for 28 November LectureI intend to teach memo writing in my next lecture.I plan to cover the following parts:1.Inside Address This is omitted in a memo.As internal communication the reason is obvious.2.Greeting It is more polite to put Mr.,Mrs.Or Ms before and the office after the name of the recipient.You may sometimes address the readers as a group.3.Subject This is a phrase to tell the reader what the memo is about.Sometimes only the phrase is given without the word“subject”before it.,4.Body These should be short,less than 10 lines,and each paragraph concentrates on only one idea.Sometimes for memos with three or more paragraphs,it is advisable to begin each with a heading in capital letters to tell what the paragraph is about.Another practice is numbering the paragraphs for easy reference later on.5.Carbon copy This is written as c.c.for short.As in a letter,it lists the persons who are also receiving the memo.6.Signature Only the initial is needed.The office and name in print of the writer are omitted.In more casual memos there is no signature at all.Any thoughts on my notes?Anything to add?Let me know at tea break.C.c.Mr.P.L.Ducke,Training Officer,Writing suggestions,1)use active voice;2)use simple,action verbs;3)use single words to link your ideas;4)underline key words to attract the readers attention;5)number your paragraphs or points;6)tabulate information involving lists of numbers,prices,dates,and so on.,7)Consider your job level in relation to that of the person to whom you are writing;8)Gear the tone of your message to the subject as well as to the person to whom you are writing;9)Stick to the subject of your memo;10)Identify the subject in the first paragraph;11)Indicate what your reader is to do in the closing paragraph;12)State your thoughts clearly,correctly and concisely.,Favorable Memorandums肯定的备忘录,1.Routine Requests for Information and Favorable Responses2.Routine Requests for Assistance and Favorable Responses3.Giving Orders Using Direct Approach,1.Routine Requests for Information and Favorable Responses,To:Leila Schwartz,Inventory SupervisorFrom:Cary Branham,Information Processing Center SupervisorSubject:Inventory of Film RibbonDate:August 15,2006 Do we have three dozen Number 877 correctable film ribbons in stock to fit our Omyden 2000 memory typewriters(stock number 4455)?We are trading these typewriters for word processors on September 15 but need three dozen ribbons in stock to last until that time.Mabel Moseley,Omydens sales representative,told me that she will accept return of any unused ribbons toward the purchase of a supply to fit the new models.Since replacement machines will be selected this week,I will tell you the type and quantity of ribbons to order for them by Friday.We appreciate your helping us make this change.Leila.,MemorandumTo:Cary Branham,Infornation Processing Center SupervisorFrom:Leila Schwartz,Inventory SupervisorSubject:Supply of Film RibbonsDate:August 16,2006 Yes,we have 50 Number 877 correctable film ribbons in stock to fit your Omyden 2000 memory typewriters.We expect to have 14 ribbons to return to Omyden in exchange for ribbons to fit your new models.We will then be able to stock the correct ribbons by September 15 to fit your new word processors.We are pleased to be able to help you make this change,Cary.,2.Routine Requests for Assistance and Favorable Responses,To:J.Stuart Laws,Corporate Legal CounselorFrom:Amanda R Loos,Personnel AssistantSubject:Preparation of EEO ReportDate:September 28,2006 Will you please help me prepare the state requirements section of our annual equal employment opportunity report?As a result of changes in the state legal code this year,we must meet additional requirements.Therefore,I need your legal assistance in preparing Section 6 of the report.This will take only about 15 minutes of your time.I can meet you any day this week or next,whatever suits you best.The report must be mailed to the Equal Employment Opportunity Commission within three weeks.,MemorandumTo:Amanda R Loos,Personnel AssistantFrom:J.Stuart Laws,Corporate Legal CounselorSubject:Meeting for EEO Report PreparationDate:September 30,2006 Lets meet in my office(Suite 245)this Friday at 10:30 a.m.to complete Section 6 of your annual equal employment opportunity report.You must now provide two items of information that were not required last year:1.What procedure was followed in advertising available jobs to members of minority races?2.What procedure was followed to assure that an applicants place of residency was disregarded in hiring practices?Please bring this information with you to the meeting in addition to information you normally include in this section of the report.I look forward to meeting with you on Friday.Amanda.,3.Giving Orders Using Direct Approach,To:D.Wayne Humen,Administrative AssistantFrom:Michelle M.Corletto,Vice President of SalesSubject:Arrangements for Sales Supervisors Meeting Date:May 30,2006 Please reserve and prepare Banquet Room M for a luncheon meeting of our sales supervisors for 12:30 p.m.to 2:00 p.m.on June 19.You and I will meet with all ten supervisors at that time.Because we will set sales quotas and plan strategy for next year,please make these arrangements:1.Arrange the seating so that everyone has a full view of everyone else.2.Place a note pad and two sharpened pencils at each station.3.Serve a buffet lunch without dessert or alcoholic beverages.4.Play soft music in the background.5.Ask Jake Lamonta in Room 2410 next door to the banquet room to keep both doors to his office closed while the meeting is in session.This should guarantee us a quiet working environment.6.Tape record the entire business session.Thanks for making these arrangements,Wayne.I will return form Milwaukee the morning of June 19 and will be in the office by 11 a.m.You and I can review our plans for conducting the session just before it begins.,Exercises,Case 1 Small and Inverness,an accounting firm,has decided to begin advertising for business for their first time.You were hired as the new advertising director and are now designing an advertising program.You need a 15-minute appointment with each of the firms 15 account supervisors to discuss their ideas about how best to advertise the firm.Write a form memorandum to be routed to each of the supervisors.,Case 2,You are one of the account supervisors mentioned in Case 1.Write a memorandum to the new advertising director telling him that you will be glad to meet with him to discuss the new advertising program.Suggest that you meet next Wednesday morning or Thursday afternoon in your office.Address:Manuel Lopez,Advertising Director,Suite 495,Munter Building.,Unfavorable Memorandums 否定的备忘录,1.Refused Requests for Information or Assistance2.Refused Request for Changes in Policies or Procedures3.Refused Claims against the Company,1.Refused Requests for Information or Assistance,(First Draft)To:Jackson Pallock,Internal AuditorFrom:Mabelline Yurich,Sales Supervisor of CosmeticsSubject:Response to Request for New-Life Cosmetics Sales Records Date:18 February,2007 In reference to your request for last quarters sales records for our line of New-Life Cosmetics,I am unable to give them to you by March 12 as you requested.According to Section 6 of our policy manual(copy attached),“only the vice president for sales may release classified sales record internally or externally.”Cosmetics sales records are classified.The vice president for sales,Jack Peterson,is vacationing and cannot be reached until he returns to work March 17.Jacks assistant,Ms.Mary Smith,told me that the records that you are desirous of can be sent immediately in toto if Jack approves their release when he returns next Thursday.She asked me to tell you that unfortunately we must hold your request in abeyance until he returns.I am sorry this happened,Peterson.If you need information on man-hours spent on sales,I can fill the bill now.Otherwise,we will meet your request in due time if it is approved.Youll still have time to completer your audit by March 30,though.,Revised Draft,To:Jackson Pallock,Internal AuditorFrom:Mabelline Yurich,Sales Supervisor of CosmeticsSubject:Response to Request for New-Life Cosmetics Sales Records Date:18 February,2007 I have reviewed your request to see last quarters New-Life Cosmetics sales records by March 12 with Mary Smith,the assistant to the vice president of sales,Jack Peterson.Mary and I checked Section 6 of our policy manual and confirmed that Jack must give permission to release any classified records either internally or externally.All cosmetics sales records are classified.Jack is vacationing in Tibet and cannot be reached until he returns to work on March 17.Mary said that these records are complete and can be sent to you on March 17,if Jack approves.Should you need any unclassified cosmetics records to help you complete your audit by March 30,I can send them to you now.Records such as those of staff hours spent on selling cosmetics are unclassified.Call me at Extension 7165 to tell me what else you need,if anything.,2.Refused Request for Changes in Policies or Procedures,(First Draft)To:Donna Crenshaw,Account ExecutiveFrom:Ernest Smithson,Account SupervisorSubject:Response to Request for a Change in the Vacation Schedule Date:23 February,2007 Your trip to Paris sounds exciting.Many people are taking such trips.You want to switch your vacation to June 16 to 30 from May 1 to 15 so you can take the trip.But five people already chose that date.Only five people may vacation at one time.I checked with everyone in the department.Nobody is willing to change.I already checked with Mr.Jones to see if we can let you go anyway.He said no.You may switch to another two-week period.Your parents might change their plans.However,keep your choice between May 16 and August 30.Also,do not choose August 1 to 15.I must know about any change by March 1,the deadline for setting vacation dates.,Revised Draft,To:Donna Crenshaw,Account ExecutiveFrom:Ernest Smithson,Account SupervisorSubject:Response to Request for a Change in the Vacation Schedule Date:23 February,2007 Your choice to vacation in Paris this summer with your parents does sound exciting.They were thoughtful to invite you to join them.As we discussed when you chose your vacation dates,only five people in the department may vacation during any two-week period.When I received your request to change your vacation from May 1 to 15 to June 16 to 30,I checked to see how many people are scheduled for vacations then.The roster showed that five people requested June 16 to 30.Next,I asked each of these five people if any of them will make a change.Having planned their vacations completely,all of them declined.Then,I asked Mr.Jones if we might make an exception and let you go anyway.He declined,saying that we must meet the two thirds staffing requirement all summer to serve our customers adequately.You may reschedule your vacation for another two-week period if that will help.Perhaps your parents can reschedule their vacation so this plan can work.Any other two-week period between May 16 and August 30 is acceptable except August 1 to 15,when five people are scheduled already.If you do wish to make a change,please tell me before March 1,the deadline for setting vacation dates.,3.Refused Claims against the Company,(First Draft)To:Mark Johnson,SalespersonFrom:Maria Cillias,ControllerSubject:Reimbursement for Travel ExpensesDate:23 December,2006 As per your request,we are processing your request for reimbursement of travel expenses for your December 2 to 5 trip to Denver.Your attention is called to two items for which you are seeking reimbursement:tolls and taxicab fares.You listed tolls totaling$10.50 and taxicab fares totaling$27.50 on the request form but neglected to enclose receipts for these expenses.Company rules require that receipts be attached to the form for all expenses for which you seek reimbursement except meals and tips.To facilitate reimbursement of your travel expenses,will you kindly advise us whether you can furnish these receipts.When you comply with this constraint,we will reimburse you without further delay.,Revised Draft,To:Mark Johnson,SalespersonFrom:Maria Cillias,ControllerSubject:Reimbursement for Travel ExpensesDate:23 December,2006 Your request for reimbursement of travel expenses for your December 2 to 5 trip to Denver is now being processed.In reviewing the form you submitted for reimbursement,we noted that you listed tolls and taxicab fares for which no receipts were attached.Company procedures require that receipts be submitted for all refunded expenses except meals and tips.Will you please send us the receipts for$10.50 in tolls and$27.50 in taxicab fares.Then,we can send you a check for$56.35,the full amount of your request.We will issue your reimbursement check within two days after receiving the receipts.,Exercises,Case 1 You are production manager in an office furniture factory.Yesterday,you received a memorandum from the marketing manager asking that you manufacture 475 Scepter desk chairs for next months promotional sale.Your stock of the special aluminum alloy n
