1. Practical writing

2. Contents Letters— Language 2 Homework 4 Review of résumé 31 Writing memos 33

3. Language of letters Q & A: ☆ Language Style for Business Letters ☆ Language Style for Personal Letters ☆ Similarities Shared

4. Writing Memos Memo, short for memorandum, is a very useful way in solving problems either by informing the reader about some information or by persuading the reader to take an action.

5. It may be a little piece of paper with a cute letterhead that says something like: “ Don ’ t forget to pick up me ”, “ remember to buy more potatoes ”, “ Darling, forgive me, I am sorry ”. It may also be formal and complicated when needed in office setting.

6. ◆ Memorandum Functions of memorandum: ＊ remind or urge the addressee ＊ come up with one ’ s own opinion on a certain issue ＊ serve as a supplement to the formal documents

7. Parts of a memo Standard memos are divided into segments to organize the information and to help achieve the writer ’ s purpose.

8. Elements of Memorandum ＊ Heading 书端 ( ＊ Subject 事因 ) ＊ Salutation 称呼 ＊ Body 正文 ＊ Complimentary Close 结束语 ＊ Signature 署名

9. Heading segment The heading segment follows this general format: ＊ TO (reader ’ s name and titles) TO ＊ FROM (your name and titles)FROM ＊ DATE (complete and current date)DATE ＊ SUBJECT (what the memo is about )SUBJECT

10. This refers to the person you are sending your memo to. In memos, you can use either the name of the person or their position in the organization, or both. To: James Hong To: Production Manager To James Hong, Production Manager ★

11. This refers to the person who is sending the memo. From: Wang, Xin From: Personnel Manager From: WANG Xin, Personnel Manager Remember the use of first name is restricted to extremely informal memos. ★

12. The date should either be written Day- Month-Year or Month-Day-Year. Don ’ t use an abbreviated form of the date. Don ’ t use a comma to separate the month and year if you use the Day- Month-Year format. ★

13. Your subject line should be clear and easy to understand. A good subject line directs the reader ’ s attention to what the writer thinks is important information, and helps to focus the purpose of the message. Subject: Persistent late arrival by shop floor staff ★

14. An example: Directions: Write a memorandum of about 100 words to the student service department and ask them to fix a telephone for each dormitory

15. MEMO December 19, 2006 To: The leader of student service department From: Apple Subject: Telephone

16. Dear Sir, I would like to remind you that we are in want of telephone for each dormitory. As a university student, we need to cope with the daily increasing communications with teachers, friends and people outside the campus. We need a telephone to get and send message, which is important for us. Though most of us have mobile phones and e-mail address, a telephone in the dormitory is after all the most convenient and cheapest tool of communication. I hope that you will pay attention to this problem and solve it as soon as possible. Regards. Yours, Li Ming

17. To: Every Employee From: Brian Aponte Date: November 18, 2005 Subject: Fitness Center

18. The board of directors approved the idea for a new fitness center at its meeting yesterday. Work on the fitness center will begin right now and should be completed within 90 days. An employee representative from each division will be appointed to determine the type of equipment and programs that will be made available.

19. We are happy to be able to provide a facility that will contribute to the physical fitness of all our employees. Your representative will contact you soon for your suggestions about activities and equipment. Brian Aponte Administration Office, Manager

20. Date: October 10, 2005 To: All Students From: A. Buttle Subject: Journalist Position Available for the Summer Semester

21. The student newspaper is currently looking for a journalist for the summer semester. Applicants should currently be studying at the university, and should preferably have at least two years ’ writing experience.

22. The successful applicant will be expected to write two articles every week on happenings in the city and on campus. The position will commence at the end of May and will last through to the end of August. The salary for the position is negotiable and will be based on experience. If you are interested, please send your resume to the campus newspaper office.