如何写商务备忘录How to Write a Business Memo

kfyga82

The business memo is generally used in place of a traditional letter for internal communication. They may be used to convey information such as policy changes, promotions or other personnel changes, a project status update, or increased offering of products and services. They can also be used to request that employees attend a meeting or make changes to work procedures or practices, or they can address a problem, such as employee tardiness or absence, or provide feedback on a product or program. Be careful when communicating confidential information; a face-to-face meeting may be more appropriate in such circumstances.
The tone of a memo is generally fairly formal, so choose your wording appropriately. Since you typically send memos to those working within your company, you can use a more informal tone than you would if you were writing a business letter, but it is inappropriate to be too informal (using slang, for example). Conciseness and clarity in language are always best. Use active rather than passive voice whenever possible.
MEMO SECTIONS
● The heading section identifies the recipients of the memo (that is, your readers), the sender, the date the memo was sent, and the subject (or purpose) of the memo. The heading generally looks like this:
TO: (recipients’ names and job titles. Include all those who really need to receive the information, but don’t include anyone who doesn’t. Make sure to spell names correctly and to include the complete name and correct titles of recipients.)
FROM: (your name and job title.)
DATE: (current date.)
SUBJECT: ( The subject line should be specific enough to convey the main purpose of the memo. For example, “Mandatory Employee Benefits Meeting on Friday, June 4” rather than “Meeting”.)
You may choose to include your initials after your name and job title in the “From” line to show that you approve the contents of the memo (if you asked someone else, such as a secretary or administrative assistant to write it on your behalf) or to authenticate the letter.
● The opening section states the purpose of the memo. It is generally quite brief – usually, no more than a few sentences.
● In the body (or discussion) section of the memo, include any information the reader(s) might need to know. The most important (and most specific) information should come first, followed by less important (and more general) information. Keep in mind that memos are meant to be brief (most are not longer than a page).
If you have included an attachment – such as a graph, chart, list, or a more detailed summary of research findings – you may want to identify it here if appropriate, or you can do so in the closing section.
● In the closing section, indicate your recommendations, the action you want the reader(s) to take, or (if no particular action is necessary) end the memo on a positive note. Make sure to include enough information to clearly convey your request. If possible, include (or reiterate) the benefits the reader(s) will receive by completing the action (such as improving office safety by following the new policy), and indicate anything you are doing or will do to help or make it easier for the reader(s) complete the action.
If some readers may not have it, then you should include your contact information, such as your work phone number or e-mail address.
If you have included any attachments with your memo, identify them here. For example:
“Attached: May 25 Training Seminar Agenda”


BASIC FORMAT GUIDELINES
Memos have one-inch margins around the page and are on plain paper.
All lines of the memo begin at the left margin.
The text begins two spaces after the subject line.
Memos do not begin with a salutation.
No closing remark such as ‘Sincerely’ or ‘Best regards’ is necessary.
The body of the memo is single-spaced, with two spaces between paragraphs.
If the memo is longer than a page, repeat the “To” line, the date, and the subject line on and add a page number to subsequent pages.
Traditionally, memos have not included signature lines. The practice of doing so is becoming more common, however. In such cases, the written signature is followed below by the typed name of the sender.
The sender usually signs the memo using initials, first name, or complete name.

kfyga82

一般来说，在公司的内部交流中，商务备忘录已经取代了传统的“文件”。备忘录可用于传达信息，比如政策变动、升职信息或其他人事变动，项目进度报告，以及增加的产品或服务；还可用于要求职工出席会议或变更工作程序或业务；或者用于陈述问题，比如职工迟到或缺勤；又或是用来提供产品或计划的反馈。商务备忘录用于沟通机密信息时要当心，在这种情况下，面对面的座谈可能更合适。
一般来说，备忘录的语气相当正式，所以遣词造句要适当。由于备忘录主要用于公司内部人员之间的交流，所以，相对于商务信函来说，你可以采用一种相对不正式的语气—但是太随意就不合适了（比如使用俚语）。简洁明了总是最佳选择。在任何可能的情况下，都尽量使用主动语态而非被动语态。
备忘录的组成部分
● 备忘录的抬头部分明确其接收人（即读件人）、发送人、发送日期和主题（或目的）。抬头一般是这样的：
接收人：（此处写接收人的名字和职务。要包含所有确实需要收到该信息的人，但不要把没必要的人员牵扯进来。确保人名书写正确，用全名，而且职务要准确无误。）
发送人：（此处写你的名字和职务。）
发送日期：（此处写当前日期。）
主题：（主题栏应该足够确切地传达该备忘录的主要目的。比如，应该写“6月4日周五开强制性职工福利会”，而不能只写“开会”。）
你可以在发送人栏中你的名字和职务后面签上自己名字首字母的缩写，以此表明你赞同备忘录中的内容（如果你让别人—比如你的秘书或行政助理—替你写备忘录），或者确认文件属实。
● 开篇部分声明该备忘录的目的。一般很简短—通常情况下，最多几句话即可。
● 正文部分（或讨论部分）要包含读件人可能须要知道的任何信息。最重要（以及最特殊）的信息要放在首位，之后才是不太重要（或比较普通）的信息。要记住，备忘录应该简洁（大部分备忘录都不会多于一页纸）。
如果有附件—比如图片、表格、名单或者一份比较详细的调研结果概述—如果合适的话你可以在这一部分指出，也可在收尾部分说明。
● 收尾部分可以发表自己的建议或你期望读件人采取的行动—如果不必采取任何特定的行动，也可做个乐观的总结。要确保为自己的请求或要求提供了足够的信息。如果可能的话，指出（或重申）读件人若能采取行动则能得到的好处（比如，遵循新规定可提高办公室安全），表明自己正在做或者会去做任何事来帮忙，或者让读件人采取行动时更容易一些。
如果某些读件人可能没有你的联系方式，你应该在这一部分明确，比如你的工作电话或电子邮件地址。
如果该备忘录包含任何附件，在此处明示。比如：
“附件：5月25日培训课程表”


基本格式准则
备忘录四边留白1英寸（约2.54厘米），纸张选用白纸。
备忘录的所有内容都从左边写起。
内容与主题栏之间采用双倍行距。
备忘录不以问候开篇。
结束时不必写“诚挚的祝福”或“谨致问候”之类的结束标识语。
备忘录正文部分采用单倍行距，段落之间采用两倍行距。
如果备忘录多于一页，随后的页面上要重复收件人栏、发送日期栏和主题栏，并标上页码。
传统意义上的备忘录一般没有签名栏。不过，这种做法越来越常见，所以，在这种情况下，签名可写在打印的发送人姓名之后。
发送人签名时通常使用姓名首字母缩写、名或全名。