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                商务英文写作技巧 - 备忘录两种语气对照冷光实例
                来源:  作者:本站

                Contrasting Tones in Memo Writing


                Introduction


                GOOD writers in the business world know how to choose their words. The communication must achieve its aim or time and energy are wasted. If you want to be a good writer, good grammar and spelling are necessary but not enough. Your words must be chosen with care and tested for their suitability for each particular writing task. Good writers can write upwards or downwards without offending their readers. They use the most suitable words for their position and particular business.


                THE idea of tone is very important to the business writer. Since readers can be insulted or offended not by the message but by the manner of expression, an otherwise perfect memo could quite possibly cause a breakdown of communication. It is therefore important for you to be able to analyse your relationship with your reader(s) and then to choose appropriate language and tone for your message.



                Contrasting Tones


                WHEN writing downwards to a subordinate, your aim would be to try to achieve a 'Decisive' tone. This tone should be direct, certain and commanding. When writing upwards, however, your tone should be polite, respectful and indirect. We call this a 'Tentative' tone.


                NOW look at the two extracts below taken from different memos on the same subject matter. Memo A was written by a supervisor up to his manager, whereas Memo B was written by the manager down to all staff. Notice how the tone of each extract differs.



                MEMO A







                This damage has generally taken place while furniture was being moved into or out of rented accommodation. It seems that, on each occasion, the labourers may have been working without supervision. It is possible that such damage could be avoided if stricter levels of supervision were maintained.


                Therefore, it is felt that a responsible member of the Department should be present whenever labourers are moving company furniture. The presence of this person might ensure the reduction of unnecessary damage and subsequent expense to the company.


                If accepted, this proposal ought to come into immediate effect. Your comments would be greatly appreciated.



                MEMO B







                This damage has taken place while furniture was being moved into or out of rented accommodation. On each occasion, the labourers were working without supervision. Such damage will be avoided if strict level of supervision are maintained.


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