英语应用文写作教学课件（示范）课程编号：12x5003教学课件：Week 11ReviewType 1Type 2 Memos, Agenda & Minutes of a MeetingType 3 Telegrams, TelexesReview: FormAnnouncements: 1) in the form of a letter: directed outward to announce changes in the address/ phone number, or in executive personnel, to announce the establishment of new branches, the change in product prices, etc. 2) in the form of a notice: directed inward to cover a wider range of topics. 3) in the form of a broadcast: delivered on emergent occasions.Attention: Another place for“Name of the Unit ” is above the body.Notice/NoteAttention: Another place for “Date ” is above the body.Review: ContentRule of RelevancyReview: LanguageBe concise and precise. Attention to the integration of formality and emotion of language. Study the following instances and consider the use of pronouns and impersonal structures.1aWe are pleased to inform you that on account of rapid increase in the volume of our trade with New York, we have decided to open a new branch at 314 Broadway with Mr. Li Xiao-gang in charge.1bIt is a great pleasure to inform you that approved by the Board of Directors the Personnel Department has decided to appoint you the secretary of General Manager.2aWe are so sorry to inform you that due to the present economic depression, the board of directors has decided to dismiss some employees from their posts, and you are one among them.2bWe regret to inform you that we have received no reply to our letter in which we asked for settlement of our account sent to you on June 20.3aWe inform you that the business hitherto carried on in the name if J. B. & Co. will be continued under the style of Jack Black & Company, Limited.3bThis is to announce the establishment of Hunan Trading Company in this city for the purpose of carrying on import and export business as well as other activities in connection with foreign trade. 3cIt is hereby proclaimed that the Board of Directors has decided to appoint Ms Liu Ling secretary of the management.Activity 1Directions: Read the criteria of “good announcement” listed below. Then form pairs and examine your partner’s announcements. Point out the problems, if any, to him/her.A good announcement should--- specify all the relevant details concerning who, what, why, when, where and how;--- be clear and precise in language;--- be complete yet concise in content;--- provide explanation for unusual or unexpected happenings.Activity 2Attention: This is less formal.Activity 3Directions: Please translate the following announcement into English.Reference:Type 2 Memos, Agenda & Minutes of a MeetingA memorandum is an informal document usually short and on a single subject calling attention to or reminding the recipient of something important. It serves as an exchanging of information between departments within a business or official agency or between agencies for the following purposes:1)To give information;2)To request information;3)To request action;4)To put forward suggestionsThe format of a memorandum is diagramed as follows:Attention:1. The element “Date ” may appear in different places.2. Sometimes “Subject ” is replaced by “Reference ”.When it appears in the form of a letter, a memo usually includes--- Heading (Addresser ’s Name, Address, Phone No., Telegram No., Telex No., etc.). If this is already inscribed on the top of the stationary, it begins with--- Date,--- Addressee ’s Name, Title, Address--- Subject [1]--- Salutation--- Body--- Complimentary Close--- SignatureAttention: Subject should be centered when it appears below the salutation.Sometimes a memo may include information about distribution list, copy notation (C. C.) or even enclosure. The format then is like this:Activity 1Directions: read the sample and generalize the features. SampleCritical Review:1) Name of the company, addressee, addresser, subject and date2) The addressee’s title3) Subject4) Complete date5) “CONFIDENTIAL”6) Structure: Para. 1 Main idea -→ Para. 2 Details-→ Para. 3 Response expected7) Language: clear, concise, complete, correct, courteous8) Sentence structure9) Tone: Courteous & professionalFeaturesAn acceptable memo(randum) should--- include Title line, specifying the receiver, the sender, the subject and the date;--- tell information related to the company, from sales to bowling team;--- place the major information in the first paragraph, then needed detail and if necessary required action or response from the audience;--- usually not be so formal;--- keep record or require action (that is, the receiver should keep a copy);--- follow the standardized format: single space, block format; double space between paragraphs, triple space before the body.Activity 2Directions: Suppose you are the office director. Please write a memo to remind heads of departments of certain arrangements during Managing Director’s absence. Your memo should include the following points given in Chinese:第一，经理出发的时间；第二，副经理将负责日常事务，并主持下一次的例会；第三，本周的例会取消，通知下一次例会的时间。
