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Memos and letters are the two most common types of business communication. Memos resemble letters in that they communicate information and are commonly used in the world of business writing. However, memos differ from letters in several important ways:
Memos和Letters是两种最常用的商务沟通模式。通知和书信的相似之处在于，他们都用于信息交流，而且在商务沟通中应用广泛。而通知不同于书信的地方在于：
- Memos are almost always used within an organization
- Memos常用于组织内部
- Memos are usually unceremonious in style
- Memos在形式上通常不是很正式
- Memos are short and to-the-point
- Memos内容简明扼要
- Memos have a direct style
- Memos形势直入主题
- Memos do not have a salutation
- Memos开头没有称呼语
- Memos do not have a complimentary closing
- Memos 结尾没有问候语
- Memos have a specific format that is very different from a business letter
- Memos 的版式和商务书信不同
Some points to remember about good memo writing are as follows:
写好memo要记住以下几点：
- Be kind to your reader--use headings and bullets as necessary to make the memo easy to read and key points stand out.
多替读者着想－ 在memo中使用标题和重点号等必要手段来使你的memo条理清晰，便于阅读。
- Be concise--long sentences with complex construction do not belong in memos. Keep memos short and to-the-point.
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- Memo 要简洁－避免使用结构复杂的长句。Memo要简短明晰，重点突出。
- Come to the point first--always use a bottom-line statement at the very beginning of a non-sensitive memo.
直入主题－开头使用条理清晰的陈述语句。
- Remember memo format--never use a salutation or complementary closing with a memo.
注意memo的形式－不要在memo结尾使用问候语。
- Be coherent--limit each paragraph to only one idea. Keep your sentences flowing smoothly, and keep them short.
语言连贯－每一段限制为一个主题。语言表达通顺，简洁明了。
- Use a business-like tone--use the first person (I or we); use short, simple words; be as informal as the situation allows; use concrete, specific words.
使用商务语气－使用第一人称（I 或者 We），使用简短词汇，尽可能不要很正式，语言平实易懂。
- Proofread your work--always read your work (or have someone else read it) before you sent it out.
校对－在把memo公布之前，要重新阅读检查（或者找别人来读）
- Identify your audience--identify the person or persons to whom you are writing. Think about what they know, who they are, what they want to see or hear, how they are situated. Clarify your audience's background, context, and environment. Never, never, never write without identifying your audience first.
确认你的读者－确认你写的memo给谁看，考虑一下他们都已经了解了些什么，他们的身份，他们想听到或看到什么，以及他们所处的地位。清楚你读者的背景，上下文关系以及环境。永远不要在不知道读者是谁的情况下写memo。
Here is a sample memo. While not perfect, it'll give you the general idea.
以下是一个memo样本，未必完美，但是可以大概了解一下。
Engineering-Masters, Inc.
MEMORANDUM
Date: July 1, 1995
To: Harold Johnston
From: Isabel Higginbotham
Subject: Procedure for Handling Payroll Advances
_______________________________________________________________
There is a new procedure (to reflect updated policies) for obtaining payroll
advances. I believe that our employees will find it an improvement over the
old, confusing procedure. The new procedure is as follows:
Procedure
1. Obtain Form PR-7, Request for Payroll Advance, from your supervisor.
2. Complete the form by filling in all the blanks in the Employee Section of
the form.
3. Have your immediate supervisor approve your request by signing on the
Supervisor Approval line.
4. Take the approved Form PR-7 to the receptionist in the Payroll and Benefits
Office, Building Z, Room 1620.
5. Pick up your check from the cashier's office, Main Building, Room 201 three
working days after turning in Form PR-7. You must have your employee
identification card with you to receive your check.
6. Sign the receipt form in the presence of the cashier's office clerk.
Policies
The following policies govern the issue of payroll advances:
1. Payroll advances may not total more than 80% of an employees
normal net pay for a payroll period.
2. Except in the case of a documented emergency, payroll advances are limited
to one every two months.
(From: Business Communications (7th ed). William C. Himstreet & Wayne MurlinBaty,1984)
[责编：刘芬娟]
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