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Memorandums, usually called memos, are the form commonly used for
short, relatively informal messages between members of the same
organisation. The memo provides a simplified, standardised format for
communicating information concisely. The many uses of memos include
announcements and instructions, statements of policy, and informal reports.
Because memos are usually used between people who have a regular
working relationship, the tone of memos tends to be more informal than the
tone of other business letters. Expressions and words known only to those
employees of the company are permissible in a memo. Similarly, the writer
can usually assume that the reader knows the basic facts and so can get to
the heart of the message more directly. Note, however, that the level of
formality should reflect the relationship between the writer and the reader.
At the same time, a memo, like any piece of written communication,
must be prepared with care. It is TYPED neatly and contains COMPLETE,
ACCURATE information. It follows the principles of standard English and
maintains a COURTEOUS tone no matter how familiar the correspondents
maybe.
Unlike other types of business letters, the memo is NOT prepared on
company letterhead. Nor does it include an inside address, salutation, or
complimentary closing. A memo is a streamlined method of communication.
Many companies provide printed forms to speed up memo preparation even
further.
Whether or not a printed form is available, most memos use a standard
heading: the company name about one inch from the top followed by the
term "Interoffice Memo." Beneath this, four basic subheadings are used:
TO:
FROM:
DATE:
SUBJECT:
(Some companies also include space for such details as office numbers
or telephone extensions.)
The body of the memo begins three to four lines below the subject
line. Like any piece of writing, it should be logically organised but it should
also be CONCISE: the information should be immediately accessible to the
reader. For this reason, data are often itemised and paragraphs are
numbered. Statistics should be presented in tables, too.
The body of most memos can be divided into three general sections:
1. An introduction states the main idea or purpose.
2. A detailed discussion presents the actual information being
conveyed.
3. A conclusion may make recommendations or call for further
actions.
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