Unit3

Intra-corporateDocuments(I)TasksNoticeMemo

TasksofNotice1.Introduction2.Categorization3.Layout4.Principles5.Samples6.Exercises7.CasestudyIntroductionAnoticeisasheetofpapergivingwrittenorprintedinformation,usuallyputinapublicplace.Itisusuallywrittenbythehigherauthoritytothesubordinatestonotifyorannouncesomeissues.

Whenwritinganotice,thetimeandplaceforthemeetingsoractivitiesshouldbeclearlyandexactlystated.Categorization1)Accordingtothecontent

briefnoticedetailednoticenotificationsandwarnings2)Accordingtotheform

NoticeinformofposterNoticeinformofmemoNoticeinformofmailNoticeinformofpublicsigns1)Accordingtothecontent

a.briefnoticeincludesthetime,placeandcontentofthemeetingsandactivities(suchasspeeches,gamesandparties).b.detailednoticeaboutactivitieswithbackgroundinformationaboutapersonoranorganization,andthearrangementoftheactivities.C.notificationsandwarningsaboutcertainformalevents,writtenwithprecisestructureandconcisewords.2)Accordingtotheforma.noticeinformofposterAsnoticeisputintoaposter,itshouldbeeye-catchinginlayout,clearincontent,andbriefinlanguage.b.noticeinformofmemoAmemonoticecontainsmoreinformationandoneshouldmakeiteye-pleasingandreader-friendly.c.noticeinformofmailNoticeinthisformhaveagreatpopularitywithpeopletoday.Amailnoticemaybethemostefficientwaytoprovideinformationtothepublic.It’sveryquick,economicalandeasytosend.d.noticeinformofpublicsignsThesimplicityismostappreciatedwhenthepublicsignsactaswarning.Layout(1)Heading(2)Body(3)Signature(4)Date

LayoutHeading:

Toattractthereader’sattentionusingthewordNoticeorNOTICEBody:Toinformthepublicofcertaineventsoractivities.Thebodyincludesthepurposeforissuingthenotice;time,place,sponsoranddetailedinformationabouttheevent;andtheroundingoffremarks.Signature:Toinformthereaderswhotheorganizeris.Itisusuallyputbelowthebody.Layout

Date:

Toinformthereaderswhenthenoticeismade.Thedateappearsbelowthesignature,centeredorinthebottomleft-handcorner.Somenotices,especiallynotificationsandwarningsmayomitthelastpart.Sometimeseventheheadingisomitted.

Principlesa.Maketheheadingimpressive;b.Thenoticesshouldbewrittenaccuratelyandappropriately;c.Usesimpleandconcisewordsallthroughthenotice;d.Makenoticesasbriefandstraightforwardaspossible;e.Avoidredundantexpressions;f.Specifythebackground,details,explanationsorqualifications;g.Usestylessuchascapitals,bold,italicsorunderliningtoemphasizeimportantinformation.

Sample

–Anoticeinformofposter

NOTICEAlldepartmentmanagersarerequestedtomeetinthecompanyconferenceroomonFriday,Mar.12,at2:00p.m.todiscussinternationalexchanges.AdministrationOfficeMar.10,2013To:AllStaffFrom:HumanResourcesDepartmentDate:June6th,2013Subject:AppointmentofaNewVicePresidentB&Wispleasedtoletyouknowthat,effectivefromJune10th,Mr.BowelwillbeournewVicePresident.HewillreplaceMr.DengHaiyu,whoisretiringnextmonthafter30yearsofinvaluablecontributiontoourcompany.Mr.BowelwillbeconcurrentlyservingasManagerofFinanceDivision.WehopethatyouwillgiveMr.BowelthesameloyalsupportasyoudidtoMr.Dengduringhistenure(任期)ofoffice.Yourcooperationwillbemuchappreciated.

Sample–AnoticeinformofmemoDecember20th,2013DearSirs,WeareverypleasedtoinformyouthatourcompanywillmovetoNewCenturyBuilding,RoomNumber303atRenMinRoad,whereweshallbeinoperationfromJanuary1st,2014andwhereweshallbepleasedtoreceiveourfriends.ThebusinesshithertocarriedoninthenameofJ.B.&Co.willthenbecontinuedunderthenameofJackBlack&Company,Limited.Yoursfaithfully,LiJie

Sample

–AnoticeinformofmailOfficeHour:8:00a.m.—6:00p.m.PleaseCheckandSeeiftheMoneyisRight.WeareNotResponsibleafterYouLeavetheStoreCamerasForbiddenReplacetheNewspaperafterReadingReduceSpeedNowDon’tTouchHigh-TensionWireDon’tDumpRubbishHereNoSmoking,OffenderstoBeFined5Dollars

Sample

–AnoticeinformofpublicsignExercises1.Fillinblanks

Completethefollowingnoticeaboutthetimeanddateonwhichpeoplecangetacertificatefordonatingblood.Somepartsofithavebeendoneforyou.

NoticeIf__________________,pleasecometotheuniversityhospital_____________onThursday,Oct.16_____2:00p.m.and5:00p.m.TheEnglishDepartmentAnswerforReference

NoticeIfyoudonatedbloodlastmonth,pleasecometotheuniversityhospitaltogetyourcertificateonThursday,Oct.16between2:00p.m.and5:00p.m.

TheEnglishDepartment

CaseStudy1.Asthesecretaryofyourdepartment,writeameetingnoticetoinformalloftheteachersinyourdepartmenttohaveameetinginthecollegeconferenceroom,Tuesday,Dec.8,at2:00p.m.todiscussthenewdirectioninadulteducation.2.Asthemonitorofyourclass,writeanoticeabouttheEnglishcorner.Makeupthetimeandplacebyyourself.3.Writealecturenoticeofyourown.Youcanmakeupthelecturer,thetopic,thetime,andtheplace.AnswerforReferenceNotice

Allprofessors,associateprofessorsandlecturersarerequestedtomeetinthecollegeconferenceroom,Tuesday,Dec.8,at2:00p.m.todiscussthenewdirectioninadulteducation.TheEnglishDepartmentDec.5,2006AnswerforReference

NOTICE

EnglishEveningByEnglishCornerSaturday,Dec.10,7p.m.inRoom345,AssemblyHall

Programs:(1)Songs(2)Recitation(3)Story-telling(4)Plays(5)Dancing

AdmissionticketsmaybeobtainedonapplicationtoRoom333OfficeBuilding

Jan.26,2013

AnswerforReferenceNOTICEAllAreWarmlyWelcomeUndertheAuspicesoftheEnglishDepartmentAlecturewillbegiven

OnRhetoric&LiteraryCriticismByProf.HenryJamesInRoom123,TeachingBuildingOnFriday,Dec.15,2005.At2:30p.m.TheEnglishDepartmentOfficeDec.520061.Introduction2.Categorization3.Layout4.Principles5.Samples6.Exercises7.CasestudyTasksofMemo

IntroductionMemorandum,memoforshort,isawrittenmessagesentbyonepersontoanotheroragroupofpeoplewithinthesameorganization,andisoftenusedtogiveinstructions,makearequest,reportonactionstakenonaparticularsituationordiscusscompanypolicies.Categorization(1)Blockstyle(2)Modifiedblockstyle(1)BlockstyleInblockstyle,allparagraphsshouldbeginflushwithleftmarginwithablankspacebetweenparagraphs.

(2)ModifiedblockstyleModifiedblockstylebeginswithanequalindentationofthefirstlinewithoutblankspacebetweenparagraphs.Layout1.Headinga.Tob.Fromc.Dated.Subject2.Messagea.Openingb.Bodyc.Closing

Headinga.ToAfter“to”aretherecipient’snameandhis/herjobtitle.ItisusuallynotnecessarytouseMr.,Mrs.,MissorMs.unlessthememoisveryformal.Ifothersotherthantherecipientalsoneedtoreadthememo,“CC”followedbyalistofnames,iswrittenunderthe“To”.b.FromAfter“from”arethewriter’snameandhis/herjobtitle.

Headingc.DateWritemonthinlettersinsteadofArabicnumbers.

Donotusetheabbreviationsofmonths.Usethecardinalnumberinsteadofordinalnumbers.Forexample,“Jan3rd,2013”shouldbereplacedby“January3,2013.”

TheformatcanbeBritishstyle—date/month/yearorAmericanstyle—month/date/year.Buttheformatfordatemustremainthesamethroughoutthememo.

Headingd.Subject

Selectaphraseforthesubjectlinethatwillbespecificenoughtoconveythemainpurposeofthememo,e.g.“MandatoryEmployeeBenefitsMeeting”ratherthan“Meeting”(toogeneral).

Sometimesthememoisauthorizedorapprovedbyyoursupervisor.Youmayputyoursupervisor’snameonthe“Through”line.Messagea.OpeningNeverusesalutationlike“DearAmily”.Statethepurposeofyourmemointhefirstsentence.b.BodyThebodysuppliesthemainideaofthememo.Bodyshouldbeincompletesentencesandshortparagraphs,andwell-writtentext.c.Closing

Closingisusedtomakesummarization,giverecommendationorsetforthrequest.Neveruseclosingremarkslike“YoursSincerely”.Neverusefullsignatureattheendofamemo.Notificationofattachmentsisincludedattheveryendofthememo,rightabovethebottommarginandagainsttheleftmargin.

Principles1)Makethememoclear,complete,conciseandcorrect.Bedirectandavoidover-politeness.Thememoshouldbeshort,withnomorethantwoorthreeshortparagraphs.2)Usesimplelanguageandneutraltone.Asfarasformalityisconcerned,amemoissomethingbetweenabusinessletterandanote.Thetoneofmemosshoulddependonthestatusofthesenderandtherecipientintheorganization.Principles3)Don’tincludesalutationsorcomplimentaryclosesuchas“DearMr.Smith”,“SincerelyYours”or“Bestregards”.

4)Identifyyouraudienceandproofreadyourwork.Don’tusethememoforofficialcommunications.MemorandumTo:Ms.IrisAnderson,TrustOfficerFrom:SamJones,PayrollAccountingThrough:TonyMayer,PayrollAccountingDate:23October2013Subject:RequestforUpdateonStockOptionParticipation

Weneedanupdateonthoseemployeesinyourdepartmentwhoareparticipatinginthecompanystockoptionplan.Pleaselistthenamesofthosewhoarecurrentlyparticipatingandtheiryearsofservice.Alsolistanyonewhowillbeeligibleforparticipationnextyear.Besuretoturninthisinformationtomeby28October.

Sample

–AmemoinblockformatHeadingOpeningBodyClosing

MEMOTo:AllDepartmentManagersFrom:SimonHoffman,HumanResourcesManagerDate:30March2013Subject:In-serviceEnglishTrainingAnEnglishclasswilltakeplaceintheTrainingCenter.Pleaseencourageyourownstaffstoattendthecourse.Pleasesendmethenamesofallinterestedstaffsby10a.m.on3April.PleasebesuretohavetheformsfilledinandreturnedtotheAdministrationOfficeby12June2013.Attachment:FormR-1

Sample

–AmemoinmodifiedblockformatExercises1.Fillintheblanks(1)Use_________and_________asnecessarytomakekeypointsstandout.

(2)Longsentenceswithcomplexconstructiondonotbelonginmemos.

Keepmemos_________and_______.

(3)Neverusea__________orcomplementaryclosingwithamemo.headingsbulletsshortto-the-pointsalutationCasestudy2.RewritethefollowingmemoTheBoardhasaskedmetosubmitareportonyourexperiencesbytheendofthisweek.Italkedtosomeofyouinformallyaboutthislastmonth.DuringmybriefvisitInoticedajuniormemberofstaffplayingsomekindofcomputergameinthelunchhour,andaseniormanagertoldmethatheusedhisforwritingletters.

Ineedtocompileafullreport,soIwouldlikeeveryoneofyoutoletmeknowwhatyoupersonallyusethePCfor,whatsoftwareyouuseandhowlongperdayyouspendactuallyusingit.ItwouldalsobeusefultofindouthowtheirPChasnotcomeuptoexpectations,andanyunanticipatedusesyouhavefoundforyourPC,sothatotherscanbenefitfromyourexperience.CaseStudy

AnswerforReference

MEMORANDUMTo：Allmemberofstaff，NorthernBranchFrom：K.L.J.Date：5December2010

Subject：PERSONALCOMPUTERS

TheboardurgentlyrequiresfeedbackonourexperiencewithPCsinNorthernBranch.Ineedtoknow,formyreport：1.WhatyoupersonallyuseyourPCforandyourreasonsfordoingthis.Ifyouaredoingworkthatwasformallydonebyotherstaff,pleasejustifythis.

2.Whatsoftwareyouuse.Pleasenametheprograms.

3.Howmanyhoursperdayyouspendactuallyusingit.