3.2. Memorandums & Other Office Daily Routines

Office Daily Routines

memorandum Meeting minutes Activity schedules Notices&posters

Introduction letters

certificates

Notes & bills

◆Used for internal communication Used for immediate communication

3.2.1 Memorandums

memo

Communicate information Explain new procedures Announcement Make requests

Confirm results

Offer advice

Memorandum To: All Staff / Section Heads / Winfield Johnson From: Mike Print,Sales Manager/David Smith, Administrative Officer Date: May 12, 2005 Subject: Planning of Work Schedules July-December Instructions for New Safes Add New Machines and Operators

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3.2.1 Memorandums

Memorandum To: Mr. Blacks From: Mike print,Sales Manager Date: July 16, 2005 Subject: Statistics on Total Sales in May The statistics on total sales in May that you asked for are attached. These figures are for the last month. If you want to know the sales details of each department, you can contact me directly. Please give me a copy of the report you prepare from these statistics before 20 July.

3.2.1 Memorandums (SAMPLE 1)

Memorandum

To: All Staff From: Mike print, Personnel Manager Date: July 10, 2003 Subject: Staff Discount Employees are entitled to a 12% discount on books at any of our branches. To obtain a discount, simply present your discount card so that your staff number is keyed in with each purchase. You may collect your employee discount card at my office.

3.2.1 Memorandums (SAMPLE 2)

3.2.1 Memorandums (exercise 1)

Suppose you work for a company which produces washing machines. You are filing orders of the goods from clients and find that the price in the spring catalogue ($123.67plus tax and shipping) is different from that in the department records ($132.67 plus tax and shipping). Write a short memo to Mr.Jury Antonio ,the sales manager: Tell him what you have found; Ask which is the correct price; Ask for a prompt reply; Write 30-40 words in your memo.

Memorandum

To: Mr. Jury Antonio, Sales Manager From: Eileen Date: March 10, 2006 Subject: Confirm The Correct Price of Goods

I am filing orders of the washing machines from clients . I found that the price in the spring catalogue is $123.67(plus tax and shipping), but the price in the department records is $132.67(plus tax and shipping).So I want to know which is the correct price for the clients. Please give me your reply as soon as possible so that I can finish the orders. Thank you!

3.2.1 Memorandums (exercise 1 )

3.2.1 Memorandums (exercise 2 )

人力资源部经理写了一份备忘录给他的部门主管，大

致内容如下：你需要的公司员工上一年度缺勤情况的统计

数据提供给你，请就此份统计数据于 2 月 8 日前提交相关

的报告，如有任何问题可以直接同我联系。

Memorandum

To: Miss Lily From: Sonia Louis, Human Resources Manager Date: Feb 1st, 2006 Subject: Statistics on Staff Absenteeism

The statistics on staff absenteeism of last year ,which you asked for are attached. Please forward me a copy of the report you prepare from these statistics before Feb 8 . If you would like to discuss with me , you can contact me directly.

3.2.1 Memorandums (exercise 2 )

MEMORANDUM

To: MaryFrom: EileenDate: Subject: Regarding Arrangement of Mr. Douglas’ Visiting Mr. Douglas, president of Goldsmith Company is coming to visit our electronic component factories. Please make certain of his exact arrival date, therefore you can reserve a hotel room for him. In the meantime, make out a visiting timetable, please.

3.2.1 Memorandums (exercise 3) (Printed Material)

3.2.2 Minutes:

the record of a meeting or a dialogue

factual brief

Devoid of editorial opinion and comments

Minutes of a Monthly Meeting of Board of Directors(Formal)

Time: March5,2004, 2:30 p.m. Place: Meeting Room, fifth floor, International Trade Building Participants: All the directors Absent with regrets: Chairman: Chairman of the board, Mr. Louis Minutes keeper: Lily

1.-------------------------------------------------------------------------- 2.-------------------------------------------------------------------------- 3.--------------------------------------------------------------------------

Elements

content

Minutes of a Monthly Meeting of Board of Directors(Agenda)

Time: March5,2004, 2:30 p.m. Place: Meeting Room, fifth floor, International Trade Building Participants: All the directors Absent with regrets: Chairman: Chairman of the board, Mr. Louis Minutes keeper: Lily Agenda: 1.-------------------------------------------------------------------------- 2.-------------------------------------------------------------------------- 3.--------------------------------------------------------------------------

1.----------------------------- ------------------------------------------------------------------------ ----------------------------------------------------------------------------- 2.----------------------------- ------------------------------------------------------------------------

Elements

content

Minutes of a Monthly Meeting of Board of Directors(Formal)

Time: March5,2004, 2:30 p.m. Place: Meeting Room, fifth floor, International Trade Building Participants: All the directors Absent with regrets: Chairman: Chairman of the board, Mr. Louis Minutes keeper: Lily

The chief items at the meeting: After the meeting was declared open, Mr.Louis,chairman of

the board, made a report on the work and total sales of the

company at this season, which was followed by a heated discussion. All the directors agreed to hold a press conference for the company next month. The meeting suggested inviting experts from Canada to

give a training course to all the employees of the company. The meeting adjourned at 6:00p.m.

Elements

content

Do exercises (1) :

Some meetings need an _______The secretary keeps the _______A ______ voted in favor of increasing holiday allowances.How many people are going to ____the meeting?A meeting needs a _____to held the meeting.Before the main meeting we had a short ___ meeting.At 12:00 we decided to _____ for lunch.Let me know what the _____ of the meeting is.

Do exercises (1):

Every meeting needs an agendaThe secretary keeps the minutes.A majority voted in favor of increasing holiday allowances.How many people are going to attend the meeting?A meeting needs a chairperson to held the meeting.Before the main meeting we had a short preliminary meeting.At 9:00 we decided to adjourn for lunch.Let me know what the outcome of the meeting is.

3.2.1 Minutes (exercise 2 )

4 月 3 日上午 9:00, 福建麦克投资有限公司在公司会议室召开部门经理周例会 , 会议由总经理主持，会议记录 :LILY.

会上，总经理对上周的工作作了总结。 各部门经理发言： 人力资源部经理： 人力资源部将于本周安排对市场部员工进行客户服务的培训。 财务部经理： 财务部经理汇报了上月收支状况： 收入 100 万元，支出 30 万元 .

市场部经理： 商品交易会将于 4 月 10 日在广州举行，希望各部门支持。

会议于 10 ： 00 结束。

Minutes of a weekly Meeting of Section Heads

Time: April 3,2005, 9:00 a.m. Place: The Meeting Room of The Company Participants: General Manager, All the section heads Absent with regrets: Chairman: General Manager Minutes keeper: Lily

At first, general manager summarized the work of last week. Each section head said: The human resources department : The human resources department will arrange customer service training to the employees of the marketing department. The financial department: The financial manager reported receipts of ￥ 1000,000 , expenditures of ￥ 500 ， 000 last month. The marketing department: The trade fair will open on April 10 in Guangzhou . He wished that all the departments would support it. The meeting adjourned at 10:00 a.m.

3.2.1 Minutes (exercise 3- Printed Material )

Minutes of a Monthly Meeting of Board of Directors

Time: March5,2004, 2:30 p.m. Place: Meeting Room, fifth floor, International Trade Building Participants: All the members of international marketing team Absent with regrets: Chairman: The director of international marketing department Minutes keeper: Lily

3.2.1 Minutes (exercise 3- Printed Material ) After the meeting was declared open, The director of international marketing department made a brief report on declining by 25% of Hall Gold share of the Asian instant coffee market, and ask all to analysis the problem and give suggestion on how to improve the market share. There are several reasons for this problem: 1. 2. 3. 4.

The members give suggestions on how to improve the market share: 1. 2. 3. 4. 5. 6. 7.

The meeting adjourned at 6:00p.m.

3.2.4 Notices:

Readable Legible Succinct

Definite title

3.2.4 Notices: (sample 1)BUSINESS MEETING ANNOUNCEMENT

Our company will hold its monthly business meeting next Monday,November 26,at 7 p.m. in Singapore. Company president Howard Dorman will first introduce some new company officials. They will introduce their responsibilities briefly. Marsha Wilson, company sales manager, will discuss our newest product. The company expects to start selling this item in about 6 months. The meeting will last about two hours. Clients can meet with company officials for a short time after the meeting.

Administrative Department November 10, 2005

3.2.4 Notices: (sample 2)

ANNOUNCING THE NEW PERSONNEL MANAGER

Miss Chen Li is appointed as the Personnel Manager of our company, effective March 1 , 2002. This announcement is made with great pleasure and satisfaction.

Wang Ping CEO Feb 10, 2002

3.2.4 Notices: (exercise 1 )

Write a notice of Zhang Zhi Ping as the Financial Manager of our company, effective May 4, 2006.

General manager Li Gang announced.

3.2.4 Notices: (exercise 1)

ANNOUNCING THE NEW PERSONNEL MANAGER

Zhang Zhi Ping is appointed as the Financial Manager of our company, effective May 4 , 2006. This announcement is made with great pleasure and satisfaction.

Wang Ping General Manager May2 , 2006

Notices: exercise 2

公司要在下周四下午两点在公司会议室召开会议。目的是探讨明年每个部门的预算，要求每个部门经理准备好相关的资料准时参加。

你是某公司总经理办公室的秘书，总经理让你就上述事宜写一个通知。

Notices: exercise 2 (keys)

Announcement of the Meeting We will hold the meeting at 2:00 P.M. in the afternoon of n

ext Thursday in our meeting room. The purpose of the meeting is to discuss the budget of each department in the next year. Each section head must prepare well some concerning materials for the meeting and attend on time.

The General Office May 2 , 2007

3.2.4 posters:

ReadableLegible Succinct

Definite title

Fonts Size

﹢Attractive pictures Very few words

3.2.4 posters: (exercise 1)

篮球友谊赛海报： 由我院学生会文体部主办的，闽江学

院校队和我院院队将于 2006 年 9 月 25日（星期六）下午 4 时在水泥球场举行篮球友谊赛。热烈欢迎大家出席观看。

发布日期： 2006 年 9 月 21 日

POSTERFriendly Basketball Match

Under the auspices of the Recreational and Physical Culture Department of the Students’ Union of the College, a friendly basketball

match will be held between Min Jiang Institute Team and ours on the cement basketball court on Saturday, Sept.25,2006 at 4:00 p.m.

the Recreational and Physical Culture Department of the Students’ Union

Tuesday,Sept.21

3.2.5 Certificates:

Identity Certificate;Resume Certificate;Certificate of Leaving OfficeDoctor’s Certificate; Notarial Certificate;

3.2.5 Certificates:

Certificate of ____ / ___ Certificate

To Whom It May Concern,(Dear Sir/Madam), This is to certify that________________________________________________________________________________________________________________________________________________________________________________________ Sincerely

yours, ____________Mar.3,2006

3.2.5 Certificates: (exercise 1)

李英小姐在我司市场部任市场代表三年，但因个人原因要求离职。她离职后，要求公司为其出具有关证明，证明其在我司工作的岗位，时间以及我们对她的工作感到满意。时间： 2006 年 3 月 5 日

3.2.5 Certificates: (exercise 1)

Certificate of Leaving Office

This is to certify that Miss Li Ying has been a marketing executive of marketing department of our company for the past three years and has been working to our complete satisfaction. She is now leaving our company of her own accord. Any enquiries regarding her will be answered by. Yours faithfully John Smith General

Manager ___company

Mar.5,2006

3.2.5 Certificates: (exercise 2)

你要出国留学了，要翻译自己下列的毕业文凭。

毕业文凭 学生－－，性别－，福建省福州市人，－－年－月－日出生，

2006 年 9 月至 2009 年 7 月在本校应用外语系商务英语专业三年学习期满，学完教学计划规定的全部课程，考试成绩合格，准予毕业。

福州职业技术学院 文凭登记号码： 9011008 院长孙芳仲 签发日期： 2009 年 7 月 15日

3.2.5 Certificates: (exercise 2)

DIPLOMA Wang Xing-hua, female, born on Nov.23,1986, native of Fuzhou,

Fujian, was an undergraduate student majoring in Business English in Applied Foreign Language Department of Fuzhou Polytechnic during September,2006 to July,2009. She has completed all the prescribed three year under graduate courses, passed all the examinations and is entitled to be a graduate of Fuzhou Polytechnic.

Sun Fang-zhong No.9011008 President of Fuzhou Polytechnic Issued in : July 15,2009

3.2.5 introduction letters: (exercise 1)

兹介绍我司市场部代表王明先生来你处联系有关建立新的子公司一事，请予接洽为荷。 强生公司行政部

3.2.5 introduction letters: (exercise 1)

To Whom It May Concern, The bearer of this letter, Mr. Wangming, the marketing e

xecutive of our company , is entrusted with the task of establishing new subsidiary company. Please favor him with an interview.

Administrative Department Johnson Company

3.2.5 introduction letters:

To Whom It May Concern, I have the honor to introduce to you --------------------------------------------------------------------------------. Any courtesy you may show him will be appreciated.

3.2.5 introduction letters: (Exercise 2)

亲爱的密斯先生： 兹介绍我的好友张先生，他调至你处工作。由于他对贵城市不熟悉，请予以关照，深为感谢。

您忠实的－－－－

3.2.5 introduction letters: (Exercise 2)

Dear Mr. Myth, I have the honor to introduce to you my esteemed friend, Mr. Zhang. He is now transferred to your place and he is not familiar with your city. Any courtesy you may show him will be appreciated.

Yours Truly,

3.2.5 Notes: (exercise 1)

亲爱的张华： 刚才海尔公司的黄强打来电话，说他明天下

午要来看你。 李兰 周二上午 9 点

3.2.5 Notes: (exercise 1)

9:00 A.M. TuesdayZhanghua : Mr. Huangqiang of Haier Company has j

ust rung up saying that he will call on you tomorrow afternoon.

Lilan