Part B Communicating—Memorandum

（1）

From: Mike Davis To: Department Managers

Date: April 15 Subject: Business Training Classes

1. From April 22 to April 28, the Business Training Classes will be held in the Communication Centre (Room 516). There will be two groups: International Settlement Class (8:00 am-10:00 am) and Marketing Skill Class (10:00 am-12:00 am). Please encourage your staff to attend one of the sessions. All teaching materials will be provided and participants will be expected to do homework and make preparation after working hours.

2. Please send me the names of all interested staff and the class they want to attend by 4:00 pm April 18.

3. The size of each class will be limited to 20 participants.

（2）

To: Office Director

From: Green Clark

Subject: Arrange A Meeting

Date: 08/09/2021

I want to hold a meeting to discuss Marketing Promoting Plan of our new products for December. Please arrange a one-afternoon-meeting next Tuesday.

1. The meeting is to be held at Conference Room 3 equipped with projector.

2. Inform all department managers of (the attendance for) the meeting.

3. Prepare the meeting materials including the Plan, sample of catalogue and throwaways, slide decks, and so on. Offer each participant a Plan.

4. Invite Mr. Hall, the manager of Glory Advertising Company to attend the meeting.

New Words and Phrases

memorandum 备忘录；便笺

session 会议；开庭

throwaway 广告传单

sample 样品；样本

Writing Notes

备忘录有许多种类，有外交文件性质的备忘录、谅解备忘录、会议备忘录、合同备忘录等。这里所介绍的是商务活动交流中所使用的有通信性质的备忘录。它既可以作为公司内部交流函件，也可以作为与外部商务伙伴交流的简明函件，主要起到通知事项、交代某项业务或组织商务活动的作用。

备忘录的格式主要包括：

（1）备忘人和收信人的名称（Name of the Writer and Receiver），通常使用简洁的“To”和“From”即可，如：

·To: Sales Manager, ×××Co., Ltd.

·From: Lisa, ×××Co., Ltd.

（2）备忘录日期（Date），如：Sep. 8, 2020。

（3）事由（Subject），用一行标题或短句来简要说明备忘录主题，如：

·Subject: Discuss the marketing plan

·Subject: Select samples for exhibition

（4）正文（Body），备忘录不同于正式信函，其写法相对更简明扼要，甚至可以用摘要方式写，不用写完整或复杂的句子（当然用正式信函方式写备忘录也是可以的）。但是必须要表达清楚明确，不能有含糊的意思。如果备忘的事项有几个，就应该每个事项用一个段落来写，或直接加上序号，如：

·Each speaker needs to have a PowerPoint presentation document for his / her speech, while the PowerPoint slides document should be stored in a USB flash disk.

每位发言人讲话时要放PPT文件，并且用U盘存储该文件。

·Taking an assistant to help with demonstrating the product is allowed.

允许带一名助手来展示产品。

如果需要收信人就备忘事项进行回复，也可以在正文结尾表达出来。

·Please confirm this schedule by sending me an E-mail.

请给我发电子邮件确认此日程。

·You are required to fill out the application form and return it to my office with your autograph.

你需要填好申请表并手签后送到我办公室。

（5）备忘人签字（Signature），签字打印即可，也可手签。备忘录在公司内部使用中也可以不签字。

Writing Exercise

写一个会议备忘录，发给各业务部门，内容为拟讨论制订新产品销售计划，要求每个部门来两个人参加，将本部门主要负责产品销售方案提交讨论。

要求：至少写两个会议要求，每个会议要求不少于100个单词。