Internal Cormunication商务英语写作第三章 By the end of this task you should be able to: Identify the characteristics of notices,penos,neeting minutes 学习目标 and business reports Understand the basic elements of these types,avoid common errors when writing Write effective writings of these types Wang Hua is also responsible for composing general documents within the company imvolving notices,nemos,neeting ninutes and business 学前准备 reports in order to get familiar vith the daily operations of the company. The company is to give a computer training progran to the employees in the Dispatch Division to familiarize 学前思考 then with the nev dispatch software that has just been introduced.Wang Hua is asked to write a notice about this. Unit I.Overview Thre 0 Task One II.General Inte Notices Format rnal III. Case Comm 8tud级 unic IV.Useful atio Expressions and 误程学习 Structures V.Exereisos 注：标记红色的录入题库 Recently the company has received quite a fev complaints from custoners that they received the correct order with wrong invoices.The Manaxing Director.Thomas L Burgun.shows mach 学前思考 concern over the issue.Nang Hua has to Task Two write a nemo to all the workers in the VEMOS Dispatch Departnent,passing on Mr. Burgun's concern and asking then to sork attentively and double-check the invoices. I.Overview II.General
1 Internal Communication_商务英语写作第三章 Unit Thre e Inte rnal Comm unic atio n 学习目标 By the end of this task you should be able to: • Identify the characteristics of notices，memos，meeting minutes and business reports • Understand the basic elements of these types，avoid common errors when writing • Write effective writings of these types 学前准备 Wang Hua is also responsible for composing general documents within the company involving notices, memos, meeting minutes and business reports in order to get familiar with the daily operations of the company. 课程学习 Task One Notices 学前思考 The company is to give a computer training program to the employees in the Dispatch Division to familiarize them with the new dispatch software that has just been introduced. Wang Hua is asked to write a notice about this. I. Overview II. General Format III. Case studies IV. Useful Expressions and Structures V.Exercises 注：标记红色的录入题库 Task Two MEMOS 学前思考 Recently the company has received quite a few complaints from customers that they received the correct order with wrong invoices. The Managing Director, Thomas L. Burgum, shows much concern over the issue. Wang Hua has to write a memo to all the workers in the Dispatch Department, passing on Mr. Burgum’s concern and asking them to work attentively and double-check the invoices. I. Overview II. General
Fornat III. Case stud山ies IV.Usoful 卫xpress1ans and Structures V.Exerci8e8 注：标记红色的录入题库 Although the company has been growing at a steady rate during this year. there are still many obstacles in selling and marketing because of various factors.such as the 学前思考 unexpected econonic decline.The board of directors plans to launch a new project in order to help the company out of the crisis.Nang Hua is asked to Task Three write a report ahout the possibilities Busine88 of launching their new project. Reports I.Overview II.General Formt III.Case Studies IV.Useful Expressions and Strueture8 V.Exercises 注：标记红色的录入题库 The weekly meeting of the board of directors is to be held tomorrow afternoon.Nang Hua is asked to write minutes to record what vill happen 学前思考 during the meeting.He is rather coafused now since he has never written Task Four meeting minutes before.Here are the Meeting instructions on bow to write neeting Minutes ■inutes, 1.Overview II.General Format III. CnSA
2 Format III. Case studies IV. Useful Expressions and Structures V.Exercises 注：标记红色的录入题库 Task Three Business Reports 学前思考 Although the company has been growing at a steady rate during this year, there are still many obstacles in selling and marketing because of various factors, such as the unexpected economic decline. The board of directors plans to launch a new project in order to help the company out of the crisis. Wang Hua is asked to write a report about the possibilities of launching their new project. I. Overview II. General Format III. Case Studies IV. Useful Expressions and Structures V.Exercises 注：标记红色的录入题库 Task Four Meeting Minutes 学前思考 The weekly meeting of the board of directors is to be held tomorrow afternoon. Wang Hua is asked to write minutes to record what will happen during the meeting. He is rather confused now since he has never written meeting minutes before. Here are the instructions on how to write meeting minutes. I. Overview II. General Format III. Case
Studfes IV.Useful Expressions and Structures V.Exercises 注：标记红色的录入题库 直播课堂 主题时论 Task One Notices The cospany is to give a cooputer training progran to the employees in the Dispatch Division to fasiliarize thes with the new dispatch software that has just been introduced.Nang Mia is asked to write a notice about this. I.Overview Notices are docunents typically used for internal and external business comrunication which can be produced in the form of a letter.a meno,a posteard or an enail nessage. 1.Pur988 As an effective means of written communication,notices are widely used by individuals and organizations to publicize social events,to report oe mtters of general interest to staff:to inform staff of instructions,to issue public instructions,to make appeals and to extend invitations.ete.Notices are ained to reach a comparatively large number of audiences,i.e.,to he sent to reach a lot of people. 2.Content An effective notice ought to include the following: Name of the Organization issuing the notice; Date of issuing of the notice: The heading“Notice or 'NOTICE'; A suitable description/eye-catching caption or heading to hold the immediate attention of the reader: Purpose for which it has been written like calling a neeting.drawing attention, making an appeal or informing general public about some issue of common concern etc: Details of schedule i.e.date,tine,venue,programme,duration etc.in case the notice is about an event to be orgamized in the near future. 3
3 Studies IV. Useful Expressions and Structures V.Exercises 注：标记红色的录入题库 直播课堂 主题讨论 Task One Notices The company is to give a computer training program to the employees in the Dispatch Division to familiarize them with the new dispatch software that has just been introduced. Wang Hua is asked to write a notice about this. I. Overview Notices are documents typically used for internal and external business communication which can be produced in the form of a letter, a memo, a postcard or an email message. 1. Purpose As an effective means of written communication, notices are widely used by individuals and organizations to publicize social events, to report on matters of general interest to staff; to inform staff of instructions, to issue public instructions, to make appeals and to extend invitations, etc. Notices are aimed to reach a comparatively large number of audiences, i.e., to be sent to reach a lot of people. 2. Content An effective notice ought to include the following: Name of the Organization issuing the notice; Date of issuing of the notice; The heading ‘Notice’ or ‘NOTICE’; A suitable description/eye-catching caption or heading to hold the immediate attention of the reader; Purpose for which it has been written like calling a meeting, drawing attention, making an appeal or informing general public about some issue of common concern etc; Details of schedule i.e. date, time, venue, programme, duration etc. in case the notice is about an event to be organized in the near future
3.Consideratioas Since the ain of notices is mainly to inform and persuade.notices should be clear. coneise,complete and concrete so as to reach the understanding of all who may read 1t, II.General Format Heading Body Nane of a person issues the notice Position of a person issues the notice Date of notice is written There are a few very important points to remember when writing a notice: Notices can use capital letters for details such as nanes of organizations, captions,an important detail within the message itself. The date of the notice can be placed at the top right or left,or bottom right or left hand corner. The content of the notice is often centered within a 'box'. The individuals responsible for issuing the notice indicate the nane below the signature in parenthesis,followed by their designations. Coaplete sentences need not always be used. Abbreviations and synbols can be used. III.Case studies Sample 1 NOTICE OF VFETING The monthly sales meeting will be beld in Room 801 on October 31.Friday,at 3:00 p.n All sales representatives are expected to be present at the meeting. The Manager Office October 28.2009 In Sample 1.what comes first is the title in capital letters and then the content delivering the information about something to be announced,followed by the writer. a proper noun here,gemerally the nane of the office or departrent.Finally,the date when the notice is issued
4 3. Considerations Since the aim of notices is mainly to inform and persuade, notices should be clear, concise, complete and concrete so as to reach the understanding of all who may read it. II. General Format Heading Body Name of a person issues the notice Position of a person issues the notice Date of notice is written There are a few very important points to remember when writing a notice: Notices can use capital letters for details such as names of organizations, captions, an important detail within the message itself. The date of the notice can be placed at the top right or left, or bottom right or left hand corner. The content of the notice is often centered within a ‘box’. The individuals responsible for issuing the notice indicate the name below the signature in parenthesis, followed by their designations. Complete sentences need not always be used. Abbreviations and symbols can be used. III. Case studies Sample 1 NOTICE OF MEETING The monthly sales meeting will be held in Room 801 on October 31, Friday, at 3:00 p.m. All sales representatives are expected to be present at the meeting. The Manager Office October 28, 2009 In Sample 1, what comes first is the title in capital letters and then the content delivering the information about something to be announced, followed by the writer, a proper noun here, generally the name of the office or department. Finally, the date when the notice is issued
Sanple 2 To:All Staff Fron:Human Resources Departrent Date:June 6,2009 Subject:Appointnent of a New Vice President Grandon Louis is pleased to let you know that,effective from June 10th.Mr.Brox will be our new Vice President.He will replace Mr.Feng Shusheng,who is retiring next month after 36 years of imvaluable contribution to the company. Mr.Bronx will be concurrently serving as Manager of Dispatch Division.We hope that you will give Mr.Bronx the same loyal support as you did to Mr.Feng during his tenure of office.Your cooperation will be mch appreciated. Sample 2 is a notice in the form of a memo.which enables the staff in a company to know a change in top managenent.The readers get the key information clearly at a glance from the guide words like 'to','from'and 'date'.The 'subject' tells the purpose for issuing the notice.The first paragraph in the body gives detailed information about the personnel change and the final paragraph calls for cooperation from the readers. Sample 3 Xinhun Book City Nev Chain Store Opening Xinhua Book City is proud to ansounce the opening of a new chain store on Saturday,Jan.10th at 63 Xiaobei Road. The new chain store will offer you various books,ranging from classic books to modern ones,from prose to novels,froa comic books to scientific ones.It also provides medical books for elderly people,cooking materials for housewives.fashion magazines for young ladies,and knowledge-based books for students. To mark this special occasion.ve offer a special opening discount to our custoners.Just fill in the following coupon and bring it to us between Jan.10th to Feb.10th,and you will enjoy a 20%discount on any book you purchase. Sample 3 is a formal notice,which coatains three parts.The first part is the title in capital letters and then the content delivering the information of a new chain book store.The second part introduces the books to sell in the store.The third part tells the customers what services the book store will offer. IV.Useful Expressions and Structures 1.Stating the body of a notice (1)The monthly sales meeting will be beld in Room 801 on October 31.Friday,at 3:004L
5 Sample 2 To: All Staff From: Human Resources Department Date: June 6, 2009 Subject: Appointment of a New Vice President Gramdon & Louis is pleased to let you know that, effective from June 10th, Mr. Brox will be our new Vice President. He will replace Mr. Feng Shusheng, who is retiring next month after 36 years of invaluable contribution to the company. Mr. Bronx will be concurrently serving as Manager of Dispatch Division. We hope that you will give Mr. Bronx the same loyal support as you did to Mr. Feng during his tenure of office. Your cooperation will be much appreciated. Sample 2 is a notice in the form of a memo, which enables the staff in a company to know a change in top management. The readers get the key information clearly at a glance from the guide words like ‘to’, ‘from’ and ‘date’. The ‘subject’ tells the purpose for issuing the notice. The first paragraph in the body gives detailed information about the personnel change and the final paragraph calls for cooperation from the readers. Sample 3 Xinhua Book City New Chain Store Opening Xinhua Book City is proud to announce the opening of a new chain store on Saturday, Jan. 10th at 63 Xiaobei Road. The new chain store will offer you various books, ranging from classic books to modern ones, from prose to novels, from comic books to scientific ones. It also provides medical books for elderly people, cooking materials for housewives, fashion magazines for young ladies, and knowledge-based books for students. To mark this special occasion, we offer a special opening discount to our customers. Just fill in the following coupon and bring it to us between Jan. 10th to Feb. 10th, and you will enjoy a 20% discount on any book you purchase. Sample 3 is a formal notice, which contains three parts. The first part is the title in capital letters and then the content delivering the information of a new chain book store .The second part introduces the books to sell in the store. The third part tells the customers what services the book store will offer. IV. Useful Expressions and Structures 1. Stating the body of a notice (1) The monthly sales meeting will be held in Room 801 on October 31, Friday, at 3:00 p.m
每月一次的销售会议将在十月三十一日，星期五，下午三点在801室爷行， (2)All sales representatives are expected to be present at the meeting. 希望所有的销售代表出席会议。 (3)Gramdon Louis is pleased to let you know that,effective from June 10th.Mr. Brox will be our new Vice President. Grandon意auis公可根袋幸地告诉大家，从六月十号开始布洛克所先生将担任公司的 新任刷主席。 (4)Mr.Brox will be concurrently serving as Manager of Dispatch Division. 布洛克斯先生还将担任江销部轻理， (5)The new chain store will offer you various books,ranging from classic books to moderm ones.from prose to novels,from comic books to scientific ones. 这家新的连顿店将会提供各种书籍。从古典到现代，从散文到小说，从漫画面到科着书萌 应有尽有。 (6)Your cooperation will be much appreciated. 非常感谢您的合作。 (7)You will enjoy a 20%discount on any book you purchase. 您购买的任何书籍都可享受八折优惠。 2.Position of a notice lanaging Director总经理，常务经理 Safety0 fficer安全办公室主任 Sales Manager销售经理 Vice President and Secretary副主席兼径书 Hunan Resources Manager人力资辉都经理 The Manager Office经理办公室 Ne雨ords and Phra8es effective[i'fektiv]adi.有效的，生效的 replace[rf'pleis】v,.代替 contributioa['kontri'bj加：∫an]n.贡献，它的动问为contribute. 1 nvaluable【in'vzl juabl】ad.小无法估计的，无价的。非常宝贵的 tenure'tenjua】n.占有权，占有：使用，使用权 Exercises: 1.Use demonstratives and indefinite pronouns "some,all,this,each,every"to fill in the blanks. ate:Feh.25,2010 1o: (1)Employees in Academic Affairs Dept.Student Affairs Dept. Fron:Nang Shiwei Subject:Preparation for New Semester
6 每月一次的销售会议将在十月三十一日，星期五，下午三点在 801 室举行。 (2) All sales representatives are expected to be present at the meeting. 希望所有的销售代表出席会议。 (3) Gramdon & Louis is pleased to let you know that, effective from June 10th, Mr. Brox will be our new Vice President. Gramdon & Louis 公司很荣幸地告诉大家，从六月十号开始布洛克斯先生将担任公司的 新任副主席。 (4) Mr. Bronx will be concurrently serving as Manager of Dispatch Division. 布洛克斯先生还将担任营销部经理。 (5) The new chain store will offer you various books, ranging from classic books to modern ones, from prose to novels, from comic books to scientific ones. 这家新的连锁店将会提供各种书籍，从古典到现代，从散文到小说，从漫画到科普书籍 应有尽有。 (6) Your cooperation will be much appreciated. 非常感谢您的合作。 (7) You will enjoy a 20% discount on any book you purchase. 您购买的任何书籍都可享受八折优惠。 2. Position of a notice Managing Director 总经理，常务经理 Safety Officer 安全办公室主任 Sales Manager 销售经理 Vice President and Secretary 副主席兼秘书 Human Resources Manager 人力资源部经理 The Manager Office 经理办公室 New Words and Phrases effective [i'fektiv] adj. 有效的，生效的 replace [ri'pleis] v. 代替 contribution ['kɔntri'bju:ʃən] n. 贡献，它的动词为 contribute. invaluable [in'væljuəbl] adj. 无法估计的，无价的，非常宝贵的 tenure ['tenjuə] n. 占有权，占有；使用，使用权 Exercises: 1. Use demonstratives and indefinite pronouns “some, all, this, each, every” to fill in the blanks. Date: Feb. 25, 2010 To: _______ (1) Employees in Academic Affairs Dept. & Student Affairs Dept. From: Wang Shiwei Subject: Preparation for New Semester
(2)joint neetings of the Academic Affairs Departnent and the Student Affairs Department will be held at 9:00 am.at 10:00 and 11:00 on Thursday,Feb.28th in the Conference Room. The purpose of (3)meeting is to prepare for_ (4)new semester.Prepare to report on (5)problea the Department can't solve. Please bring the tentative class schedules,rosters,and the school calendar to the meeting. 2.Translate the following sentences. 1)A joint peeting of the Academic Affairs Department and the Student Affairs Department will be held at 10 am on Thursday,Feb.28 in the Conference Room. 2)The purpose of the meeting is to prepare for the new senester.Prepare to report on the problens the Departnent can't solve. 3)Please bring the tentative class schedules,rosters.and the school calendar to the meeting. 4)这家新的连镇店将会提债各种书箱，从古典到现代，从散文到小说。从漫西到科普书萌 应有尽有。 5)皮尔森信息技术有限公司己开业。 )你将担任我公可的成本分析师和采购代理，同时你也会体会到这双重工作岗位的有理和 紧忙。 1.Write two notices according to the following situntions. Notice One 请写一粉欢避沃特曼先生的通知，内容如下： 玫迎沃特曼先生 沃特曼先生您好 欢迎修来到美标公司。修将粗任我公司的成本分析师和采胸代理。同时您也会体会到这 双重工作岗位的有题和繁忙。您的青景将在这两份工作中发挥重要的作用， 我们将尽快把您介绍给您的同事。并且希望能把他们看作您的队友，他们根友雪。如 果艺有任何需要都可以向他们请求桥助， 速上
7 _______ (2) joint meetings of the Academic Affairs Department and the Student Affairs Department will be held at 9:00 am, at 10:00 and 11:00 on Thursday, Feb. 28th in the Conference Room. The purpose of _______ (3) meeting is to prepare for _______ (4) new semester. Prepare to report on _______ (5) problem the Department can’t solve. Please bring the tentative class schedules, rosters, and the school calendar to the meeting. 2. Translate the following sentences. 1) A joint meeting of the Academic Affairs Department and the Student Affairs Department will be held at 10 am on Thursday, Feb. 28 in the Conference Room. __________________________________________________________________ __________________________________________________________________ 2) The purpose of the meeting is to prepare for the new semester. Prepare to report on the problems the Department can’t solve. __________________________________________________________________ 3) Please bring the tentative class schedules, rosters, and the school calendar to the meeting. __________________________________________________________________ 4) 这家新的连锁店将会提供各种书籍，从古典到现代，从散文到小说，从漫画到科普书籍 应有尽有。 __________________________________________________________________ 5) 皮尔森信息技术有限公司已开业。 __________________________________________________________________ 6) 你将担任我公司的成本分析师和采购代理，同时你也会体会到这双重工作岗位的有趣和 繁忙。 __________________________________________________________________ 1. Write two notices according to the following situations. Notice One 请写一份欢迎沃特曼先生的通知，内容如下： 欢迎沃特曼先生 沃特曼先生您好： 欢迎您来到美标公司。您将担任我公司的成本分析师和采购代理，同时您也会体会到这 双重工作岗位的有趣和繁忙。您的背景将在这两份工作中发挥重要的作用。 我们将尽快把您介绍给您的同事，并且希望能把他们看作您的队友。 他们很友善，如 果您有任何需要都可以向他们请求帮助。 谨上
Notice Two Wang Hua's company has been suffering a decline in orders because of the economic recession (worldwide.Only 55 of the workers are needed now.This Friday is their last day to work here.At the end of the day.the laid-off (workers can get their pay at the Accounts.The HR manager asks Nang Haa to write a notice to apologize for it and say thanks to the workers. Task Two MEMOS I.Overview Menos are amonz the most comon business mediun for comunication within an organization.They vary to a great extent in formality and complexity and have quite wide applications for both internal and external comunication.In this task.we focus on menos for only internal communication
8 Notice Two Wang Hua’s company has been suffering a decline in orders because of the economic recession（衰退）worldwide. Only 55 % of the workers are needed now. This Friday is their last day to work here. At the end of the day, the laid-off（解雇的）workers can get their pay at the Accounts. The HR manager asks Wang Hua to write a notice to apologize for it and say thanks to the workers. Task Two MEMOS I. Overview Memos are among the most common business medium for communication within an organization. They vary to a great extent in formality and complexity and have quite wide applications for both internal and external communication. In this task, we focus on memos for only internal communication
1.Funetion Memos can be precisely defined as "something that is used to remind",or "sonething that is used to draw soocone else's attention to a certain ntter". 2.Purpose Meros usually serve the following purposes-give instructions,notify events.seek inforation and offer ideas or suggestions.The internal use of neros can be fron superior to subordinate:it can go betweem equals:it can also be used by the subordinated to report to their superiors. 3.Content A meno usually consists of an opening.a hody,and a closing.A good memo generally discusses only one topic.A meno writer who describes a computer printer problem and also requests people to attend a comference runs a 50 percent failure risk.The reader may respond to the printer problen but forget about the coaference request. 4.Considerations The tone of nemos is expected to be conversational since the corrumicators are usually familfar with each other.Although warm and friendly,they should also be professional. II.General Fornst Sample Memo TO: FROM: DAT正 SUBJECT: First Sentence: Reason for the memo Second Sentence-Main Body: Instructions or information Closing Sentence What is required of the reader e.g Confirmation.answers or feedback
9 1. Function Memos can be precisely defined as “something that is used to remind”, or “something that is used to draw someone else’s attention to a certain matter”. 2. Purpose Memos usually serve the following purposes—give instructions, notify events, seek information and offer ideas or suggestions. The internal use of memos can be from superior to subordinate; it can go between equals; it can also be used by the subordinated to report to their superiors. 3. Content A memo usually consists of an opening, a body, and a closing. A good memo generally discusses only one topic. A memo writer who describes a computer printer problem and also requests people to attend a conference runs a 50 percent failure risk. The reader may respond to the printer problem but forget about the conference request. 4. Considerations The tone of memos is expected to be conversational since the communicators are usually familiar with each other. Although warm and friendly, they should also be professional. II. General Format Sample Memo TO: FROM: DATE: SUBJECT: First Sentence: Reason for the memo Second Sentence - Main Body: Instructions or information Closing Sentence What is required of the reader e.g. Confirmation, answers or feedback
Since meros are used VITHIN a company,they tend to be less formal than letters. Therefore,not all the parts used in letters are required.Although the present layouts of memos vary across companies,they are basically made up of two parts: neno head and body.which is shown as below: (1)Meao (or Merorandun) (2)To:the name of the recipient:usually the recipient's job title or department is often included: (3)From:the nane and job title or department: (4)Date:either date/month/year or month/date/year version:note the nonth can not be abbreviated; (5)Subjeet:the subject discussed in the content:a guideline for subsequent ffling. For the sake of business inage and convenience of writers,nany companies used printed memos,with meno bead and company-logo. III.Case studies Sample 1 A memo for a subordinate To:Nang Xiaoyan Fron:Mark ilson Subject:Weekly Meeting: Date:July 20,2010 Could you please prepare the notice and agenda for the next meeting of the Human Resources Department?Make it 26 July at three o'clock in the afternoon.Please issue the notice at least two days before the neeting.Include the usual itens plus the following: David wants to talk about holding a simulated interview.Be feels it's about time since last one occurred three months ago.Anna feels we should diseuss about the salary improvement and pronotion this year now that we've received several letters in which salary increase is claimed.What's more,include the issue of the prospective campus employnent of 2011.Please inform all the departnents that need more staff of handing over the employnent plan. Thanks! In Sanple 1.what comes first is the title in capital letters,then the reason for the mero.next gives instructions or delivers the information about something to be announced,finally,what is required for the reader. Sanple 2 A nemo sent to upper nanagenent 10
10 Since memos are used WITHIN a company, they tend to be less formal than letters. Therefore, not all the parts used in letters are required. Although the present layouts of memos vary across companies, they are basically made up of two parts: memo head and body, which is shown as below: (1) Memo (or Memorandum); (2) To: the name of the recipient; usually the recipient’s job title or department is often included; (3) From: the name and job title or department; (4) Date: either date/month/year or month/ date/ year version; note the month can not be abbreviated; (5) Subject: the subject discussed in the content; a guideline for subsequent filing. For the sake of business image and convenience of writers, many companies used printed memos, with memo head and company-logo. III. Case studies Sample 1 A memo for a subordinate To: Wang Xiaoyan From: Mark Wilson Subject: Weekly Meeting: Date: July 20, 2010 Could you please prepare the notice and agenda for the next meeting of the Human Resources Department? Make it 26 July at three o’clock in the afternoon. Please issue the notice at least two days before the meeting. Include the usual items plus the following: David wants to talk about holding a simulated interview. He feels it’s about time since last one occurred three months ago. Anna feels we should discuss about the salary improvement and promotion this year now that we’ve received several letters in which salary increase is claimed. What ’s more, include the issue of the prospective campus employment of 2011. Please inform all the departments that need more staff of handing over the employment plan. Thanks! In Sample 1, what comes first is the title in capital letters , then the reason for the memo, next gives instructions or delivers the information about something to be announced, finally,what is required for the reader. Sample 2 A memo sent to upper management