Lesson 4 Memos A memo is a way of written communication frequently used between offices in a company for te purpose of reminding employees of something important. It’s normally short and informal. 备忘录是一种公司内部常用的书面交流方式，用于提醒会议日程、任务目标等重 要事宜。通常情况下。与信件相比，备忘录较为简短，且属于非正式的书面交流 形式。 MEMORANDUM From: HGW To: Department managers Date: 21/4 Subject: In-service English classes C.C: Bobo From Monday 8 May English classess will be held in the Training Centre (room 317). There will be two groups: intermediate level (8:30-10:00) and advanced level (10:30-12:00). Please encourage your staff to attend one of the sessions. All teaching materials will be provided but students will be expected to do homework and preparation outside working hours. Please send me the names of all interested staff by noon on Wednesday 26 April. They will be given an informal oral test during the first week of May so that we can decide which of the classes is best for them. The size of each class will be limited to 12 participants. HGW (signature) Revision Match the English words in the left column with their Chinese meaning in the right. Group 1 postpone 办公室内部的 memo(randum) 收件箱 correspondence 推迟，延迟 communication （书面形式的）交流沟通 in-box 备忘录 intra-office 交流沟通 Group 2 conference 张贴 post 禁止 misplace 适用于 prohibit 混乱，乱七八糟 clutter 会议 apply to 弄错地方 Group 3 strictly 警告 restrict 坚持 copy 严厉地 warning 试用，实习 probation 复印件，副本 persist 限制 Group 4 gossip 部门 termination 聊八卦 department 关于…… dictation 分发 offense 终止，结束 regarding 记录，听写 distribute 违反，冒犯 Phrases Examples bulletin board hear about I didn’t hear about the meeting tomorrow. get lost My important document got lost on my desk. effective immediately pile up Books get piled up on my desk. ※ Dialogue 1 A：I've been waiting here in the conference room for ten minutes already．What time does our meeting start? Where is everyone anyway? B：Didn’t you hear about that? Our meeting was postponed until Friday． A：What? The meeting was postponed? No one told me anything about it． B：Didn’t you get the memo? A：What memo? There haven’t been any memos this whole week． check my in- box I every day．and I haven’t seen anything． B：The memo went out three days ago．It should have made it to your in-box，but maybe it got lost in all the clutter on your desk． A：You know how things get piled up on my desk when I am busy. I know that sometimes I do misplace things，but I always read all the memos that go around． They go directly to my in-box．Are you sure it was sent to the whole office? It B： should have gone around to everybody． They also posted a copy of the memo in the break-room．Don’t you ever look at the messages posted on the bulletin board? A：I'm usually too busy to take a bunch of coffee breaks and gossip by the water cooler．Anyway，I am sure the memo never got to my in-box．I'll have to talk to our secretary about it． B：That’s right．You never know what you’re missing out on if you don’t read the memos. ※ Dialogue 2 A：Ms．Dawson，I need you to take a dictation for me． B：Yes，sir… A：This should go out as an intra-office memorandum to all employees by this afternoon．Are you ready? B：Yes，sir．Go ahead． A：Attention all staff…Effective immediately， office communications are restricted all to email correspondence and official memos ． The use of Instant Message programs by employees during working hours is strictly prohibited． B：Sir，does this apply to intra-office communications only? Or will it also restrict external communications? It not A： should apply to all communications， only in this office between employees， but also any outside communications． But B： sir， many employees use Instant Messaging to communicate with their clients． A：They will just have to change their communication methods．I don’t want any- one using Instant Messaging in this office．It wastes too much time! Now，please continue with the memo．Where were we? B：“This applies to internal and external communications． A：Yes．Any employee who persists in using Instant Messaging will first receive a warning and be placed on probation．At second offense，the employee will face termination ． Any questions regarding this new policy may be directed to department heads． B：Is that all? A：Yes．Please get this memo typed up and distributed to all employees before 4 pm． Practice Please translate the following sentences into English. 1 John，你的收件箱里有一封新的备忘录。 John, there is a new memo in your in-box. a new memo has come to your in-box. 2 公告栏上张贴着一张备忘录的复印件。 A copy of the memo is posted on the buletin board. There is copy of the memo posted on the buletin board. 3 Jasmine，明天中午之前请务必把这份文件分发给所有员工。 Jasmine, please get the memo distributed to all employees(staff) before tomorrow noon. Jasmine, please get the memo gone around to all employees before tomorrow noon. 4 听说市场营销部经理因为和小秘闹绯闻，可能要下课。 It was said that the marketing manager might be fired(dismissed) as a result of the affair with his secretary. 5 此项规定立即执行：上班时间严禁用 QQ 聊天。 This rule shall be effective immediately: QQ-chatting (chatting by QQ) is strictly prohibited during working hours.