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Файл:Business writing for economists and managers = Деловая корреспонденция для экономистов и менеджеров. Учебно-методическое пособие
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Ех. 1.17. Answer the questions after looking at the memo above:
1. What is a memo?
2. How can you start and finish a memo?
3. What is the purpose of the email?
Ех. 1.18. Answer the questions:
1. Do memos come from people within a company or outside it?
2. What kinds of topics are covered in memos?
Ех. 1.19. Read the following information:
One task you will probably need to do in the office is to give information to colleagues, using a memo. A memo (from ‘memorandum’ to mean a reminder or confirmation) is a short, official note and it has become a very common form of business
communication used for a wide variety of messages exchanged between people
in a company. They can be:
1) on a noticeboard;
2) circulated in internet mail;
3) sent as an email.
A memo should always show the following information:
1) who it is from;
2) who it is to;
3) date;
4) subject.
We send memos:
1) to convey information (about events, activities, changes);
2) to request information (about holiday dates);
3) to give instructions or remind people to take action (new procedures);
4) to recommend options (how to solve a problem);
5) to send a report, summary, notes from a meeting, etc.
Useful phrases for memos:
1) to convey information (This is to inform you that … We are pleased /
delighted / sorry to inform you that … I wish to inform you … You will be happy
to hear …);
2) to request information (I would like to have … Could you give me … Would
you send me …);
3) to give instructions or remind people to take action (Please … Check … We
want … I kindly request …);
4) to recommend options (We recommend that … We feel it is best to … Having
considered all the alternatives, I suggest …);
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5) to send a report, summary, notes from a meeting, etc. (Please see the at-
tached report … Please send your sales figures … Phone … Contact … Write …
Please remember to … Don’t forget to …).
A good memo:
1) makes it clear who is meant to read it;
2) has a short subject heading that makes it clear what the memo is about;
3) presents information as briefly and clearly as possible using a numbered list
or bullet points;
4) is normally written in a formal style; this means the writer avoids using the
personal pronoun.
Memos are written in formal language:
1. As we discussed …
2. Please note / ensure …
3. It should be pointed out …
4. May I take this opportunity …
5. Due to …
6. Thank you for a very productive discussion.
Practice
Ех. 1.20. Read the memos and answer the questions:
1
To:
Sales Team
Sent:
28 October 20…
From:
Sabella Ortega
Subject:
Time management course
As we discussed in our meeting I have organised a time management skills course run by IBG
Training Solutions.
It will take place in the Main Conference Room on the 28th November. The course starts at
10.30 am but coffee and biscuits will be available from 10.00 am. There will be a buffet lunch and
the course finishes at 5.30 pm.
Please make sure that you keep the day clear and remember to keep your mobile switched off during the sessions.
2
To:
All staff
Sent:
13 December 20…
From:
Adil Zaman
Subject:
Christmas closing dates
Please note that the office will be closed from 5.00 pm on Christmas Eve until 9.00 am Tuesday 2nd
January. Anyone requiring access to the building in that period should speak to their manager and
inform security about when they wish to enter and leave the building. However, it should be pointed out that it is not company policy for staff to work during the festive period.
May I take this opportunity to thank all staff for their hard work during the year and wish you all a
Merry Christmas and a Happy New Year.
13
3
To:
Secretarial staff
Sent:
14 June 20…
From:
Bendt Smets
Subject:
New office supplier
Due to recent problems with orders, we have decided to change our office suppliers. The new suppliers will be Aztec Office Services. Aztec is a well-established company that provides next-day
delivery, a wide range of products, and competitive prices.
Please ensure that you have settled all outstanding stationery bills with BEC Office Supplies by the
end of the week.
New Aztec catalogues are available from outside my office.
4
To:
Product development managers
Sent:
14 June 20…
From:
Else Lemmens
Subject:
Yesterday’s meeting
Thank you for a very productive discussion. This is a memo of the decisions we took:
1 research new media markets
2 deliver proposals by end April
3 aim for new product range within three years
1. What has Sabella organised?
2. What does she remind the sales team to do?
3. How can staff get into the office after Christmas Eve?
4. What does Bendt say that all secretaries have to do?
5. Why has Else sent a memo?
Ех. 1.21. Look at the memo and match its components A–E:
SergoCo
From:
Rafael Foss
Memo to:
All sales staff
Subject:
New guidelines for business travel expenses A
Following our investigation into business travel expenses, we are introducing the following new
guidelines for business travel expenses: B
1 All staff 1 …… claims within 2 …… days.
Staff must use the travel expense form.
2 Individual booking of flights 3 ……..
The only exception is 4 ……..
3 Staff 5 …… invoices to support all expense claims.
If not, 6 ……..
4 In future, staff 7 …… to reserve four-star hotels.
Staff 8 …… observe the new limit for daily expenses of €150.
5 Management 9 …… use business class when 10 ……..
For short European flights, staff 11 ……..
6 Sales staff cannot keep air miles for private use.
7 Company employees 12 …… accept or give gifts of more than €10.
Any other gifts 13 are prohibited. C
Thank you in advance for your co-operation. D
Rafael Foss
Finance Director E
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1) listed items (numbered or with bullet points);
2) the concluding note (for thanking, offering to answer queries, etc.);
3) the introduction (explaining the purpose of the memo);
4) the name and job title of the person issuing the memo;
5) the subject title.
Ех. 1.22. Complete the memo above by writing a word or phrase from the box
in each gap 1–13.
may must must not must make must present must use economy class
are not allowed is prohibited are prohibited 30 flying long distance
claims will be refused if staff have a written letter from their line manager
Ех. 1.23. Read the memo which the CEO of Travelsafe Insurance sent to all
the staff and answer the questions about its layout:
Memo
To:
All staff
From:
CEO
As 1 part of our expansions plans, and with a 2 …… to closer contact with our key markets, we
are planning to open new offices in Glasgow, Liverpool and Plymouth. 3 …… decision will involve reducing the size of our Norwich office 4 …… about 20% during the next 18 months and
relocating staff to form a nucleus of experienced staff in the new offices mentioned 5 ……. We
hope to achieve our goal of 20% staff reductions 6 …… Norwich by providing incentives 7 ……
early retirement and, if necessary, voluntary redundancies. Staff wishing to know 8 …… about our
plans and how we aim to reformulate the organisation should consult the company intranet. We
will also be discussing our plans with staff representatives 9 …… a forthcoming staff-management
meeting. If you would like to ask any questions or 10 …… any comments, please don’t hesitate to
send me an email.
Many thanks
Bruce Patterson
Bruce Patterson
CEO
1. Who is the memo addressed to?
2. What is the name of the person who has sent the memo?
3. What is the subject of the memo?
4. When was the memo sent?
5. Is there any opening in the memo?
6. What is the main message about?
7. Is there any specific closing in the memo?
8. What is the main action or recommendation in the memo?
Ех. 1.24. Briefly discuss these questions based on the memo above:
1. If you received a memo like this in your place of work, how would you react?
2. What demands would you make to your representatives if you were a member
of staff affected in this way?
15
Ех. 1.25. Complete the memo above by writing one word from the box in each gap.
by during earlier for in make more part this view
Ех. 1.26. Name the components A–H in the memo below:
Date:
5 July A
To:
All Marketing staff B
From
Ian Linville, Marketing Manager C
Subject:
New product launch D
I am delighted to inform you that the Finance Committee has approved the new product plans.
We need to get moving asap on the marketing campaign. E
- Could you send me all the present market research data on the identified target?
- I recommend we set up focus groups for more up-to-date data.
- I would like to see a selection of proposed brand names by the end of this week.
- The creative team must have a proposal for a print media and TV campaign by the end of this
month.
- We need to finalise and make decisions at the next meeting early next month. F
Make this project an urgent priority. The team must meet the above deadlines. G
I. L. H
Ех. 1.27. You are the manager of a small team. Write a memo, using the notes
below:
You have arranged a conference called Future trends.
Date:
9 September
Venue:
Shotover Park Hotel
Time:
9.30 am until 4.30 pm
Breakfast, lunch and evening meal
Ех. 1.28. Write a memo, using this information:
Your boss has asked you to send a memo to all staff, reminding them about company rules for using email and the Internet. She thinks people are spending too much
time on personal emails. The company has also recently suffered from a virus attack
caused by a member of staff downloading games onto his computer.
Review
Ех. 1.29. Choose the correct statements about memos:
1. Memos are examples of official written communication in a company.
2. When writing a memo you should follow the standard format.
3. Memos are more formal than business letters so the language cannot be simple.
4. Sentences are usually short and clear.
5. Memos usually start with the introduction to the main points.
6. Points should be in a logical order and may be numbered.
7. Memos cannot include a request for action.
8. The opening is more direct and less formal than in a letter or email, with no
greeting such as Dear….
9. The initials of the sender or initials cannot be used in the closing.
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Notices
Starting out
Ех. 1.30. Choose the correct definitions of notices:
1. Short informal letters or written messages.
2. Written promises of payment of various kinds.
3. Short published reviews of a new film, play, or book.
4. Displayed sheets or placards giving news or information.
5. Brief records of points or ideas written as an aid to memory.
6. Small advertisements or announcements in a newspaper or magazine.
7. Official letters sent from the representative of one government to another.
Ех. 1.31. Look at the example of a notice:
Auric Bank
Customer Notice
This branch will be closed until 3.30 pm on Thursday 7 March for staff training.
We apologise in advance for any inconvenience caused.
Amelia Colton
Branch Manager
27 February
Ех. 1.32. Answer the following questions:
1. Who was responsible for the notice?
2. What is the person’s post?
3. When was the notice written?
4. What will customers be informed about after reading the notice?
Practice
Ех. 1.33. Match the essential elements of the notice:
Supto and Co. Ltd.
12 KDA-New York
New York-9002
Date: September 8, 20… A
NOTICE OF THE BOARD OF DIRECTOR’S MEETING
Dear Sir, C
Being authorised I am informing you that the second meeting of the Board of Directors will be
held at the head office of the company on September 19, 20… at 11 am. B
You are duly requested to attend the meeting.
Sincerely yours, D
Michael
Secretary
Agenda:
1. …….
2. …….
3. …….
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1. Signature.
2. Proper time.
3. Time, date, and place.
4. Proper persons.
Ех. 1.34. Complete the notice with suitable words:
Eastern Jute Mails Ltd.
102, New York C/A
New York-1000
Date: April 17, 20…
NOTICE FOR STATUTORY MEETING
Notice is hereby given that A ……. will be held on April 29, 20… at 10 am. B ....... according to
the section … Of company Act. 1994.
Concerned shareholders are C ……..
Mr. Baltimore
Secretary
On D …….
Of directors
1) behalf of the board;
2) requested to attend the meeting;
3) the statutory meeting of the company;
4) in the registered office of the company.
Ех. 1.35. Write a notice, using this information:
The company’s secretary is going to inform the shareholders about the AGM.
Review
Ех. 1.36. Decide on the correct statements about notices:
1. Notices are used to inform people about changes of plan, instructions, or
warnings.
2. The notice must be long in size.
3. Information must be presented in a clear, concise form.
4. The tone of notices is usually rather informal and personal.
5. A notice needs a clear heading.
6. The notice should have the name and position of the person who wrote it and
the date.
7. A valid notice should contain the agenda of the meeting.
Forms
Starting out
Ех. 1.37. Read the following information:
Forms are printed documents with blank spaces for information to be inserted.
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Ех. 1.38. What information about yourself can you give when filling in forms:
1) date of birth;
2) place of birth;
3) nationality;
4) occupation;
5) course;
6) email.
Ех. 1.39. What forms do people usually have to fill in?
Practice
Ех. 1.40. Your colleague needs you to book a hotel for him. Read his email and
then complete the hotel booking form below:
From:
vincent.collins@perfectworld.com
To:
lthomas@nbl.co.uk
Subject:
Edinburgh Conference
Hi
Could you book me a flight to Dublin on July 6 please? I need to stay for three nights, so I’ll need
a hotel as well, with a double bed – it’s just me going, but I can’t sleep in small beds. And re-
member I’ve given up smoking! I’m at home in Manchester, so could you send the tickets to 156
Buzan Road, M3 2PB, please? If there are any problems, you can reach me on 0161-962 5494.
Thanks, and see you next week.
Ron
HERON LODGE, DUBLIN
Check-in date _______
Check-out date _______
◻ No. of rooms ◻ No. of nights ◻ Guests per room
Room preferences
◻ double ◻ double – sole occupancy
◻ smoking ◻ non-smoking
Beds ◻ double ◻ twin ◻ no preference
Personal details
Title ◻ Mr ◻ Mrs ◻ Ms
First name _______
Surname _______
No. of house _______ Street name _______
Town / City _______
Country / State _______ Postcode / Zipcode _______
Country _______
Tel, no. _______ Email address _______
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Ех. 1.41. Complete the hotel registration form on behalf of:
1 Gabriel / Selina Breneman, a Swiss sales manager. You work for Sanofi K.K.
Your office is in Tokyo, Japan. You are in this hotel for two nights.
2 Oskar / Emilia Baumann, a German personnel manager. You work for British
Telecom. Your office is in London, UK. You are in this hotel for three nights.
3 Domenico / Melissa Corti, an Italian engineer. You work for Cognitive &
Communication Services. Your office is in London, Ontario (in Canada). You are in
this hotel for four nights.
4 Manuel / Claudia Valdez, a Spanish personnel manager. You work for Nep-
tune Wellness Solutions. Your office is in Laval in Canada. You are in this hotel
for five nights.
Personal details
Title: Mr ◻ Mrs ◻ Ms ◻ Dr ◻
(please tick a box)
First name(s): ……
Last name: ……
Nationality: ……
Job title / Position in a company: ……
Company details:
Name: ……
City: ……
Country: ……
Number of nights in the hotel: ……
Ех. 1.42. Complete the following job application for yourself:
First name _______
Family name _______
Address: No. and Street _______
City / Town _______
Postcode _______
Home telephone number _______
Languages you speak ◻ English ◻ Other (Specify) _______
Do you have a driving licence? ◻ Yes ◻ No
Education
School _______
City / Town _______ Years attended _______
Qualifications _______
_______
University _______
City / Town _______ Years attended _______
Qualifications _______
_______
Employment experience
Name of employer _______
Duties / Responsibilities _______
List any useful skills and experience you have _______
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Review
Ех. 1.43. Decide which statements are true:
1. People have to complete only online forms.
2. Individuals can fill out tax return forms.
3. Telephone numbers need to be typed in a certain format.
4. You should enter the information that is requested. If a question doesn’t apply
to you, leave it blank.
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