00097《外贸英语写作》串讲资料6

第四讲 备忘录(Memorandums)

一、复习建议

本章在历年考试中，处于非常重要的地位，也是考试必考的题型，处于考试的第五个部分，占整个考试分数的15%，建议学员全面掌握，重点复习，加强备忘录写作的练习。

二、本章重点知识点

1、备忘录的格式

2、肯定型备忘录的写作

三、知识点讲解

注：对一些重要程度较高的知识点用★标注

（一）The definition of Memos(备忘录的定义)

   Memo = Memorandum=Interoffice Memorandum: written messages are transferred from one employee or department to others.

   备忘录( memorandum)也可缩写成(memo)，是在一家公司或组织内部各部门之间寄送的书面通讯。备忘录通常是以便条的形式写的，有些大公司备有印好的专用忘录。一般说来：备忘录是用来做出请求，颁发指示，提醒同事某件事，或传递信息。

（二）The format of Memos(备忘录的格式)★

1、  标题(logo)：标题可包括公司名称，公司的标识和广告语（slogan）。

2、  收件人(To)：后面写上收这份备忘录的人的姓名和职务。

3、  发件人(From)：后面写上写备忘录的人的姓名和职务。

4、  事由(Subject)：后面写上该备忘录的主题。

5、  日期(Date)：后面写上写备忘录的日期。

6、  文件号或查阅号(File or Reference Number)：后面写上一个存档号或查阅号。

7、  正文(Body Section)：在正文部分写上备忘录的主要信息。

8、附件(Enclosure)：如果备忘录中附有其他材料,要在正文后标明。

9、副本抄送标志(Copy Distribution Notation)：后面写收副本的人名。常用副本抄送标志有c(copy）（抄送），cc（Carbon copy)（副本印送），pc（photo copy)（复印本送）。

10、附言(Postscript)：后面补充任何要加上的附带信息。

（三）The Example of Memo(备忘录的例子)

（四）Favorable Memos(肯定型的备忘录)★

肯定的备忘录有以下3种具体种类:

1）索要信息的例行请求: 这些包括收发如下的信息：信贷、财务和人事档案、工厂实地和维修，以及存货；

2）要求帮助的例行请求：人力资源经理希望部门经理通知各员工参加某一培训的备忘录（2004.4）；秘书整理部门产品档案上关于某个产品的价格与报价有误，请求销售经理确认信息（2006.4）；请求同事帮忙确认和完成一些重要事宜（2008.4）；请求总经理让其参加一个重要的国际会议（2009.4）；人力资源部经理应IT部门的要求，招聘3个员工，请求她告诉你招聘的时间和地点（2010.4）。

3）发指示开门见山：通常是经理们给下级发布施令：部门经理通过备忘录告知部门员工如何正确使用新修理好的复印机（2005.4）；人力资源经理发布告示关于员工年假的说明（2007.4）；

1、索要信息的例行请求

索要信息的例行请求，经常是通过备忘录来传递的。这些包括收发如下的信息：信贷、财务和人事档案、工厂实地和维修，以及存货.如果收件人和发件人通常把这些信息作为他们例行工作职责的一都分来处理的话，那么就应该把请求和回答作为肯定的信息来写。

【例题?备忘录1】下面是一份询问某一产品存货情况的索要信息备忘录，根据这份备忘录，总结出如何写出这种类型的备忘录。

【答案】

To: Leila Schwartz.  Inventory Supervisor

From: Cary Branham, Information Processing Center Supervisor

Subject: Inventory of Film Ribbons

Date: August 15, 1992

Do we have three dozen Number 877 correctable film ribbons in stock to fit our Omyden 2000 memory typewriters (stock number4455)?

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, Omyden’s 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.

【解析】

索要信息的例行请求:

?  第一段用一个一般疑问句Do we have sth. ...询问产品的存货情况。

?  第二段简要介绍了事情的来龙去脉

?  结尾用appreciate sb's doing sth. 表示感谢，并称呼对方的名字，显得十分亲切。

评分标准：★

（1）内容不完整，格式错误，语言错误严重者，得4-8分。

（2）内容完整，要点明确，无重大语法错误者得9-11分。

（3）能灵活运用外贸英语的句型与表达法，避免重复使用已有的词语及表达方式，得12-14分。满分酌情考虑。

2、请求帮助的例行备忘录(2004,2006,2008,2009,2010)★

求助的例行备忘录( Routine  Requests  for  Assistance  and  Favor-able Responses)与索要信息的例行备忘录很相似。请求部门里面相关的人员给予你帮助，但这些请求提供一定是发件人和收件人日常工作职责的一部分或然言之就是例行公事的请求，那么就用肯定的形式。

这些人员可以是你的上级，如2009年；也可以是你的同级同事，如2008,2010年的试题，当然也可以是你的下属被请求帮助的种类根据在公司里的职责的不同而大不相同.是否决定用肯定的备忘录方式求助，取决这一请求是否是例行的公事。

【例题?备忘录2】 (2009.4)You are Mr. Calvin Wilson, Vice President of Green Sun Company. You are informed that an international Trade Conference will be held in Qingdao from May 24 to May 28. Representatives both from home and abroad will attend the conference. Thinking the conference will give your company a very good opportunity to assess the current commercial situation and to make contacts in the commercial circle both at home and abroad, you want to attend the conference.

Write a memo to William Xu, president of the company to get his permission.(2009.4)

【答案】

To: William Xu, President

From: Calvin Wilson, Vice President

Date: May 6, 2012

Subject: Attending a Trade Conference

  There will be an international Trade Conference held in Qingdao from May 24 to May 28. Besides representatives from all provinces of China， many foreigners will attend the conference. No doubt, the conference will give us a very good opportunity to assess the current commercial situation and to make contacts in the commercial circle both at home and abroad.

 I hope that I can get your permission to attend it on behalf of our company.

【解析】

l  书写出备忘录的正确的格式：To/From/Date/Subject

l  备忘录的内容：首先告知这份备忘录的内容；阐述具体的来龙去脉，本篇备忘录也就是参加在青岛举行的international Trade Conference的重要性以及理由；最后说明写这份备忘录的原因，希望可以参加这次会议。

【例题?备忘录3】(2010.4) You are the Personnel Manager of a company, and have been approached by your IT Department It to recruit three new members of staff Write a memo to Miss Kate Bush, the Manager of the IT Department,

l  Informing her you have received over 100 applications and have selected 10 candidates for interview．

l  Telling her you will write to the candidates inviting them for interview, and

l  Asking her to, tell you the time and the place of the interview.

【答案】

To: Miss Kate Bush

From: (Your name, Personnel Manager)

Subject: IT Department job interview

Date: (Today’s date)

I have received over 100 applications for the three new positions in the IT Department and have put together a short list of 10 candidates. I will shortly write to the candidates inviting them for interview. Please let me know when and where you would like the interview to take place so that I can inform the candidates when I write to them.

【解析】

l  书写出备忘录的正确的格式：To/From/Date/Subject

l  备忘录的内容：首先告知这份备忘录的内容；阐述具体的来龙去脉，本篇备忘录也就是从100个申请人中选出10个候选人将要应聘IT部门的3个职位；最后说明写这份备忘录的原因，希望给出具体的面试时间和地点。

l  本篇备忘录是同级部分之间传递的备忘录，和上一篇备忘录相比，语气更随意一些。

  【例题?备忘录4】 (2008.4) suppose you are asked to spend the next two days at another branch of your company where two members of staff are on sick leave. Write a memo to tell your colleague, Mrs. Brown, to do some important jobs you had planned for the next day. These include:

l  Making telephone calls to two of your customers, telling them their orders will arrive three days late than promised, because of a machinery breakdown.

l  Interviewing at 3 p. m. a Mr. King, who has a complaint about a bedroom suite he bought.

【答案】

 To: Mrs. Brown

 From: (Your name)

 Date: (Today’ 8 date)

 Subject: Tasks During My Absence

       Due to two members of staff being off sick, I have been requested to spend the next two days at another branch of our company. There are, however, a number of duties which I require you to undertake:

       (1) Telephone Mr. Black and Mrs. Smith to tell them that their orders will arrive three days later than promised because of a machinery breakdown. Please apologize for the delay. 

       (2) Interview Mr. King at 3 p.m. who has complaint about 8 bedroom suite he has bought.

      Thank you for your help.

3、发指示开门见山的备忘录(2005,2007)★

经理们通常对雇员们口头传达指示，而不是写备忘录。但是，在处理例行公事时，也可以书面颁发指示。此外，当一位经理需要记载指示时，尽管已经作了口头指示，但还可以写在书面上。喜欢开门见山地做出指示的经理在写备忘录时可用肯定的形式,在备忘录的开头就陈述指示。

【例题?备忘录5】(2005,4)You are a department manager. A new copying machine has been installed in your department. Write a memo to tell your staff members to be careful in using the newly-installed photocopier. Your instructions should include the following particulars:

l  Ask them not to use it for too long at a time;

l  Ask them to switch off the machine after use;

l   Encourage them to offer suggestions for the care of the machine.

【答案】

 To: AII Staff Members

         From: Department Manager

         Subject: The Proper Use of Photocopier

         Date: April 18, 2005

             Recently a new copying machine has been installed in our department. This has brought us much convenience at work. In order to keep us benefiting from this newly installed photocopier, all of us must operate it in a proper way so that the photocopier can function smoothly.

            I would like to suggest the following:

A.      Do not use it for too long at a time since long-time operation without stop is likely to lead to breakdown of the machine.

B.      Remember to switch off the photocopier after use for the reason of safety as well as saving electricity.

It is our common responsibility to keep the photocopier in a good condition.  Any suggestion for the good care of the machine is welcome.

【解析】

l  书写出备忘录的正确的格式：To/From/Date/Subject

l  备忘录的内容：首先是采用直截了当的办法，颁发指示，本篇备忘录的指示就是要求员工小心谨慎地使用刚安装好的复印机；然后阐述具体的颁发指示的要求，本篇备忘录也就是从2个方面具体告知员工如何正确使用复印机，一般采用逐条列出的方法，简单，明了；最后一般是欢迎员工给出相关保护的建议

l   本篇备忘录是上级传达给下级之间备忘录，语气可以随意一些。

【例题?备忘录6】(2007, 4) Mr. J. Mendel’s, the Personnel Manager of International Trading Company Ltd., wants to issue a memo to all staff to explain the granting of annual leave in the coming year. Write the memo in his name, clarify the company‘s policy as follows.

l  Apply at least two weeks in advance.

l  Submit a proposal on how your duties can be shared by others if the leave is longer than 14 days.

l  A quota for leave will be set during rush periods, application during which will be granted on a first-come, first-served basis until the quota is filled.

【答案】

To: All Staff

From: J. Mendel’s, Personnel Manager

Subject: Annual leave

Date: (Today’s date)

   To help you plan your annual level would like to clarify the company‘s policy as follows:

(1)     You should apply at least two weeks in advance.

(2)     If you intend to take a leave longer than 14 days, you should submit a proposal on how your duties can be shared by others.

(3)     We expect five rush periods next year, and we need to set a quota for each. Application for leave during rush periods will be granted on a first-come, first-served basis until the quota is filled.

【解析】

l  书写出备忘录的正确的格式：To/From/Date/Subject

l  备忘录的内容：首先是采用直截了当的办法，颁发指示，本篇备忘录的指示是关于员工如何请年假；然后阐述员工办理年休假的具体手续，本篇备忘录也就是从3个方面具体告知员工请年假的注意事项，采用逐条列出的方法，简单，明了；

l   本篇备忘录是上级传达给下级之间备忘录，语气可以随意一些。

说明：备忘录还有两种类型，一种是否定型的备忘录和说服型的备忘录，这两类备忘录至目前的考试来看，至今没有考过，不作为重点来讲，学生可以通过教科书来简单了解一下这两类备忘录。

（五）写备忘录的注意事项

因为备忘录是流通在组织、公司内部的特殊文件，所以应该注意以下几点：

1、考虑清楚和备忘录收件人之间的关系，是平级还是上下级；是较为亲密还是不熟悉或不认识，注意对不同人要用不同的口气。

2、在一份备忘录中要集中一个主题，不要混进不同的事情。

3、写备忘录要开门见山.

4、在结束时，注意除了表明期待对方行动起来，还要约定一下行动具体时间。

5、因为备忘录要留档备案，所以要用清晰、正确、简明的话语写，使人易读、易懂。因为写备忘录要格外清楚、简洁，所以撰写时也要注意语态、时态和方式：

l  用主动语态，而不用被动语态。

l  用简单的行为动词，而不要用过长的词组。

l  可以用诸如since, although, if等词来连接句子。

l  为了引起读者注意，可以给一些关键词加下划线。

l  可以把段落或建议标上序号。

当然，这些只是一些常规事项和方法，任何一个备忘录都有其特殊性，撰写时要注意灵活运用。