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                商务英文写作技巧 - 实例学习写作备忘录
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                Writing Short Memo


                Introduction


                In most medium-sized to large companies the memo is the main form of correspondence between colleagues. People often prefer to send a memo rather than relay a message by phone. When a message is in writing, there is less chance of misunderstandings occurring. It is also more official and more likely to be taken seriously by the reader(s).


                THE MAJORITY OF MEMOS contain simple messages and are therefore short. However short the memo is, it is important to make the message within it as clear as possible. In certain cases a one line memo may be acceptable, but usually memos need to be put into context before the main point is stated. For example, if you are responding to a previous request, a time reference to the original request should be given. If you are initiating something for the first time, state exactly what you are doing, and why you need some information before you make your request. Always put your memos into context.


                IT IS ALSO NECESSARY to separate your message into points, grouping related points together into paragraphs and ordering the paragraphs into a logical sequence for easier reading.


                GOOD WRITERS take time to make sure that their documents are well presented. Even a short memo can benefit from a little time spent on improving its presentation. The use of numbered paragraphs, bullets and numbered points, as well as good use of white space can all contribute towards a clearer presentation.


                LANGUAGE is also very important. You should try to keep your language clear and simple. Using standard business expressions will help make your memo sound more businesslike. Keep your sentences and your paragraphs short and to the point. Don't provide any unnecessary information.


                BEFORE YOU WRITE any memo, it's essential to write out a draft first. Start by listing all your points and sub-points and then group them into related points and paragraphs.


                IN THIS ISSUE we'll look at how to write and organise short memos effectively.


                 


                Study Example 1


                JOHN TAM, an officer working in the Personnel Department, has been asked to send a memo to all Department Heads about a new survey his department is conducting.


                These are the points that John wants to include in his memo:



                • Nature of survey.
                • When survey will be conducted.
                • What department heads will need to do
                • Objectives/Use of survey.
                • Further contact details.

                John has a number of different points to work with. The first paragraph should put the message into context by stating what his department is doing and stating that help from the Department Heads is needed. This will make the rest of the memo clear.
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