Unit Two Letters, Faxes, and
Memos
Writing
This unit introduces and practices the skills
required to deal with the writing tasks. It
covers:
* How to layout a business letter or memo
* Some “golden rules” for writing letters, faxes
and memo
* Practice in writing routine letters, e-mails,
faxes and memos
2.1 Communicating in writing
A.
1. Identify the different kinds of
correspondence on desks.
2. Which of the items would you attend to first?
It depends on the real situation,
normally one might open the airmail letter
first
and deal with the internal memo last of all.
B. Memo
What is a memo (memorandum)?
a letter you send to people who woke in the
same organization. It is meant for quick
and easy reading, and are also kept in files
for future reference.
usually does not have a complimentary close,
because you are familiar with the reader of a
memo you can use less formal writing
When to write a memo
* if a response is required from the reader
* if you are communicating with only some of the
company personnel
* if you want to make sure that important
information is received by everyone
* if the information needs to be kept in file for future
reference.
The purpose of writing a memo
to inform
to request action
Please report the discussion result:
- the features of the layout and language of a
memo
- who “HGW” is and what his or her job is.
Sample
MEMO
From: Heady, the Head
To: All Staff
Honcho
Date: June 1, 2006
Ref.:
Subject: New Memo Format Effective
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.
- 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 (carbon copy) 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.
The organization of a memo
 If a memo has only one idea, which can be written
in one or two simple sentences, there is no need for
an introduction or conclusion.
 If a memo has a more complicated message, it
needs to be broken up into several body
paragraphs. It should be organized like a letter
with an introduction.
The writing of a memo






should be especially clear and concise.
Use the active voice instead of the passive voice.
Use simple, action verbs rather than long phrase
Use single words like “since, although, if” and so on
to link your ideas. Avoid long phrases like “in view
of, in spite of ”.
Underline key words to attract the reader’s
attention
Number your paragraphs or points.
Tabulate（制表） information involving list of
numbers, prices, dates and so on.
Please turn to P23, read the memo, discuss and
summarize:
what makes the memo difficult to follow?
- layout
-language
- content
Take items discussed above as a standard.
layout:
- a subject is necessary
- the memo should be paragraphed
- important information should be numbered
language:
- not precise and clear enough, consequently liable
to be misunderstood and disregarded.
- frequent use of “I” makes the requirement sound
personal.
content
the memo request action, but it does not contain
necessary information:
- deadline for its submission
- how to submit the information
- who to contact with, if have questions
Homework
1. Read another version of the memo on page 167 (file
63).
2. Take the memo on page 167 (file 63) as a model and
finish the writing task.
3. Write a memo according to information provide
below:
人事经理 Mr. J. Mendel 向全体员工发送备忘录，
说明明年年假申请的相关事宜。
请根据以下信息，以 Mr. J. Mendels 的名义写一份
备忘录，用JM/15/12/04作为参考文件。
Mr. J. Mendel’s notes:
如果你需要申请14天以上的假期，请提前两个星期
申请，并提交一份工作安排的计划书。我们预计明
年有5个忙期，因此我们为每一个忙期设定了一个
休假人数的限额。
1月1日至1月15日，最长假期，5人；
2月5日至2月20日，最长假期，4人；
3月20日至3月30日，最长假期，1人；
5月1日至5月10日，最长假期，6人；
12月15日至12月24日，最长假期，2人
忙期休假申请，按提交日期，先到先办直到满额。
2. Listen to the conversation and discuss.
1) Compared with the memo, what information was
missing?
2) Compared with the conversation, what can not be
done in a memo?
3) Which seemed to be the more efficient way of
conveying this piece of information?
In the memo,
a lot more information is given and it’s easier to
follow.
You will have a permanent record.
In the conversation,
there is an opportunity for discussion and for
questions to be answered,
but the details would only be given if they were
demanded.
So,
memo seems to be more efficient.
Please add more points to your report on the
advantages and disadvantages of the two ways of
communicating information (talking to them face to
face and writing to them).
Please share your report.
C. 1.
Face to face
advantages:
more personal, more interaction and feedback
possible, more impact on the other, cheaper if no
travel involved …
disadvantages:
once you’ve said something, it can’t be unsaid;
saying something once may not be remembered …
In writing
advantages:
a record can be kept for the files;
errors can be changed;
you can write or read when you’re in the right mood;
you can take your time over planning and how you’ll
express complicated or delicate details …
disadvantages:
takes longer; no feedback or feedback is delayed; no
personal touch …
2. Discuss and list the advantages and disadvantages of
different kinds of communication in writing:
memo, e-mail, letter, fax
Memo
permanent record, do not need computer;
waste resources, have to be delivered …
E-mail
quick and easy;
people are tolerant of spelling even grammatical
mistakes;
a hard copy can be printed out if necessary;
can go to another branch in another country almost
instantly …
Letters
formal and important;
express complicated or delicate details ;
have to confine to accepted style ;
take time to write and deliver;
seems less urgent than faxes or E-mail …
Fax
quick;
can go astray;
have no record of receipt;
can not tell if it is received intact by the right
person …
Discussion:
1. read the 5 messages on P24
2. discuss and decide what is the best way for each
message to be transmitted:
as a letter, as a fax, in a phone call, in a face to face
meeting
3. please make a brief report on your decision and
reasons.
Homework:
1. Read the “Golden Rules” on P19
2. Finish the task D on P22
3. Read and discuss
- the letters on P20 and P21
- which of the two letters would you prefer to have
received? Why?
- what kind of impression does each letter give the
reader?
- the features which are most effective
- the parts you dislike.