Transcript Unit 1 Notes & Notices

Unit 4
In-house Correspondence
Lesson 16
Memos
By Chen Xidong
General Introduction
 Memo writing usually occurs between colleagues---internal company writing.
 It is an informal writing compared with business
letters.
 The writing style of a memo is:
 Conciseness、 Courtesy 、 Clarity & Concreteness
By Chen Xidong
Purpose
 Memos have a twofold purpose: they bring attention
to problems and they solve problems. They
accomplish their goals by informing the reader about
new information like policy changes, price increases,
or by persuading the reader to take an action, such
as attend a meeting, or change a current production
procedure. Regardless of the specific goal, memos
are most effective when they connect the purpose of
the writer with the interests and needs of the reader.
By Chen Xidong
 Choose the audience of the memo wisely. Ensure that all of
the people that the memo is addressed to need to read the
memo. If it is an issue involving only one person, do not
send the memo to the entire office. Also, be certain that
material is not too sensitive to put in a memo; sometimes
the best forms of communication are face-to-face
interaction or a phone call. Memos are most effectively
used when sent to a small to moderate amount of people to
communicate company or job objectives.
By Chen Xidong
Memo Format 1
 Company Name
Company Address
Date of Memo
 To:
 From:
 Subject: Recipient of Memo Writer of Memo Writer's
Initials*
 Title of Memo in Initial Capitals
By Chen Xidong
Memo Format 2
 The heading segment follows this general format:
 TO: (readers' names and job titles)
 FROM: (your name and job title)
 DATE: (complete and current date or time)
 SUBJECT: (what the memo is about, highlighted in some
way)
By Chen Xidong
Context
 The context is the event, circumstance, or
background of the problem you are solving. You may
use a paragraph or a few sentences to establish the
background and state the problem. Oftentimes it is
sufficient to use the opening of a sentence to
completely explain the context, such as,
 "Through market research and analysis..."
 Include only what your reader needs, but be sure it is
clear.
By Chen Xidong
Necessary Attachments
 Make sure you document your findings or provide
detailed information whenever necessary. You can do
this by attaching lists, graphs, tables, etc. at the end of
your memo. Be sure to refer to your attachments in
your memo and add a notation about what is attached
below your closing, like this:
 Attached: Focus Group Results, January- May 2007
By Chen Xidong
Sample 1
 To: Andy Andler, Benita Buchanan, Charles Chavez
 CC: Darcy Danko
 From: Heady the Head Honcho
 Date: June 1, 2006
 Re: Need for New Memo Format
By Chen Xidong
 I’ve noticed that we don’t seem to be able to communicate
important changes, requirements and progress reports
throughout the company as effectively as we should. I
propose developing one consistent memo format,
recognizable by all staff as the official means of
communicating company directives.
 While I know this seems like a simple solution, I believe it
will cut down on needless e-mail, improve universal
communication and allow the staff to save necessary
information for later referral.
 Please talk among yourselves to determine the proper
points of memo writing and return the input to me by 12
noon. I will then send out a notice to the entire staff
regarding the new memo format.
 Thank you for your prompt attention to this.
By Chen Xidong
Sample 2
 To: All Staff
 From: Heady the Head Honcho
 Date: June 1, 2006
 Re: New Memo Format Effective June 1
 In order to make interoffice communications easier,
please adhere to the following guidelines for writing
effective memos:
 Clearly state the purpose of the memo in the subject
line and in the first paragraph.
By Chen Xidong
 The body of the memo might include two-four
paragraphs outlining the purpose of the memo. If this is
a longer memo, each paragraph will have a subhead to
help guide the reader through the document.
 Finally, the writer includes a summary paragraph, which
features bullets highlighting the main points of each
previous paragraph, and concludes the memo with a
stated action required by the reader or writer.
 A quick note about the use of "memo" vs.
"memorandum:" it doesn't really matter. It falls in line
with the style selected by the writer.
By Chen Xidong
 Keep language professional, simple and polite.
 Use short sentences.
 Use bullets if a lot of information is conveyed.
 Proofread before sending.
 Address the memo to the person(s) who will take action
on the subject, and CC those who need to know about
the action.
 Attach additional information: don’t place it in the body of
the memo if possible.
 Please put this format into practice immediately. We
appreciate your assistance in developing clear
communications. If you have any questions, please don’t
hesitate to call me.
 Thank you.
By Chen Xidong
Situation Writing One
 Points
 Some resumes you send Henry Smith, Sales
Manager.
 Ask him to choose out whom they want to interview.
 You will arrange interviews for him.
 Write a memo about 30-40 words on your Answer
Sheet.
By Chen Xidong
 TO: Henry Smith, Sales Manager
 FROM: Jack Wong, Personnel Manager
 DATE: May 4, 2006
 SUBJECT: Applicants for Sales Post
By Chen Xidong
 Attached are the resumes and certificates of four
applicants who have applied for your department
position.
 Please evaluate these applicants and then recommend
people you want to interview to me. As soon as I have
the names, I will make arrangement for the interviews.
 J.W.
By Chen Xidong
Situation Writing Two
 Points
 You are Nancy. Mr. Paul is one of your important
customers. He will come to your city. He made a
phone call to your company when your Manager Ted
Feng was out.
 Paul’s flight No. is JL608.
 Meeting your Manager Ted Feng at 5:00 pm. today at
the airport.
 Driving him to Holiday Inn.
 Write a memo to your manager in about 30-40 words.
By Chen Xidong
 To: Ted Feng
Date: Oct. 1st
 From: Nancy
Time: 14:42
 Topic: Delay of arrival
 Paul called for you, just when you out. He will arrive at
5:00 pm today on flight No. JL608. You are requested
to meet him at the airport and drive him to Holiday Inn.
 Nancy
By Chen Xidong
Contents
• Section 1 Getting Started
• Section 2 Sample Study
• Section 3 Composing Your Message
• Section 4 Writing Your Message
• Section 5 Memo Practice
• Section 6 Supplementary Materials
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By Chen Xidong
Section 1 Getting Started
SEC 1
1 If you want to remind someone to do something, what would you do?
2 Do you know what a memo is? What is it used for?
SEC 2
SEC 3
SEC 4
SEC 5
SEC 6
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By Chen Xidong
Section 2 Sample Study
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SEC 2
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SEC 4
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Sample 1
Arrowhead East Conference Center
INTEROFFICE MEMO
TO:
Jan Turner, Meeting Planner
FROM:
Mark Wilson, Catering Manager
DATE:
February 3, 2005
SUBJECT: Catering for CellFirst lunch
I have attached three menu choices for the March 16
lunch for the CellFirst group. I asked the client on
February 1 if they would prefer a buffet lunch or
served lunch. They haven’t gotten back to me.
我已于2月1日联络过客户请他
们在自助餐和传统午餐中选择
一个。
我尚未收到他们的答复。
Could you follow up?
对某事物采取进一步行动
Translate
By Chen Xidong
Section 2 Sample Study
SEC 1
Sample 1
Translate
SEC 2
Arrowhead East 会议中心
公司内部备忘录
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SEC 4
致：简·特纳，会议策划人
由：马克·威尔森，参议部经理
日期：2005年2月3日
主题：CellFirst就餐安排
SEC 5
SEC 6
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附录上有我为CellFirst集团安排的3月16日的三种午餐菜单。我已于2月1日与客户们
联系过请他们在自助餐和传统午餐中选择一个。但尚未收到答复。
请你做进一步咨询。
By Chen Xidong
Section 2 Sample Study
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SEC 2
SEC 3
Sample 2 (1)
TO:
Remigo Ruiz
FROM: Becky Pharr
DATE: April 1, 2004
SUBJECT: Request for cost information concerning
meeting
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As we discussed in my office today, please get the
necessary cost information for conducting our annual sales
meeting at the Timber Creek Lodge, Timber Creek Village,
Colorado. Our meeting will begin on the morning of Monday,
June 5. We should
arrive on
arrange
to the 4th.
We will leave after a brief morning session on June 9.
安排，计划
6月9日早上开个简短的会
议之后我们就离开。
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By Chen Xidong
Section 2 Sample Study
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Sample 2 (2)
Specifically, I want the following information:
● Travel costs for all 43 participants, including air travel to
Denver and ground travel between the airport and the lodge.
I have listed the names and home stations of the 43
participants on the attached sheet.
● Room and board costs for the five-day period, including
cost with and without dinner at the lodge. As you know, we
are considering the possibility of allowing participants to
purchase dinners at nearby restaurants.
SEC 6
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By Chen Xidong
Section 2 Sample Study
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● Costs for recreational facilities at the lodge.
● Costs for meeting rooms and meeting equipment
(projectors, lecterns, and such). We will need a room
large enough to accommodate our 43 participants.
I’d like to have the information by April 15. If you need
additional information, please contact me at 3715 or
[email protected].
Translate
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SEC 6
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By Chen Xidong
Section 2 Sample Study
SEC 1
Sample 2
Translate
SEC 2
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SEC 4
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SEC 6
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致：莱米格·瑞兹
由：贝克伊·法尔
日期：2004年4月1日
主题：咨询会议费用
·五天会议的食宿费，需要含晚餐和不含晚餐两种
报价。如你所知，我们正在考虑请与会者在会场
附近的餐馆自行解决晚餐。
根据我们今天在我办公室进行的谈话，请弄清
楚在科罗拉多州的Timber Creek 村的Timber
Creek山庄举办我们公司的年度销售会议的费用
情况。我们的会议预定在6月5日（星期一）上
午开始。我们将在6月4日抵达，于6月9日早上
开完简短的会议之后离开。
·会场内各项娱乐设施的费用。
具体地说，我需要了解以下信息：
·与会43名人员的旅行费用，包括去丹佛的机
票和机场与会议地点之间的交通费。我已经附
上43名与会人员的名单和他们各自的出发站。
·租用会议室和会议使用的各种设备（投影仪，演
讲桌等）所需的费用。我们需要一间足够容纳43
人的会议室。
请在4月15日之前提供以上项目的报价，如果你需
要任何进一步的信息，请拨打3715房间或者发邮
件到[email protected]。
By Chen Xidong
Section 3 Composing your Messages
SEC 1
SEC 2
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Template
Memorandum
To: recipients’ names, job titles
From: writers’ names, job titles
Date: complete and current date
Subject: description of what the memo is regarding
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Opening: state the background of the problem and purpose of the memo
SEC 5
Focus: explain the steps you have taken or methods and sources you have used to
solve the problem
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Closing: request your reader to take an action to solve the problem. Some people
use conclusion at the end of the memo to summarize or give suggestions
and recommendations or if you wish to make a request to the reader.
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By Chen Xidong
Section 3 Composing your Messages
SEC 1
SEC 2
Practice 1 (1)
Complete the following chart according to the information given in the
samples.
Sample 1
Sample 2
SEC 3
Writer
_______________________
Mark Wilson, Catering
Becky Pharr
_________________________
_______________________
Manager Becky Pharr
SEC 4
Recipient
Jan Turner, Meeting
Remigo Ruiz
_______________________
_______________________
Planner
SEC 5
Date
_______________________
_________________________
April 1, 2004
February 3, 2005
Subject
_______________________
Catering for CellFirst lunch _________________________
Request for cost information
_______________________
Request for cost information _________________________
concerning meeting
_______________________
concerning meeting
SEC 6
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By Chen Xidong
Section 3 Composing your Messages
SEC 1
Practice 1 (2)
Sample 1
Sample 2
Purpose of
writing
not gotten feedback of the
information
get the necessary cost
___________________________
information for conducting our
___________________________
annual sales meeting
___________________________
Closing
Could you follow up? I’d like
have the information by April 15
_________________________
to.
_________________________
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SEC 4
SEC 5
SEC 6
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By Chen Xidong
Section 3 Composing your Messages
SEC 1
SEC 2
Practice 2 (1)
Read the following sentences and write O if the sentence is for opening, F
for focus, or C for closing.
_____
O 1. We are holding our annual meeting and I would like to get
SEC 3
information about your facilities.
_____
C 2. I look forward to your phone call.
SEC 4
SEC 5
_____
F
3. We now need chairs and tables for 35 attendees.
_____
O
4. I would like to confirm the information that we discussed on the
phone today.
SEC 6
_____
F
5. This schedule is effective as of August 25.
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By Chen Xidong
Section 3 Composing your Messages
SEC 1
SEC 2
Practice 2 (2)
_____
F
6. In addition to the meeting rooms, we will reserve five guest rooms.
_____
C 7. I await your confirmation.
SEC 3
_____
C 8. Can you arrange it? Thanks.
_____
F
9. We will need a buffet lunch for Monday, Tuesday, and
SEC 4
Wednesday.
_____
O 10. I’m sending you confirmation today of the details that we
SEC 5
discussed.
SEC 6
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 3 (1)
Choose the words that best complete the sentences.
SEC 2
SEC 3
SEC 4
SEC 5
1. We expect payment __________
May 30. (by/within)
by
2. The check should be there __________
the week. (on/within)
within
within
3. Please contact me __________
the end of the week to discuss this
matter. (by/on)
4. We would appreciate receiving the items as soon as possible, but
_____________
no later than
April 15. (no later than/on)
5. Please complete the catering request form and send it to us
_______
before June 3. (before/within)
SEC 6
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
SEC 2
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SEC 6
Practice 3 (2)
on
6. I will be leaving for a business trip __________
March 3, so I would
like to receive the materials before I leave. (on/after)
7. We would like the table and bookcase delivered _____________
no later than August
20. (no later than/within)
8. Two of our five European offices are closing __________
June 1.
on
(on/no later than)
9. Please send the new office directory and make sure it will arrive
________
the end of the year. (before/after).
before
10. Would you please send me a copy of your catalogue __________
two
within
weeks? (within/before)
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 4 (1)
Rewrite these sentences by using the expressions with “as”.
SEC 2
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SEC 5
1. I mentioned over the telephone this morning that Intex chip sets were out
of stock.
____________________________________________________________
As I mentioned over the telephone this morning, Intex chip sets are out of
____________________________________________________________
stock.
2. In our telephone conversation last week, I told you that all items on your
purchase order are no longer in production.
As I told you in our telephone conversation last week, all items on your
____________________________________________________________
purchase order are no longer in production.
____________________________________________________________
SEC 6
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 4 (2)
SEC 3
3. I told you in my office on Monday that we are unable to fill your order at
this time.
____________________________________________________________
As I told you in my office on Monday, we are unable to fill your order at this
____________________________________________________________
time.
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4. During the meeting we agreed to send a deposit of half the amount and
pay the balance when goods are delivered.
SEC 2
SEC 5
As we agreed at the meeting, we will send a deposit of half the amount
____________________________________________________________
and pay the balance when goods are delivered.
____________________________________________________________
5. Last time we paid by credit when we placed the order.
SEC 6
As we did last time, we will pay by credit when we place the order.
____________________________________________________________
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 4 (3)
SEC 3
6. You requested that we should provide a microphone and speakers in the
meeting room.
____________________________________________________________
As you requested, we will provide a microphone and speakers in the
____________________________________________________________
meeting room.
SEC 4
7. You said on the telephone that you would give me an interview on Friday
morning.
SEC 2
SEC 5
As you said on the telephone, you will give me an interview on Friday
____________________________________________________________
morning.
____________________________________________________________
SEC 6
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 4 (4)
8. He predicted there was a shocked silence.
SEC 2
There was a shocked silence as he predicted.
____________________________________________________________
SEC 3
9. I said that this research has just started.
____________________________________________________________
As I said earlier, this research has just started.
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10. We expected the new products to sell well.
As we expected, the new products sell well.
___________________________________________________________
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SEC 6
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 5 (1)
Read the following memo and write appropriate section headings.
SEC 2
MEMORANDUM
SEC 3
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SEC 6
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To:
From:
Date:
Subject:
Wayland Anderson, Joe Harkins, Dick Harper
Clark Duffy, Assistant Director
April 22, 2007
Reservoir Management Implementation Meeting
A meeting of our work groups is scheduled for 10:00 a.m. on Friday, April 27, in
the State Conservation Commission Conference Room. The Bureau of
Reclamation, including Dan Sheer, will also be present. The purpose of the
meeting, preliminary assignments, and post-meeting activities are outlined
below.
By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 5 (2)
SEC 2
__________________________
Purpose of the Meeting
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We will identify and discuss the specific tasks necessary to implement the Large
Reservoir Management Section of the plan. We will also make assignments to
organizations and individuals for the completion of the various tasks.
__________________________
Preliminary Assignments
I am asking each of you to submit the following to me by Wednesday, April 24:
● Comments on the attached summary of the tasks for each of the project’s five
work groups.
● One-page proposal, to be included with the attached summary, which
outlines in detail how each task, will be accomplished and who is responsible
for its completion.
By Chen Xidong
Section 4 Writing Your Message
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Practice 5 (3)
SEC 2
I will forward this information to the Bureau of Reclamation for review prior to the
meeting.
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Post-meeting Activities
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Upon completion of our meeting, the Bureau of Reclamation will be in a position
to begin working on the assigned projects. We will also send a letter to the
Kansas City and Tulsa Districts of the Corps of Engineers requesting their
assistance on projects assigned to them.
SEC 6
I would appreciate your cooperation on this project. If you have any questions,
please call me on extension 452.
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Attachments
By Chen Xidong
Section 5 Letter Practice
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Practice 6 (1)
Compose a memo with sentences given in the box. The heading has been
given.
1. In order to receive sick pay, I need to send in my doctor’s note.
2. Please confirm that the cost of the medicine is covered by the company
health scheme.
3. I attach the doctor’s note.
4. Thank you.
5. I was sick yesterday, and therefore I couldn’t come to work.
6. Sick leave certificate.
SEC 6
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By Chen Xidong
Section 5 Letter Practice
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Practice 6 (2)
MEMORANDUM
To: Julia Wong, Human Resources
From: Maria Xia, Marketing Manager
Date:
May 4, 2007
Subject: __________________________
Sick leave certificate
____________________________________________________________________
I was sick yesterday, and therefore I couldn’t come to work. In order to receive sick
____________________________________________________________________
pay, I need to send in my doctor’s note. I attach the doctor’s note. Please confirm
____________________________________________________________________
that the cost of the medicine is covered by the company health scheme.
____________________________________________________________________
Thank you.
____________________________________________________________________
Attachment
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By Chen Xidong
Section 5 Letter Practice
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Practice 7 (1)
The colored parts are the places where the writer made errors. Write
the correct word (s).
To:
From:
Date:
Subject:
All Employees
Peter Bates, General manager①
April 25, 2004
Excessive Absentees
Due to the excessive number of absentees from the office, the
following rules and procedures will be put into affect② as of this
date:
General Manager
effect
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SICK③ : No excuse. We will no longer accept your doctor’s
statement as proof, as we believe that if you are able to go to
the doctor, YOU are able to come to work.
SICKNESS
By Chen Xidong
Section 5 Letter Practice
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Practice 7 (2)
DEATH: (Other than your own) This is no excuse. There is
nothing you can do for them, and we are sure that someone
else with lesser position can attend to the arrangements. Ever④ ,
if the funeral can be held in the late afternoon, we will be glad to
let you off one hour earlier, provide⑤ that your share of the
work is ahead enough to keep going in your absence.
However
provided/providing
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LEAVE OF Absence⑥ : (Surgery) We are no longer allowing
this practice. We wish to discourage any thoughts that you need
an operation, like⑦ we believe as long as you are an employee
here,
ABSENCE
as
SEC 6
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By Chen Xidong
Section 5 Letter Practice
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Practice 7 (3)
you need all of whatever you have and you should not consider
to have⑧ anything removed. We hired you as you are and to
have anything removed would certainly make you less than we
bargained for.
ALSO: Entirely much too⑨ time is being spent in the restroom.
In the future, we will follow the practice of going in alphabetical
order. For instant⑩ , those whose names begin with “A” will go
from 8:00 to 8:15, “B” will go from 8:15 to 8:30, and so on. If you
are unable to go at your appointed time, it will be necessary to
wait until the next day when your turn comes again.
having
too much
For instance
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By Chen Xidong
Section 5 Letter Practice
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Practice 8 (1)
Write a memo according to the situation given below, making up any
necessary details.
Situation: Your department is responsible for the ordering and issuing of
stationery supplies to employees in your organization. The Accounts Manager
has recently pointed out the rising costs of stationery used. He suspects that
employees are being wasteful, and wants you to take some action to reduce
the amounts.
Task: Write a memo to all company staff. Give details of the Account
Manager’s complaint, and stress the need for economy and careful use of
stationery items. You need to tell them that you will shortly discuss with other
department heads the introduction of new guidelines for stationery requisition.
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By Chen Xidong
Section 5 Letter Practice
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Practice 8 (2)
MEMORANDUM
TO:
__________________________
__________________________
FROM:
DATE:
__________________________
SUBJECT: __________________________
SEC 4
SEC 5
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
SEC 6
___________________________________________________________________
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By Chen Xidong
Section 6 Supplementary Materials
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SEC 6
Useful Expressions (1)
1. I would like to announce the following...
我想宣布如下内容……
2. We would appreciate it if you could/would...
如您能够……我们将不胜感激。
3. Please let us know when/how much/if...
请告之何时/多少/是否……
4. We would like to point out that...
我们想指出……
5. It is essential that...as soon as possible/without further delay.
尽可能迅速地/毫不耽搁……是有必要的。
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By Chen Xidong
Section 6 Supplementary Materials
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Useful Expressions (2)
6. We regret to inform you that...
很遗憾通知你……
7. It is not clear whether...
是否……不清楚。
8. I would like to confirm the arrangements for...
我想确认对……的安排。
9. Please feel free to call me if...
如果……请尽管打电话给我。
10. Please let me know if you need any further information.
如需要更详细的信息请告之。
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