Unit 6 Memos Teaching Objectives Acquaint students with

Unit 6 Memos

Teaching Objectives • Acquaint students with the basic formality of memos. • Acquaint students with the general writing style of memos. • Master key words/phrases and useful expressions in memos.

Teaching Contents I. What is a memo? • Memo (memorandum): a short official note to another person in the same company or organization • an informal written business communication. • Length: short • no more than two or three short paragraphs • Language style: use simple language and a neutral tone • less formal than business letters

II. The purposes of a memo • • • Make a request Give instructions Make announcements Answer a request … • It provides a written record of the date, message, name of the sender and the receiver. • The message can be filed and referred to later. • It does not demand immediate attention. • Save the time of both the sender and the receiver.

III. Contents of a memo MEMO the receivers To: All Department Managers the sender From: Simon Hofner, Human Resources Manager date Date: 30 March, 2016 subject Subject: In-service English Training body An English class will take place in the Training Center. Please encourage staff in your own department to attend the course. Please send me the names of all interested staff by next Friday.

IV. Examples

Example 1 (Version 1) MEMO To: All Department Managers From: Simon Hofner, Human Resources Manager Date: 30 March, 2016 Subject: In-service English Training An English class will take place in the Training Center. Please encourage staff in your own department to attend the course. Please send me the names of all interested staff by next Friday.

Version 2 To: All Department Managers From: Simon Hofner, Human Resources Manager Date: 30 March, 2016 Subject: In-service English Training A training course in English will be arranged in the Training Center in order to improve the staff’s language skills. There will be two groups: intermediate level and advanced level. All teaching materials will be provided but students will be expected to do homework and preparation outside working hours. There will be an informal test during the second week of April so that we can decide which group is best for the students. Please encourage staff in your own department to attend the course and send me the names of all interested staff by next Friday.

Analysis of example 1 To: All Department Managers From: Simon Hofner, Human Resources Manager Date: 30 March, 2016 Subject: In-service English Training A training course in English will be arranged in the Training Center in order to improve the staff’s language skills. • In your opening paragraph, let your readers know why you are writing this memo. Speak to them directly.

There will be two groups: intermediate level and advanced level. All teaching materials will be provided but students will be expected to do homework and preparation outside working hours. There will be an informal test during the second week of April so that we can decide which group is best for the students. • In the body paragraph(s), focus on some specific details or secondary information. • For easy reading, put important points into lists rather than paragraphs if necessary.

Please encourage staff in your own department to attend the course and send me the names of all interested staff by next Friday. • After the readers have absorbed all of your information, close your memo with a courteous ending that states what action you want your reader to take, and work out the deadline for them to follow.

Example 2 (to inform) To: Helen Butler, Wallace King, Susan Young, Leslie Carter, Joseph Freeman, From: Charles Grayson Date: June 4, 2016 Subject: Next Project Meeting Postponed I am writing to inform you that the next project meeting will be postponed. Because several team members will be abroad for another project, we will hold our next meeting on August 1 st, starting from 9 a. m. . Please let me know if you have any suggestions as to the agenda of the meeting.

Example 3 (to request) TO: Peter Henderson, the Maintenance Department Manager FROM: Jenny Gibson, Team B Leader DATE: May 12, 2016 SUBJECT: Maintenance in Our New Office As you know, our department moved into our new office on Thursday. Unfortunately, the previously agreed maintenance has not been completed. The following problems are outstanding: * Computers need to be wired to printers. * A metal bookshelf requires to be built properly. * Filing cabinet drawer needs to be fixed. I would be grateful to know when you will be able to complete the work.

Example 4 (to arrange) To: Anna Jay, secretary From: Robert Johnson, Sales Manager Date: July 23, 2016 Subject: Talk Next Friday I would like to give the talk suggested by you and I think 9. 30 a. m. , after the break, would be the perfect time. Required equipment: - Overhead Project - Flip chart with Pens Please give me some information about the attendees.

Example 5 (to confirm) To: All Employees From: Don Riley, General Manager Date: October 17, 2016 Subject: Attitudes toward Visitations I accompanied the group of distinguished American engineers yesterday to tour plant. These guests are very important to us, for they have promised to help us with their advanced technology and many cooperate with us in scientific research. Your reception of these guests was generally gracious, but I was surprised to find out bursts of laughter, horseplay, and catcalls when the guests walked through the halls. Though you did not mean to deride them, it was quite probable for them to misunderstand you. Politeness and hospitality is an important policy in our company. I request once again that in reception of our guests we should do our best to make our guests feel welcome, and respected.

Language Features and Reminders • General tone and topic: • Use conversational tone • Be brief • Have single topic • To / From Least formal • To: Lydia Hanks, Sales Manager Most formal • If there also others who need to read the memo, “CC” followed by a list of names, is written under the “To”.

• Subject • Should be in initial capitals or all capitals • Must be brief, clear and specific • Try to use an informative subject that contains a verb form, as it clearly describes the purpose of the memo. • Exercise: look at the following subjects of a memo and make comments. • • • A. Subject: Important! Read Immediately! B. Subject: Meeting C. Subject: Questions about Meeting D. Subject: Monthly Sales Meeting E. Subject: Monthly Sales Meeting to Discuss Summer Vocation Schedule

• Body • • • in complete sentences and short paragraphs Never use salutation like “Dear Emily”. Never use closing remarks like “Yours Sincerely”. Never use full signature at the end of a memo. general structure: • Opening: purpose or context of the memo • Main body: details of the main idea • Closing: an urge for action or your conclusion/suggestion

Useful Expressions • The purpose/aim/objective of this memo is to investigate / evaluate / study /recommend / analyze / give feedback on / estimate / assess / announce … • This memo provides information about. . . • In response to your request, I am writing to provide you with recommendations on. . . • This memo responds to the points raised by … in its …(date) memo to … • The key findings are outlined below. • It was found / discovered / felt / proposed that… • The following points summarize our key findings. • If you need additional information, please contact me. • We would appreciate if you could … • Please pass this information to …

Class Practices 1. Work in pairs to improve the following parts of a memo. To From Subject Date Department managers Training manager Training program 11/12/2015 To: All Department managers From: Jerry Fisher, Training manager Date: December 11, 2015 (November 12, 2015) Subject: Business English Training Program

2. Translation • This memo will present the decisions made at the meeting with head office. • Although I am certain that everything is in order, it is advisable to have a double check. • Please call my secretary on extension 703 to fix a mutually convenient time. • 周三中午之前请务必把这份文件发给所有员 。 • 此项规定立即执行：上班时间严禁用微信聊 天。

3. Write a short, 3 -paragraph memo to request suggestions from your employees for improving the quality of production/management.

After-Class Assignment 1. Write a memo according to the given situation. You, John Smith, Program Director, have just learned that an American delegation is going to pay a visit on June 12. The next morning, a presentation is to be given by a senior staff in your company and a discussion will also be held. Write a memo to encourage all the available staff to join and ask those who are interested in the presentation to tell you about it before May 7.

2. Write a memo according to the given situation You are Head of Research for an international car manufacturer. You have to make an urgent trip tomorrow to visit Pierre Blanco, a colleague who works for a subsidiary. Write a memo to your secretary telling her who you are going to meet and when, asking her to book flight tickets and accommodation, and telling her what work you would like her to do in your absence.