（激励与沟通）商务沟通
Chapter 10
Business Memos
LEARNING OBJECTIVES
know the definition of memos;
identify the types of memos;
explain the communicative purposes of memos;
choose the appropriate format to write business memos;
understand the language features of memos.
Memorandum, also called memo or internal memo, is a kind of simple and efficient
internal communication within a business organization.
商务备忘录 (memos) 是商业机构内部和企业内部用来联系工作、交流信息和处理一般公务常
采用的一种文体。
备忘录——“memos”是英文 “memorandum”的缩写形式。备忘录一词源自拉丁语“memoro”
（提到，想起，涉及）和 “gerundive memorandum”（令人难忘）。
PRINCIPLES FOR LESSON PLANNING
business memos
商务备忘录
memos of minutes synopsis
会议纪要式备忘录
memos of legal documents
法律公文式备忘录
PRINCIPLES FOR LESSON PLANNING
formal memos
正式备忘录
simplified memos
简化备忘录
Classification of Business Memos
hard-copy memos
打印备忘录
electronic memos
电子备忘录
Informative Memos
信息类备忘录通常用来传递或解释公司的政策方针和公告等。
作为决策性的文件(decision-making documents)，信息类备忘录的结构和语言必须清楚、简
洁。
此外，还可以借助一些辅助手段，使所传递的信息更加准确、清晰。
Request Memos
Persuasive Memos
交际目的
提供记录(offering records)。备忘录用来记录公司制定或修改的规定、决议和政策，便于
日后查询参考；
传递信息(conveying information)。备忘录还用来将记录的内容传递给相关人员或通报项目
进展情况等；
提出指示、请求和建议(giving direction, request and proposal)。公司的管理者常以备
忘录形式传递指令，或就某一计划项目提出建议。
Linguistic Features
简洁性(conciseness)。备忘录的功能和目的之一是为了方便交流，应避免使用冗长、修饰性
的文字，做到直截了当、意义明确，便于阅读；
准确性(correctness)。备忘录必须以准确的语言表达正确、完整的主题；
清晰性(clarity)。备忘录应做到主题突出，层次分明，可读性强。为了清晰地表达内容，有
时需附有范例、说明、图示等；
Linguistic Features
礼貌性(courtesy)。撰写备忘录应本着真诚体贴、有礼有节、不卑不亢的态度，以婉转、积
极，得当等方法进行写作。
客观性(positive tone)。备忘录是一种公务文件，撰写时应注意遣词造句的客观性，避免使
用带有个人感情色彩、个人见解的词语，尽量采用中立、客观的语气。
Title 标题部分
备忘录的标题仅为一个词 “MEMO”或 “MEMORANDUM”，或内部备忘录 (Internal
Memorandum)，办公室间备忘录(Interoffice Memorandum)，位于首页正中。
一般情况下，在印制好的备忘录专用纸张上，标题一般位于公司名称和徽标(logo)下方。
Heading 开头部分
备忘录的开头与标题之间空两行，包括收件人(To)、发件人(From)、日期(Date)和事由
(Subject)四部分。
格式布局一般采用纵向垂直和横向水平两种。
MEMORANDUM
TO: Frank Connors, Security Manager
FROM: Jack Victors, Security Supervisor
DATE: 15th March, 2007
SUBJECT: Incident Report-Damage to Medical Equipment
MEMORANDUM
TO: Frank Connors, DATE: 15th March, 2007
Security Manager
FROM: Jack Victors, SUBJECT: Incident Report
Security Supervisor Damage to Medical Equipment
MEMORANDUM
TO: (readers' names and job titles)
FROM: (your name and job title)
DATE:
SUBJECT: (specifically what the memo is about)
Make sure you address the reader by her or his correct name and job title.
Courtesy titles are not necessary but make sure you spell everyone's names
properly and don't use informal nicknames.
Use a job title after your name, and hand write your initials by your name. This
confirms that you take responsibility for the contents of the memo.
Subject 事由
事由必须简洁而涵义丰富，应概括主题思想，供读者快速识别其主要意图(intention)，判断
应由哪个业务部门处理、与自己是否有关等。
事由通常使用缩略形式，不加冠词，没有必要是完整的句子，结尾不加句号；应是详细的、
吸引人的、谈话式的(即含有一个动词形式)。
Subject: Three Promotional Items to Showcase at Our Next Trade Show(而不是 Trade
Show)
通常情况下，人们会采用描述型事由，来概括备忘录的主要内容。然而，信息型事由更为详
细、具体。
Descriptive
Staff Training
Board Meeting
Informative
Proposal for Staff Training
Board Meeting to Discuss Dividend Increase
撰写事由可以遵循以下建议：
内容不宜过长，能简要表达其主旨即可；
以 5Ws（who, what, when, where and why）作为线索，谋划和撰写内容；
如需要特殊强调，可用大写字母书写。
Body 正文部分
备忘录的正文部分是其主体部分，即信息内容。
依据其主题内容，正文部分的篇幅可短至一两句，也可长达几页。
如果涉及两个主题，为避免使备忘录过长的话，可将其变成一个报告，并附带一份备忘录进
行简要说明。
Notations 注释部分
多数情况下，备忘录最后会附有与内容相关的各种表格、图表等注释，以证实所提供的信息
真实、可靠，且言之有据。
同时，要提及所附加的附件，并在最后加上一句话以表明附件内容。
Attachment(s)/Enclosure: Several Complaints about Product, January, 2006
如果备忘录由助理或秘书经手的，起草人和助理都应标注他们的姓名缩写。前者以大写字母
的形式出现，后者以小写字母的形式出现。
EIB: pjc
IMK/pjc
当备忘录要分发给其他人，或其副本(copy notation)要发送给多名商业伙伴或其他有关当事
人，并列举这些收件人的姓名。
Distribution: Jeffrey Jones
C/ CC: Jeffrey Jones
Guidelines for the Format
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.
The body of the memo is single-spaced, with two spaces between paragraphs.
Second-page headings are used, as in business letters.
The second page includes who the Memo is to, the page number, and the date.
The sender usually signs the Memo using initials, first name, or complete name.
除非公司另有具体要求，商务备忘录格式的基本要求并无太多变化；
开头部分中 “to”, “from”, “date”和“subject”可全部大写，也可以只大写首个字
母。这一组词用作标题时，可用冒号，也可不用标点。
备忘录所有的内容通常左对齐(the left margin)。
正文部分，在事由或主题行后两倍行距开始。
如备忘录不止一页时，应在第二页左上角标注收件人，日期和页码。
Jeffrey Jones
Feb. 26, 2002
page 2
……
字号、下划线、黑体以及斜体的使用和调整，可以使开头部分和重要信息更加醒目；
列举数字序号，可使读者更容易浏览信息。但需要注意的是，列举要符合语法规范；
发件人签署备忘录通常使用姓名缩写，或名字，或完整的姓名；
需要时，将打字员姓名的首字母写在正文结束空两行的位置；
需要时，将附件写在打字员姓名的首字母下面空两行的位置。
See page 121 sample 10-2
Process for Organizing Memos
See page 122 table 10-1
Direct Order
Use the direct order in a memo that contains good news for the receiver or that
makes a routine request.
Present the main idea first, followed by supporting information.
Indirect Order
Use the indirect order in memos that contain bad news or that try to persuade
the receiver.
Give the reasons for the bad news before presenting the main idea. In persuasive
situations, receivers are more apt to do what you want if they understand the
reasons in advance.
Opening Segment
Begin writing your business memo by stating the problem--that is, what led to
the need for the memo. Perhaps a shipment has not arrived, a scheduled meeting has
been canceled, or a new employee is starting tomorrow.
After stating the problem, indicate the purpose clearly: Are you announcing a
meeting, welcoming a new employee, or asking for input on adopting a new policy
about lunch hour length?
Discussion Segment
As you write the business memo, in the discussion segment, give details about
the problem, Don't ramble on incessantly, but do give enough information for
decision makers to resolve the problem.
Describe the task or assignment with details that support your opening paragraph
(problem).
Closing Segment
After the reader has absorbed all of your information, close with a courteous
ending that states what action you want your reader to take. Should they hand
email their reports rather than hand in hard copies? Attend a meeting?
Except for memos that are essentially informal reports or instructional
documents, write a business memo no more than one page long. In a memo, less is
more.
Summary Segment
If your business memo is longer than a page, you may want to include a separate
summary segment.
This part provides a brief statement of the recommendations you have reached.
These will help your reader understand the key points of the memo immediately.
Suppose that you (Tony Party) are a supervisor of a big company. The chief of
operation (David Green) wants to adopt the “punch-in”(上 班 打 卡 ) system to
increase productivity. You write a memo which covers the following issues:
You agree with David in terms of increasing productivity in the company;
You express doubt that “punch-in” system can be effective;
You would like to meet David to discuss other means of incentives(激励).
Memo
To: David Green, Chief of Operations
From: Tony Party, Supervisor
Subject: Comments on the “Punch-in” system
Date: March 22, 2009
This is further to your memo dated March 20, 2009, in which you proposed that
employees adopt the “punch-in” system.
I fully agree with you that we must increase productivity. As far as your
proposal that if the “punch-in” system is adopted, we would have a tighter
control over the employees is concerned, however, I don’t think so. I personally
think that, to accomplish this, we should give the employees more incentives to
work faster. I feel that if we (the supervisors) could meet with you, we could
discuss different possibilities to create such incentive.
Your consideration of this suggestion would be appreciated.
T. P.
Thank you!
•Memorandum, also called memo or internal memo, is a kind of simple and
efficient internal communication within a business organization.
MEMORANDUM
•TO: (readers' names and job titles)
•FROM: (your name and job title)
•DATE:
•SUBJECT: (specifically what the memo is about)
Process for Organizing Memos
Chapter 11
BUSINESS MINUTES
ACTIVITY: REFLECTION
LEARNING OBJECTIVES
•identify the types of minutes;
•explain the communicative purposes of minutes;
•understand the language features of minutes;
•use note-taking as a tool for meetings.
•会议记录是会议内容的正式书面记录，对于任何一个公司或机构来说都是至关重要的。
Definition of Minutes
•英语中会议记录——“minutes”一词来自拉丁语“minutus”（较小、微小）。
•会议记录不是指会议期间的笔录(notes of meetings)，而是指在会议过程中，由专门记录人
员把会议的组织情况和具体内容如实地记录下来，而后再对笔录或录音形成的会议情况材料进
行整理而形成的文本资料。
逐字记录型会议记录
(verbatim minutes)
逐字记录型会议记录将会人员讲的每一句话，发生在会议上的一切事情都记录下来。由于
其内容较长，且单调乏味，不便于记录和阅读，因此，目前几乎不使用此类会议记录。
决议型会议记录
(minutes of resolution)
决议型会议记录主要是记录与会人员在会议上做出的决定。
叙述型会议记录
(minutes of narration)
叙述型会议记录简要概括会议中直接关系到会议决议的与会人员发言、讨论的内容。
行动型会议记录
(minutes of action)
行动型会议记录除了记录与会人员的发言、讨论的内容外，还要重点指出将要实施的措施和
具体项目的负责人，是叙述型和决议型记录的综合。
•会议记录是记载会议基本情况和内容的会议文书之一，可为日后分析、研究、处理有关问题
提供重要依据；
•可作为书面文件，下达与上报会议精神，以使有关人员了解、贯彻会议有关决议、指示；
•可作为编写会议纪要(synopsis of minutes)和会议简报的基础及重要的参考资料。
•Sharon left the room in tears.
Structural Features
•MINUTES
•EXECUTIVE COMMITTEE MEETING
•THE INTERNATIONAL ORGANIZATION OF MATERIALS,
•METALS & MINERALS SOCIETIES (IOMMMS)
2001 Joint Statistical Meetings in Atlanta, GA
Executive Business Meeting Minutes
•Time and Date: 8:00 AM – 12 Noon on Monday,
•August 6, 2001
•Venue: Downtown Atlanta Georgia Marriott Marquis Rio Grande Conference Room
•Attendees:
•Gladys Reynolds (Chair), Christopher Standard, Robert Bell, Deborah Swayne,
Javier Rojo, Donald Martin,
•Jackie Hughes-Oliver, Shelton Jones, and Ramon Leon (guest invited to speak now
joining the committee)
Opening Statement
开场白
•开场白也称为会议背景，其作用表明会议召开的目的，或为将要讨论的议题提供背景信息，
应简洁易懂。其表述形式有下列三种：
•表明会议讨论的议题；
•对上次的会议记录给予肯定、称赞；
•宣布会议开始。
Business Arising
议题
•会议过程中讨论和研究的议题，应以段落或要点罗列的形式组织，简要概括各种不同的原因。
•该部分内容的写作应体现客观、公正的态度，不夹杂个人看法和观点。
•该部分的主要作用在于明确会议召开的目的，即此次会议的议题或中心。内容比较简短，语
言概括性强。
Conclusion
结论
•会议记录的结论应清晰、简洁，如果讨论议题不同，可以分别总结和概括，不应统一做出结
论。
•如果会议的主持人没有作出结论，撰写者有必要进行总结，因为它是个人或部门实施行动的
主要依据。因此，应明确、清楚地表达结论的内容和涉及的对象。
•Adjournment
•The meeting was adjourned at 10:40 . The next regular meeting is scheduled
for 8:30 . on June 20.
•Respectfully submitted,
•Terry King, Secretary
•Enc: Appendix A: Hardware and Software Allocations
•C: Department Heads
•Director of Purchasing
•Corporate Executive Council
•基本情况部分的 “Date and Time”, “Venue”, “Present” , “Observers” ,
“Attendance” 和 “Apologies”可全部大写，也可以只是大写第一个字母。这一组词用作标
题时，可用冒号也可不用标点。
•会议记录所有的内容通常左对齐；
•字号、下划线、黑体以及斜体的使用和调整可以让开头部分和重要的信息凸现；
•用数字序号的列举可以使读者更容易浏览信息；
•将记录人或打字员的姓名写在正文结束空两行的地方；
•需要时，将附件字样写在打字员姓名下方两行的位置；
•每项决议或事实除有编号外，都要加上小标题，以总括每项的中心思想；
•凡日期、数字和金额都要列举清楚，特别是金额，除用数字外，最好要加上文字，以确保准
确。
•所有会议记录的正本，必须有主席和秘书签字，才称得上完备。而且都要放在会议记录簿中，
存放在公司注册的办公地点，以便有关人士查阅。
Components of Formal Minutes
Guidelines for Writing Minutes
• See Table 11-1 on page 133
• Before the meeting
• During the meeting
• After the meeting
•会议召开之前，人们常常会将此前会议中涉及的有关事宜或项目作简要说明和总结。
•记录一个人的发言来说，要记其发言要点、主要论据和结论，论证过程可以不记。就记一句
话来说，要记这句话的中心词，修饰语一般可以不记。
•注意上下句子的连贯性、可读性和实用性。
写作要点为：
•以小标题划分层次；
•不带岐视性或攻击性言语，态度保持中立；
•提及人名和其他任何名称及标题时一般使用全名或全称；
•突出强调会议之后需要落实的事项以及规定期限
Agenda 议事日程
•议事日程对会议的整体进程及会议记录的撰写起到统领和导向作用。
• See Sample 11-1
•一般包括：会议召集(convening)、主持人宣布开会(call to order)、与会人员名单(roll
call)、会议记录的批准 (approving minutes for meeting)、大会报告(conference reports)、
新议题(business arising)、结束语或休会 (adjournment)，概述将要讨论的每一项事宜。
Different Types of Business Minutes
•叙述型会议记录主要采用陈述语气记录会议的过程和内容。
•语言特点表现为：多用陈述句式，句子结构简单、清晰，使用常见词语。
• See Sample 11-2
Different Types of Business Minutes
•主要针对会议中的各项决议、措施和讨论结果进行记录和撰写。语言多为概括性语句，多用
抽象名词。
• See Sample 11-3
决议事项 Resolutions
记录会议的结果，如会议的决定、决议或表决等。同时突出：
•会议中心议题以及围绕中心议题展开的有关活动；
•会议讨论、争论的焦点及其各方的主要见解；
•权威人士或代表人物的言论；
•会议开始时的定调性言论和结束前的总结性言论；
•会议已决或议而未决的事项；
•对会议产生较大影响的其他言论或活动。
Different Types of Business Minutes
•行动型会议记录是叙述型和决议型会议记录的综合。行动型会议记录的内容重点，主要是针
对会议上提出的某一项目或方案的实施步骤和过程，进行详细记录。内容包括具体的措施、进
展程度和负责人等。
• See Sample 11-4
Using Specific Words
• See table 11-2 on page 138
Using Passive Voice
被动语态的运用
•We are still designing the cloth products.
•The cloth products were still being designed.
•We all agree that the date of shipment should be changed.
•It was agreed that the date of shipment should be changed.
Using Past Tense
过去时态的运用
•通常情况，会议记录者使用叙述的方式来记录已经结束的会议过程和内容，所以在撰写会议
记录时，经常把现在时态转化成过去时态。
Using Indirect Speech
间接引语的运用
•会议记录的撰写者实际上是在转述会议的内容，所以通常多用间接引语来进行叙述。
•I will ask the secretary to arrange for their visit and booking room in hotel.
•Mr. Wand said that he would ask the secretary to arrange for their visit and
booking room in hotel.
Change the following information into minutes of narration.
•The Director said “I would like to propose that the annual subscription to the
department be increased from $1200 to $2000 with effect from 1 July 2001. Could I
have a seconder please?” (Ms. Smith seconded.) The Director then asked “All
those in favor?” and all members raised their hands. “Then I declare the mention
carried unanimously.”
•The Director proposed that the department‘s annual subscription should be
increased from $1200 to $2000 with effect from 1 July 2001. Ms. Smith seconded
this proposal and the motion was carried unanimously.
Using Stenography, Abbreviation and Symbols
速记、缩写或特殊符号的运用
•常使用简称、简化词语和统称以省略附加成分；
•较长的词组、句子的后半部分画一曲线代替；
•省略引文；
•记下起止句或起止词即可以便会后查补。
•用较为简便的写法代替复杂的写法。
•See Table 11-4
Try to convey the brief notes into the full sentences.
(1) Prod. Dept = resp. for Comp. Poor perf. Q1
(2) Shld↑intake grad. engs. b4 end yr.
(3) Prosps for future, ∴ strongly rec.↓staff sals.
•(1) The Production Department is responsible from the company’s poor
performance in the first quarter.
•(2) I think we should increase our intake of graduate engineers before the end
of next year.
•(3) Prospects for the future are poor. So, I’d strongly recommend a decrease in
staff salaries.
•Thank you!
Definition of Press Releases
A press release is a targeted statement that an organization, group or
individual can make to notify the public regarding its product, service, or
business. It can be called a kind of “free” advertising that lets the
public—potential
customers—get some
information about its
business.
Communicative Purposes
•Providing Timely Information
提供即时信息
•Meeting Media Needs
满足媒体需求
•EnhancingInfluence on the Public
提升大众影响力
Linguistic Features
•准确性 Accurate
•简洁性 Concise
•可读性 Readable
•客观性 Objective
•条理性 Logical
Structural Features of Press Releases
•企业标识 Title/Logo
•发布指示 Release Time
•联系信息 Contact Information
•标题和副标题 Title and Subtitles
•正文 Body
•导语 Lead
•结尾 End
Other Components of Press Releases
•图片 Pictures/Photos
•情况说明书 Fact Sheet
•样板文件 Boilerplate
•人物简历 Biography
倒金字塔式结构
Inverted Pyramid Structure
遵循“5W+1H”原则
•有关的新闻稿事件(what happened)
•发生的时间(when did it happen)
•地点(where did it happen)
•人物(who were involved in it)
•原因(why did it happen)
•经过(how did it happen)
World’s Largest Gathering of Coffee Professionals Heads for Atlanta, April 15 –
19 2009
Specialty Coffee Association of America 21st Annual Symposium and Exposition To Be
Held at Omni Hotel CNN Center and Georgia World Congress Center
LONG BEACH, Calif. -- The Specialty Coffee Association of America (SCAA), host
of the world’s largest gathering of coffee professionals, announces a new name,
new schedule, new format, and new pricing for its 21st annual event. The SCAA
Annual Symposium and Exposition will begin on Wednesday, April 15 and conclude on
Sunday, April 19, 2009.
This new schedule adds a full day to the event and features a The Symposium, to
be held at the Omni Hotel CNN Center, on Wednesday and Thursday, April 15 and 16.
This executive-level series targets leaders and experts in the coffee sector and
is designed to encourage dialogue about the future of the industry. The in-depth
symposium will address topics such as climate change and the global outlook for
supply, immigration and its impact on the labor force, and the implications of
recent scientific advancements on coffee production.
In addition to changes in schedule and format, SCAA is announcing greatly
reduced fees, just $95 for the exposition and lectures from Friday, April 17
through Sunday, April 19 if you are a member of the association. SCAA’s popular
hands-on training workshops will continue to be offered for additional fees.
This year, the World Barista Championships (WBC) returns to the United States
and SCAA’s annual event. Baristas from all over the world will compete for the
title of world’s best barista from Thursday, April 16 through Sunday, April 19.
###
Chapter 13
•商务报告是某一企业内部或与其他企业之间传递信息，进行沟通的一种工具，是报告人针对
某种特殊的商务目的，向一个或多个人或主管部门提供的公正、客观、有计划的、较为详细的
事实陈述(factual statement)。
•商务报告可以为决策的制定(decision-making)提供必要的信息、帮助当事人了解复杂的商业
情况(complicated business conditions)、计划进程、提供解决问题 (problem-solving)的方
法、使上级领导(supervisors)针对一系列事件做出相应的决策。
A business report is an orderly, objective
message used to convey information from one
organizational area to another or from one
institution to another to assist decision-making or problem solving.
By Formality
Formal Reports
正式报告
Formal report is generally long and about complex problems.
正式报告
•正式报告篇幅较长，内容较多，包括若干部分，目的是清楚地表达复杂的内容。
•正式报告既可以是公文(documents)，也可以是只在公司内部传阅的资料，经常装订成册。
•正式报告常用于处理公司重大事件，主要有企业年度报告书(business annual reports)、进
展报告(progress reports)、考察报告(field reports)、可行性研究报告(feasibility
study reports)、营销计划(marketing plans)等。
非正式报告 Informal Reports
•在实际工作中，非正式报告的使用比较频繁，主要是指商务活动中一些填表式的、篇幅比较
短的文件，经常遵循固定的套话和格式。
•例如，预算报告(budget reports)、财务报表(financial statements)等。非正式报告所占
篇幅较短，常以书信(letters)或备忘录(memos)的形式来撰写。
By Function
Informational Reports
信息式报告
The informational report merely presents the facts and a summary—without
analyzing, interpreting, drawing conclusions, or making recommendations.
信息式报告 Informational Reports
•信息式报告是在组织之间或内部传递客观信息而不做任何分析或建议的报告，比如，公司内
部的差旅报告(trip reports)和进展报告。
•这类报告所反映的情况有针对性，翔实准确，是日后管理决策的基础。
分析式报告 Analytical Reports
•分析式报告除了提供资料信息之外，还要进行分析，就所涉及的问题做出结论(conclusion)，
并在读者要求下提出建议(recommendation)，例如，可行性研究报告、事件调查报告
(investigative reports)和推荐报告(recommendation reports)。
•分析式报告为公司管理层做出重大决策提供了必要的参考。
Communicative Purposes
■ Objective and Impersonal
■ Specific and Factual
■ Consistent and Coherent
■ Complete and Concise
Objective and Impersonal
•I have noticed that recently some staff members arrive late for work.
•It has been noticed that recently some staff members arrive late for work.
明确真实 Specific and Factual
•商务报告提供的信息应具体明确，并以翔实的事实或调查来支撑，避免给读者空洞模糊的印
象。
•报告内容所涉及的应仅仅是事实部分或确实存在的情况。因此，在语言使用上，尽量避免使
用模糊的表达，而选择具体明确的词汇或短语。
Abstract Concrete
•great damage
•in the near future
•a sizable profit
•the majority
•Some autos have risen sharply in price in recent months.
逻辑紧凑 Consistent
•从句法结构分析，为使行文清晰明了，同一句群或意群的组成部分应使用相同的语法结构，
即遵循语法的平行原则(grammatical parallelism)。
•另外，用于区分不同句群意群的标记，如空格(spacing)、缩进(indentation)和项目符号
(enumeration)都应该统一，同时恰当地使用关联词，这样才能使句子之间自然衔接(coherent)。
完整简洁 Complete and Concise
•商务报告的语言必须简洁、流畅，避免陈词滥调(cliché)。写作中尽量使用简短的词语、词
组和句式，以及日常词汇，尽量避免过时、罗嗦(wordy)、无用的词语。
•使用各种图表和统计数据(statistics)，应注意图表描述语言的规范性。一些数学图表或公
式(formula)的描述则有固定要求，不能随意变更，这就要求撰写时要熟悉专门的术语(terms)
表达，力求准确严谨。
Poor Good
•past history
•eyeballs on the screen
•She took the web design course and passed it.
Structural Features
正文之前的要素
Prefatory parts
•封面 Cover page
•扉页 Title fly
•标题页 Title page
•传达书 Letter or Memo of Transmittal
•授权和受权信息 Authorization and acceptance message
•内容目录 Table of contents
•插图目录 List of illustrations
•管理摘要 Executive summary
•封面 Cover Page
•封面的用途相当于图书的封皮，上面应印有公司名称、报告题目、报告人姓名、提交日期
(submission date)。
•扉页 Title Fly
•扉页只需要写明报告题目。扉页有时可以省略，因为添加扉页的目的是增强报告的正式性和
整体美观性。
•标题页 Title Page
•标题页一般包括四项信息：报告题目、报告人和被报告人的姓名、职务、部门或单位以及提
交日期。
•传达书 Letter or Memo of Transmittal
•传达书写给报告接受者，一般应交代所递交报告的由来和内容大意，还可以提及一些不宜包
含在报告正文内的信息，根据对外或对内的具体情况选取信件或备忘录格式。
•授权与接受信息 Authorization Message and Acceptance Message
•报告撰写人将起草报告前收到的授权信息和报告人本人的接受信息包含在传达书中，以此告
知读者该报告是经过合理的授权（authorized）和接受的。
•内容目录 Table of Contents
•格式写法与一般书籍目录页无太大差别，包括与报告前言、章节和附件有关的信息，并注明
相应的页码。
•插图目录 List of Illustrations
•如果正文含有五幅以上的图表，一般要设此页以注明它们各自的位置；而如果图表数量在五
幅以下，可以与目录页合为一部分。
•管理摘要 Executive Summary
•摘要相当于报告的一个大纲(outline)，是对报告内容的简要介绍，让读者迅速地了解长报告
主要内容。摘要一般不超过一页，时态用一般现在时。
正文的要素
The text of report
前言 Introduction
主体 Body
结尾 End
•总结 Summary
•结论 Conclusion
•建议 Recommendation
•导言 Introduction
•导言部分要为读者理解报告的正文内容提供所有必要的信息，要为阐述调研结果和结论提供
语言环境。导言中可以介绍问题的背景、调查问题的目的、分析的范围、调研的程序以及方法
等。
•主体 Body
•主体部分阐明整个报告的实质内容，其中包括所搜集的数据，以及数据的来源，展示报告相
关问题的分析过程及得出的调查结果。主体是整篇报告中最长的部分，可以包括若干级子标题。
•结尾 End
•结尾是整个报告正文的总结部分。分析式报告的结尾部分一般包括结论和建议；信息式报告
的结尾通常只对报告主体中的信息进行概括总结。
正文之后的要素
Supplementary parts
•附录 Appendices
•参考文献 Bibliography
•索引 Index
Structural Features
Components of Formal Business Reports
•Prefatory Parts
•The Text of Report
• Supplementary Parts
非正式报告
•标题 Title
•报告的标题应尽可能概括报告的内容。因为标题是整篇报告信息的浓缩，所以，应准确、客
观、指向性清晰，不应像报刊文章标题那样为了吸引读者的注意力而别出心裁。
•标题应该是名词短语或动名词短语，一般不超过 20个字。
•Report on Mobile Gambling
•Report on the Proposed Incentive Scheme
•Report on the Adoption of Flex-time Working Systems
导言 Introduction/Terms of Reference/Purpose
•在导言部分，应简要地介绍报告的写作背景和主旨。此外，还应该注明报告提交的对象以及
提交的时间。如果是事件调查报告，应首先说明事件的经过，包括事件发生的日期、时间、地
点、情况叙述等。
•On Tuesday 23 June you asked me to investigate the current wasteful use of
stationery in the department and to suggest ways in which it might be more
economically used in the future. My report was to be submitted to you by Friday 13
July 2008.
材料收集方法 Methodology/Proceedings
•商务报告应该说明收集信息或资料的方法和步骤，从而增强报告的真实性和客观性，尤其是
意见调查报告。当然并不是所有的报告都需要收集资料。这部分内容在整篇报告所占篇幅较短，
可以写成一个段落。有时也可将这部分与导言部分合二为一。
•In response to your request, my staff and I investigated the potential for
establishing a retailing site on the World Wide Web. After analyzing the behavior
of our customers and major competitors and studying the overall development of
electronic retailing, we have three recommendations.
调查结果 Findings
•商务报告的调查结果是报告建议的依据，内容应当准确无误，结构清晰，语言流畅、衔接。
此部分详尽地讨论报告的议题，列出调查研究的数据和信息材料并利用各种图形列表等，进行
相应的分析说明，阐明发现问题的途径和方法。
•这部分内容的每一个段落都应当有一个明确的主题句(topic sentence)，便于读者获取这部
分的信息。
•A number of employees clearly suffer from a lack of motivation as a result of
dissatisfaction in one or more areas of their work. The key findings are outlined
below:
•①
•②
•③
结论 Conclusion
•商务报告的结论是报告人在报告调查结果的基础上，对调查结果进行的总结和归纳，不应当
包括报告前文没有提到的新的信息。
•为了陈述总结、推论和预测，结论部分经常使用表达因果关系(cause and effect)、分类关
系(classification)、比较关系(comparison)或对比关系(contrast)等语言结构。
•The above findings show that the majority of customers are increasingly
dissatisfied with Big Store salespeople. There are three major reasons:
•①
•②
•③
建议 Recommendation
•建议的主要内容是报告撰写人在经过充分的论证后，认为应当采取的措施(measure)或行动
(action)。报告人有时也会描述采取措施后可能出现的后果或情形。
On the basis of the conclusions, three recommendations are put forward:
•①② ③
Judge which part of a business report the following sentences belong to.
•A. introduction B. findings
•C. methodology D. recommendations
•1. I have questioned staff, analyzed statistics, collected newspaper articles
and spoken to representatives of various local committees.
•2. Following the request to investigate the feasibility of establishing a
Foreign Exchange facility in Boston, I have questioned locals and local business
and compiled a poll of consumers’ opinions.
•A. introduction B. findings
•C. methodology D. recommendations
•3. Although there might be potential for developing fruitful trade links with X
in the future, it is recommended that it would be too much of a risk to make any
major investment at this time.
•4. Overall test results showed that only 5% passed in all areas, 3% failed in
one area, 28% failed in 2 areas and a staggering 64% failed in all areas.
Distinguish between conclusions and recommendations.
1. Because of the attraction of TV programs, the number of people going to the
movies is decreasing.
2. We should make movies featuring the sound effect that viewers can only enjoy in
movie theaters.
3. Nearly 80 percent of the employees come from the country.
4. The employee benefit packages of ABC Company compare favorably with the average
of other companies in the garments industry.
5. ABC company should concentrate its sales campaign on high school seniors who
are going to take the College Entrance Exams.
Language Skills for Business Reports
™ Using Specific Words
™ Using Third Person Forms
™ Using Passive Voice Appropriately
™ Grammatical Parallelism
Writing Methods for Business Reports
Trip Reports
Progress Reports
Periodic Reports
Investigative Reports
Analytical Reports
差旅报告 Trip Reports
•导言（概述）：访问地点、旅行日期和具体时间、旅行目的等。
•正文：旅行的具体内容(description of activities)。具体内容可以按其重要性或按旅行日
程表(agenda)时间进行叙述。这部分内容还可以包括访问过程中的发现，以及个人的观感和想
法意见等。
•结论和建议：对旅行的评估(evaluation of the trip)，作者通过旅行得出有关事项的结论，
以及提出公司今后采取措施的建议等。
进展报告 Progress Reports
•进展报告的目的是汇报某一未完工的项目(project)的进度。
•许多工程和科研开发项目，从开工到完成的期间内，负责人往往需要撰写一系列的进展报告，
确保公司决策人及时了解工程项目的进展情况，正确评估(evaluate)潜在的开支费用(budget)。
•导言(introduction)：包括报告所涉及的时期或阶段、项目或活动进展情况、以及对情况做
出简短的预测。
•已完成的工作(work completed)：作者在此可以列出已完成的大小任务，还存在什么问题和
困难，有何解决办法等。
•正在进行的工作(work in progress)：主要指作者收集素材时正在进行的工作，包括存在的
问题以及解决的具体办法等。
•将要做的工作(work to be completed)：包括将要进行的各项工作，可能出现的问题和采取
的措施等。
•对下一步或阶段的预测(future plan or forecast)：对从此报告到下一份报告之间这段时间
内各种情况的预测。
阶段性报告 Periodic Reports
•阶段性报告的目的是总结有关部门在一定间隔时间内的经营状况或其有关信息的报告，时间
跨度可以为一天、一周、一个月、一个季度、一个年度或循环性业务结束之时。
•阶段性报告一般情况下较短，为节省时间提高效率(efficiency)甚至可采用表格的形式。
•阶段性报告通常都包括以下几方面内容：
•报告所涉及的时间。
•报告所涉及的主题。
•与报告主题有关的信息。
•有关数据或信息通常按分类或时间顺序排列。
•See Sample 13-4 on page 169
调查报告 Investigative Reports
• 调查报告是对某一事物、事件、问题、经验、社会的或自然的基本情况，进行有目的的调查
研究，并在此基础上形成的书面文本。调查报告反映的范围比工作总结广泛，可以涉及现状、
历史、经验、问题等多方面内容。
•写作应突出客观性，多采用第三人称形式书写。
•调查报告一般包括以下三部分：
•概括介绍(introduction)：在开篇简介被调查者的概况。
•调查经过与内容(findings)：可根据调查的性质和材料决定不同的写法。此部分内容应充分
反映调查的收获。
•结语(summary)：总结全文。
•See Sample 13-5 on page 169
Analytical Reports
Functional Sentences for Introduction
•Here is the report you requested on June 7, 2008 on …
•Mr. … asked me to write this report on May 23, 2008 to …
•The purpose of this report is to investigate/evaluate/study…
•Upon your request of … I have made a survey to determine …
•The aim of this report is to estimate/assess…
Functional Sentences for Findings
•We have found three causes relating to …
•There are number of reasons for …
•There are several factors which affect …
•The following points summarize our key findings.
•My investigation has shown that …
We can summarize the results as follows:
•It was found that …
•A number of people mentioned that …
•It was proposed/found/felt/discovered that…
•The studies we reviewed showed that …
•It was agreed that …
•On the basis of these details, I firmly believe that …
•It was found that …
•Based on the findings of … , the following conclusions are drawn.
Functional Sentences for Recommendation
•Based on what I found when inspecting the two sites, I think we must …
•We strongly recommend that …
•After analyzing … and studying … , we have three recommendations.
•The firm needs to take some measures to control the expenses.
•On the basis of these findings, I recommend that …
•It is hereby recommended that …
Press Release
商务新闻稿
“软性文字广告”
Earth Hour
Photos of Earth Hour
Photos of Earth Hour
Read the introduction to “Earth Hour” and discuss some questions with your
partner.
Earth Hour is a global event organized by WWF (World Wide Fund for Nature,
also known as World Wildlife Fund) and is held on the last Saturday of March
annually, asking households and businesses to turn off their non-essential lights
and other electrical appliances for one hour to raise awareness towards the need
to take action on climate change.
–Would you like to involve in it? Why or why not?
–Look at the title “Coca-Cola Signs Up to WWF’s Earth Hour”. What does the
title mean?
–Have you ever seen such kind of article?
Definition of Press Releases
A press release is a targeted statement that an organization, group or
individual can make to notify the public regarding its product, service, or
business. It can be called a kind of “free” advertising that lets the
public—potential
customers—get some
information about its
business.
Classification of Press Releases
•By Transmission Mode
•By Release Time
•By Source and Topic of Information
By Transmission Mode
By Release Time
11/02/09 : Commission says EU single emergency number must get multilingual
11/02/09 : Commission approves Swedish scheme to recapitalise banks
11/02/09 : Commission finds aid to BT partially unlawful and orders recovery
By Source and Topic of Information
Communicative Purposes
•Providing Timely Information
提供即时信息
•Meeting Media Needs
满足媒体需求
•EnhancingInfluence on the Public
提升大众影响力
提供即时信息
•商务新闻稿的基本交际功能是提供即时信息。企业、组织或个人通过商务新闻稿宣传新产品、
新理念或新服务等，发布最新信息。
•夏普裸眼 3D手机
满足媒体需求
•商务新闻稿的撰写必须以受众需求为本，并深入了解媒体特点，在与媒体充分沟通、合作基
础上完成。
•Industry Leaders Announce Open Platform for Mobile Devices
提升大众影响力
Discuss the following topics and choose the ones which are suitable to be press
releases.
A. The local government has decided to support your company with a large grant.
B. You’ve merged with a well-known company.
C. You’re going to build a large shopping mall in the city center.
D. Your profits have decreased ten-fold in the last year.
E. Your hotel are about to offer a radically new service.
Linguistic Features
•准确性 Accurate
•简洁性 Concise
•可读性 Readable
•客观性 Objective
•条理性 Logical
准确性 Accurate
•IBM公司在 2008年 11月 24日的新闻稿：
•Cloud computing, or network-delivered services and software, can save customers
up to 80 percent on floor space and 60 percent on power and cooling costs, and
deliver triple asset utilization.
简洁性 Concise
•商务新闻稿信息量大，要求内容言简意赅。如常见缩写 WTO，GDP，SFC，IMF，IOC等的广泛
使用。
•商务新闻稿应避免冗赘表达。
可读性 Readable
•商务新闻稿使用的词汇量很大，应尽量选择出现频率较高、通俗易懂的词汇陈述新闻事件。
客观性 Objective
•商务新闻稿应运用较为客观的报道性词汇，以求客观地叙述事实，并通过事实去影响受众，
避免使用富有感情色彩和主观判断的词。
•在语言使用上，采用第三人称或被动语态。
客观性 Objective
•Unedited: Tickets for the program are available to the public at the City Center
and by calling 332-5555, for $10 each. Seating will not be reserved, so the public
is urged to arrive early and to hear this most important message on the subject of
women’s rights.
•Edited: Tickets cost $10 and can be obtained at the City Center or calling
332-5555.
条理性 Logical
•商务新闻稿要求全文用词严谨，结构紧凑，逻辑性强，条理清晰，内容轻重有序。
•从句式的使用上来看，一般采用陈述句，而不使用疑问句、祈使句和感叹句。
•完整的长句的使用可以准确表达信息，排除被曲解或误解的可能性。
条理性 Logical
•Global Collect公司 2009年 5月 27日新闻稿：
•With the help of a viral widget（ 杀 毒 ） , a software embedded into online
platforms and social networking sites, Sony Music is driving traffic（吸引人潮）
directly to the website of an artist to allow fans to share information and to
download the artist’s repertoire（全部内容）.
Structural Features of Press Releases
•企业标识 Title/Logo
•发布指示 Release Time
•联系信息 Contact Information
•标题和副标题 Title and Subtitles
•导语 Lead
•正文 Body
•结尾 End
企业标识 Title/Logo
发布指示 Release Time
•FOR IMMEDIATE RELEASE （全部大写）
•For Release Before ¡¦
•For Release After ¡¦
•For Release On ¡¦
联系信息 Contact Information
•Contact Gary Hodge, Vice President and CFO
•Tel: (321)654-1980
•Fax: (321)654-9081
•hodge@
结尾 End
•新闻稿的结尾以“-end-”或者“###”，表示整篇新闻稿的内容结束。
Other Components of Press Releases
•图片 Pictures/Photos
•情况说明书 Fact Sheet
•样板文件 Boilerplate
•人物简历 Biography
图片 Pictures/Photos
Fact Sheets
（情况说明书 ）p149
•商务新闻稿的内容大多时候会涉及该企业或组织的大量信息。
•情况说明书(fact sheet)是用来对稿件内容中的相关背景信息作具体的解释说明。
•以产品为例，情况说明书一般会对该产品的的价格、数量、发行时期、地点、设计师等加以
说明。
Fact Sheets
•NHR Fact Sheet
•Company: Network Hardware Resale LLC (NHR)
•Founded: 1986, privately held
•Description
•NHR is the world’s most trusted source for pre-owned, refurbished and new
networking equipment.
•Company Size
•250+ employees worldwide and approximately $200 million in revenue
•Market
•Market: According to NetworkWorld magazine, leading analysts size the secondary
market for networking equipment at about $2 billion
•Customers
•More than 10,000 companies worldwide, including small and mid-sized enterprises,
government entities, educational institutions, healthcare organizations and
telecommunications service providers worldwide.
•Inventory
•The market’s largest ($200 million) product selection, including the most
popular current and past generation products from the leading networking vendors,
including Cisco, Juniper, Extreme and Foundry. All used and new-surplus products
are backed with a standard, one-year, overnight replacement warranty.
•Applications:
•Complete network fulfillment, product upgrades and expansions
•Testing and sparing
•Asset recovery
•Disaster recovery
•Executives
•Mike Sheldon – President and CEO
•John Sheldon – Senior Vice President, Sales
•Glenn Fassett – General Manager, Asia-Pacific
•Bryan Siever – Vice President, Global Warehouse Operations
•Locations
•Corporate headquarters in Santa Barbara, Calif., European headquarters in
Amsterdam, Asia-Pacific headquarters in Singapore, service center in Dallas,
Tx., and sales offices in the New York metro area and London.
Boilerplate样板文件,p150
•新闻稿中的样板文件是指附在新闻稿正文内容后面的一段关于该公司或组织的简单介绍。注
意这部分内容不要以“Company Introduction”为题目，是相关内容。
Boilerplate
•AIG Boilerplate
•American International Group, Inc. (AIG), a world leader in insurance and
financial services, is the leading international insurance organization with
operations in more than 130 countries and jurisdictions. AIG companies serve
commercial, institutional and individual customers through the most extensive
worldwide property-casualty and life insurance networks of any insurer. In
addition, AIG companies are leading providers of retirement services, financial
services and asset management around the world. AIG’s common stock is listed on
the New York Stock Exchange, as well as the stock exchanges in Paris and Tokyo.
•Corporate Culture
•• Integrity;
•• Entrepreneurial;
•• Innovation;
•• Local Talent;
•• Knowledge;
•• Disciplined Risk Taking;
•• Working Across Boundaries;
•• Service;
•• Responsive Leadership
Biography
•相关人物简历也是商务新闻稿常用的附加内容。人物简历一般介绍姓名、年龄、教育背景、
从业经历及成就等基本信息。陈述的内容应层次分明，重点突出，与主题无关的信息须省略。
Details
•Timeliness.
•时新性：指新闻事实的新近程度和新闻报道的及时程度。发生与报道的时差越小，越符合受
众的需求，新闻价值越大。
•Is it a recent development, or is old news?
•Proximity. Is the story relevant to local readers?
•Conflict.
•接近性：指新闻事实及新闻报道与受众的接近程度，包括空间、利益和心理等方面的距离远
近。距离越近，新闻价值越大。
•Is the issue developing, has it been resolved or does anybody care?
•Eminence and Prominence.
•显著性：指新闻事件参与者的知名程度。地位和业绩越显赫，新闻价值就越大。
•Are noteworthy people involved? If so, that makes the story more important.
•Consequence and Impact.
•重要性：指新闻事实和新闻报道的分量及重要程度。内容越重要，社会意义越大，新闻价值
越大。
•What effect will the story have on readers?
•Human Interest.
•趣味性：指新闻事实和新闻报道使受众感兴趣的程度。趣味性越大，新闻价值越大。
•Even though it might not be an earth-shattering event, does it contain unique,
interesting elements
Wording for Headline
• 选择信息 Selecting the Details to Use
• 编排措辞 Phrasing Words Properly
冠词(articles)的省略
World’s Largest Gathering of Coffee Professionals Heads for Atlanta, April 15
– 19，2009
The World’s Largest Gathering of Coffee Professionals Heads for Atlanta,
April 15 – 19，2009
系动词(copulative verbs)的省略
•World-Class Country Club Community Still a Hit With Homebuyers
World-Class Country Club Community Is Still a Hit With Homebuyers
助动词(auxiliary verbs)的省略
•Former National Century Financial Enterprises CEO Sentenced to 30 Years in
Prison, Co-owner Sentenced to 25 Years in Prison for Conspiracy, Fraud and Money
Laundering
•Former National Century Financial Enterprises CEO Is Sentenced to 30 Years in
Prison, Co-owner Is Sentenced to 25 Years in Prison for Conspiracy, Fraud and
Money Laundering
一般现在时
•Oerlikon Solar and Tokyo Electron Join Thin Film PV Forces
一般将来时
•采用“be+ 动词不定式”结构
•Total Attorneys To Raise Money for Cancer Charity DSG to Host Annual User Group
Meeting
现在进行时
•“be+ 现在分词”形式陈述正在进行的事件信息， “be”常常省略。
•Test Country Reports More Employers Seeking Effective Tobacco and Nicotine Test
Products
语态的运用 Voice
•Sue Malter Appointed to National Position With VITAS Innovative Hospice Care®
•Rolls-Royce Awarded MissionCare™ Contract for C-130J Engine Support to Royal
Norwegian Air Force
标点符号 Punctuation
•Business, Labor Groups to Launch New Coalition to Promote Medical Innovation and
Spark Economic Growth
•Business and Labor Groups to Launch New Coalition to Promote Medical Innovation
and Spark Economic Growth
•MaxTreeGrid: Ultimate Tool for Operating with Structured Data Presentation
Punctuation
•表达应客观、中立；
•表达准确，实事求是；
•所用词汇，通俗易懂；
•适当运用缩写形式；
•表意完整，不能引起歧义；
•删除难懂、难辨别的人名；
•避免冗赘表达；
•避免口语或俚语表达；
•尽量使用陈述语气；
•符合媒体要求的形式和风格。
Writing Rules for Headline
•Use key words to build your headline;
•Make it objective and neutral;
•Make it easy to understand;
•Use short and simple words;
•Never exaggerate and use slang;
•Be certain it has no double meaning.
•Remember the rules of grammar.
Wording for Body
•Simple words should be used more frequently than those pretentious words.
•Technical words and phrases should be replaced with less complex language or
they must be adequately explained;
•Subjective adjectives and adverbs should be eschewed;
•Wordy expressions should be edited;
•Trite expressions should be avoided.
倒金字塔式结构
Inverted Pyramid Structure
遵循“5W+1H”原则
•有关的新闻稿事件(what happened)
•发生的时间(when did it happen)
•地点(where did it happen)
•人物(who were involved in it)
•原因(why did it happen)
•经过(how did it happen)。
LONDON--The Business Continuity Institute (BCI), a leader in setting and
validating standards of professional competence and ethics in business continuity
management, today announced plans for the inaugural Global Business Continuity
Awareness Week, March 23 through March 27, 2009.
•“We are proud to provide the best entertainment experience to consumers by
using Dolby’s technology,” said Ted Mao, Manager of Product Strategy and
Planning Division, Lite-On IT Corporation.
•Ted Mao, Manager of Product Strategy and Planning Division, Lite-On IT
Corporation said that they are proud to use Dolby’s technology providing the
consumers “the best entertainment experience”.
•. Secretary-General Ban Ki-moon expressed welcome to the outcome of the
climate change conference in Bali, terming that the Bali Agenda achieves three
objectives: launching negotiations on a global climate change agreement, agreeing
to an agenda for the negotiations, and agreeing to complete them by 2009.
He believes that the Bali Roadmap is a pivotal first step toward an agreement
that can address the threat of climate change.
引语 Quotations
•引述通常使用“say”, “express”，“tell”, “according to…”等表达方式；
•依据需要决定引语的内容、篇幅和方式；
•直接引语的保真性较强；
•适当地保留一些人物精彩、有特色的话语(colorful, well-said or otherwise “quotable”)；
•使用引语要将话语的真实性放在首要位置，不能断章取义；
•选择企业、组织的管理层(administrative staff))或权威学者(authoritative)、专家(expert)
的话语作为引语；
•适当的借用同位语或插入语来介绍权威人士的身份、地位；
•引语不宜过长，一到两句较为适宜。
数据 Data
•了解各项数据的基本计算方式，例如百分比(percentage)，人均比率(per capita ratio)等；
•确认数据的来源可靠，信息准确；
•选择通俗易懂的数据语言。
背景资料
Background Information
•分析性资料
(analytical background information)
•对比性资料
(contrast background information)
•解说性资料
(explanative background information)。
背景资料
Background Information
•运用定语短语或从句(attributive phrase or clause) ;
•The FCC, where three of the five Commissioners, including its Chairman, are
recently appointed, will examine AT&T's plea that the pending proposal be
approved.
背景资料
Background Information
•运用同位语短语或从句(appositive phrase or clause)
•As of June 30, 2009, total assets were $ million, an increase of
percent from June 30, 2008. 2
背景资料
Background Information
•运用状语从句(adverbial clause)
• The results for the current quarter include a provision for credit losses of
$2,843,000 and net charge-offs totaling $2,330,000 while the comparable quarter
one year ago reflected $558,000 in provision for credit losses and in net
Essential Tips
•Make sure the information of your press release is newsworthy.
•Make sure your headline keeps to the point and attractive.
•Don’t bury the lead.
•Make sure your story is clear and concise.
•Make sure your story contain every necessary detail.
•Don’t contain any jargon, platitude, generalities or self-praise in your press
release.
•Avoid excessive use of adjectives and fancy language.
•Provide as much contact information as possible.
•Make it as easy as possible for media representatives to do their jobs.
Suppose you work as a press manager in The Specialty Coffee Association of America
(SCAA), write a press release for its 21st annual event .
World’s Largest Gathering of Coffee Professionals Heads for Atlanta, April 15 –
19 2009
Specialty Coffee Association of America 21st Annual Symposium and Exposition To Be
Held at Omni Hotel CNN Center and Georgia World Congress Center
LONG BEACH, Calif. -- The Specialty Coffee Association of America (SCAA), host
of the world’s largest gathering of coffee professionals, announces a new name,
new schedule, new format, and new pricing for its 21st annual event. The SCAA
Annual Symposium and Exposition will begin on Wednesday, April 15 and conclude on
Sunday, April 19, 2009.
This new schedule adds a full day to the event and features a The Symposium, to
be held at the Omni Hotel CNN Center, on Wednesday and Thursday, April 15 and 16.
This executive-level series targets leaders and experts in the coffee sector and
is designed to encourage dialogue about the future of the industry. The in-depth
symposium will address topics such as climate change and the global outlook for
supply, immigration and its impact on the labor force, and the implications of
recent scientific advancements on coffee production.
In addition to changes in schedule and format, SCAA is announcing greatly
reduced fees, just $95 for the exposition and lectures from Friday, April 17
through Sunday, April 19 if you are a member of the association. SCAA’s popular
hands-on training workshops will continue to be offered for additional fees.
This year, the World Barista Championships (WBC) returns to the United States
and SCAA’s annual event. Baristas from all over the world will compete for the
title of world’s best barista from Thursday, April 16 through Sunday, April 19.
###
Thank you！
•Memorandum, also called memo or internal memo, is a kind of simple and
efficient internal communication within a business organization.
MEMORANDUM
•TO: (readers' names and job titles)
•FROM: (your name and job title)
•DATE:
•SUBJECT: (specifically what the memo is about)
Process for Organizing Memos
Chapter 11
BUSINESS MINUTES
ACTIVITY: REFLECTION
LEARNING OBJECTIVES
•identify the types of minutes;
•explain the communicative purposes of minutes;
•understand the language features of minutes;
•use note-taking as a tool for meetings.
•会议记录是会议内容的正式书面记录，对于任何一个公司或机构来说都是至关重要的。
Definition of Minutes
•英语中会议记录——“minutes”一词来自拉丁语“minutus”（较小、微小）。
•会议记录不是指会议期间的笔录(notes of meetings)，而是指在会议过程中，由专门记录人
员把会议的组织情况和具体内容如实地记录下来，而后再对笔录或录音形成的会议情况材料进
行整理而形成的文本资料。
逐字记录型会议记录
(verbatim minutes)
逐字记录型会议记录将会人员讲的每一句话，发生在会议上的一切事情都记录下来。由于
其内容较长，且单调乏味，不便于记录和阅读，因此，目前几乎不使用此类会议记录。
决议型会议记录
(minutes of resolution)
决议型会议记录主要是记录与会人员在会议上做出的决定。
叙述型会议记录
(minutes of narration)
叙述型会议记录简要概括会议中直接关系到会议决议的与会人员发言、讨论的内容。
行动型会议记录
(minutes of action)
行动型会议记录除了记录与会人员的发言、讨论的内容外，还要重点指出将要实施的措施和
具体项目的负责人，是叙述型和决议型记录的综合。
•会议记录是记载会议基本情况和内容的会议文书之一，可为日后分析、研究、处理有关问题
提供重要依据；
•可作为书面文件，下达与上报会议精神，以使有关人员了解、贯彻会议有关决议、指示；
•可作为编写会议纪要(synopsis of minutes)和会议简报的基础及重要的参考资料。
•Sharon left the room in tears.
Structural Features
•MINUTES
•EXECUTIVE COMMITTEE MEETING
•THE INTERNATIONAL ORGANIZATION OF MATERIALS,
•METALS & MINERALS SOCIETIES (IOMMMS)
2001 Joint Statistical Meetings in Atlanta, GA
Executive Business Meeting Minutes
•Time and Date: 8:00 AM – 12 Noon on Monday,
•August 6, 2001
•Venue: Downtown Atlanta Georgia Marriott Marquis Rio Grande Conference Room
•Attendees:
•Gladys Reynolds (Chair), Christopher Standard, Robert Bell, Deborah Swayne,
Javier Rojo, Donald Martin,
•Jackie Hughes-Oliver, Shelton Jones, and Ramon Leon (guest invited to speak now
joining the committee)
Opening Statement
开场白
•开场白也称为会议背景，其作用表明会议召开的目的，或为将要讨论的议题提供背景信息，
应简洁易懂。其表述形式有下列三种：
•表明会议讨论的议题；
•对上次的会议记录给予肯定、称赞；
•宣布会议开始。
Business Arising
议题
•会议过程中讨论和研究的议题，应以段落或要点罗列的形式组织，简要概括各种不同的原因。
•该部分内容的写作应体现客观、公正的态度，不夹杂个人看法和观点。
•该部分的主要作用在于明确会议召开的目的，即此次会议的议题或中心。内容比较简短，语
言概括性强。
Conclusion
结论
•会议记录的结论应清晰、简洁，如果讨论议题不同，可以分别总结和概括，不应统一做出结
论。
•如果会议的主持人没有作出结论，撰写者有必要进行总结，因为它是个人或部门实施行动的
主要依据。因此，应明确、清楚地表达结论的内容和涉及的对象。
•Adjournment
•The meeting was adjourned at 10:40 . The next regular meeting is scheduled
for 8:30 . on June 20.
•Respectfully submitted,
•Terry King, Secretary
•Enc: Appendix A: Hardware and Software Allocations
•C: Department Heads
•Director of Purchasing
•Corporate Executive Council
•基本情况部分的 “Date and Time”, “Venue”, “Present” , “Observers” ,
“Attendance” 和 “Apologies”可全部大写，也可以只是大写第一个字母。这一组词用作标
题时，可用冒号也可不用标点。
•会议记录所有的内容通常左对齐；
•字号、下划线、黑体以及斜体的使用和调整可以让开头部分和重要的信息凸现；
•用数字序号的列举可以使读者更容易浏览信息；
•将记录人或打字员的姓名写在正文结束空两行的地方；
•需要时，将附件字样写在打字员姓名下方两行的位置；
•每项决议或事实除有编号外，都要加上小标题，以总括每项的中心思想；
•凡日期、数字和金额都要列举清楚，特别是金额，除用数字外，最好要加上文字，以确保准
确。
•所有会议记录的正本，必须有主席和秘书签字，才称得上完备。而且都要放在会议记录簿中，
存放在公司注册的办公地点，以便有关人士查阅。
Components of Formal Minutes
Guidelines for Writing Minutes
• See Table 11-1 on page 133
• Before the meeting
• During the meeting
• After the meeting
•会议召开之前，人们常常会将此前会议中涉及的有关事宜或项目作简要说明和总结。
•记录一个人的发言来说，要记其发言要点、主要论据和结论，论证过程可以不记。就记一句
话来说，要记这句话的中心词，修饰语一般可以不记。
•注意上下句子的连贯性、可读性和实用性。
写作要点为：
•以小标题划分层次；
•不带岐视性或攻击性言语，态度保持中立；
•提及人名和其他任何名称及标题时一般使用全名或全称；
•突出强调会议之后需要落实的事项以及规定期限
Agenda 议事日程
•议事日程对会议的整体进程及会议记录的撰写起到统领和导向作用。
• See Sample 11-1
•一般包括：会议召集(convening)、主持人宣布开会(call to order)、与会人员名单(roll
call)、会议记录的批准 (approving minutes for meeting)、大会报告(conference reports)、
新议题(business arising)、结束语或休会 (adjournment)，概述将要讨论的每一项事宜。
Different Types of Business Minutes
•叙述型会议记录主要采用陈述语气记录会议的过程和内容。
•语言特点表现为：多用陈述句式，句子结构简单、清晰，使用常见词语。
• See Sample 11-2
Different Types of Business Minutes
•主要针对会议中的各项决议、措施和讨论结果进行记录和撰写。语言多为概括性语句，多用
抽象名词。
• See Sample 11-3
决议事项 Resolutions
记录会议的结果，如会议的决定、决议或表决等。同时突出：
•会议中心议题以及围绕中心议题展开的有关活动；
•会议讨论、争论的焦点及其各方的主要见解；
•权威人士或代表人物的言论；
•会议开始时的定调性言论和结束前的总结性言论；
•会议已决或议而未决的事项；
•对会议产生较大影响的其他言论或活动。
Different Types of Business Minutes
•行动型会议记录是叙述型和决议型会议记录的综合。行动型会议记录的内容重点，主要是针
对会议上提出的某一项目或方案的实施步骤和过程，进行详细记录。内容包括具体的措施、进
展程度和负责人等。
• See Sample 11-4
Using Specific Words
• See table 11-2 on page 138
Using Passive Voice
被动语态的运用
•We are still designing the cloth products.
•The cloth products were still being designed.
•We all agree that the date of shipment should be changed.
•It was agreed that the date of shipment should be changed.
Using Past Tense
过去时态的运用
•通常情况，会议记录者使用叙述的方式来记录已经结束的会议过程和内容，所以在撰写会议
记录时，经常把现在时态转化成过去时态。
Using Indirect Speech
间接引语的运用
•会议记录的撰写者实际上是在转述会议的内容，所以通常多用间接引语来进行叙述。
•I will ask the secretary to arrange for their visit and booking room in hotel.
•Mr. Wand said that he would ask the secretary to arrange for their visit and
booking room in hotel.
Change the following information into minutes of narration.
•The Director said “I would like to propose that the annual subscription to the
department be increased from $1200 to $2000 with effect from 1 July 2001. Could I
have a seconder please?” (Ms. Smith seconded.) The Director then asked “All
those in favor?” and all members raised their hands. “Then I declare the mention
carried unanimously.”
•The Director proposed that the department‘s annual subscription should be
increased from $1200 to $2000 with effect from 1 July 2001. Ms. Smith seconded
this proposal and the motion was carried unanimously.
Using Stenography, Abbreviation and Symbols
速记、缩写或特殊符号的运用
•常使用简称、简化词语和统称以省略附加成分；
•较长的词组、句子的后半部分画一曲线代替；
•省略引文；
•记下起止句或起止词即可以便会后查补。
•用较为简便的写法代替复杂的写法。
•See Table 11-4
Try to convey the brief notes into the full sentences.
(1) Prod. Dept = resp. for Comp. Poor perf. Q1
(2) Shld↑intake grad. engs. b4 end yr.
(3) Prosps for future, ∴ strongly rec.↓staff sals.
•(1) The Production Department is responsible from the company’s poor
performance in the first quarter.
•(2) I think we should increase our intake of graduate engineers before the end
of next year.
•(3) Prospects for the future are poor. So, I’d strongly recommend a decrease in
staff salaries.
•Thank you!
Chapter 10
Business Memos
LEARNING OBJECTIVES
know the definition of memos;
identify the types of memos;
explain the communicative purposes of memos;
choose the appropriate format to write business memos;
understand the language features of memos.
Memorandum, also called memo or internal memo, is a kind of simple and efficient
internal communication within a business organization.
商务备忘录 (memos) 是商业机构内部和企业内部用来联系工作、交流信息和处理一般公务常
采用的一种文体。
备忘录——“memos”是英文 “memorandum”的缩写形式。备忘录一词源自拉丁语“memoro”
（提到，想起，涉及）和 “gerundive memorandum”（令人难忘）。
PRINCIPLES FOR LESSON PLANNING
business memos
商务备忘录
memos of minutes synopsis
会议纪要式备忘录
memos of legal documents
法律公文式备忘录
PRINCIPLES FOR LESSON PLANNING
formal memos
正式备忘录
simplified memos
简化备忘录
Classification of Business Memos
hard-copy memos
打印备忘录
electronic memos
电子备忘录
Informative Memos
信息类备忘录通常用来传递或解释公司的政策方针和公告等。
作为决策性的文件(decision-making documents)，信息类备忘录的结构和语言必须清楚、简
洁。
此外，还可以借助一些辅助手段，使所传递的信息更加准确、清晰。
Request Memos
Persuasive Memos
交际目的
提供记录(offering records)。备忘录用来记录公司制定或修改的规定、决议和政策，便于
日后查询参考；
传递信息(conveying information)。备忘录还用来将记录的内容传递给相关人员或通报项目
进展情况等；
提出指示、请求和建议(giving direction, request and proposal)。公司的管理者常以备
忘录形式传递指令，或就某一计划项目提出建议。
Linguistic Features
简洁性(conciseness)。备忘录的功能和目的之一是为了方便交流，应避免使用冗长、修饰性
的文字，做到直截了当、意义明确，便于阅读；
准确性(correctness)。备忘录必须以准确的语言表达正确、完整的主题；
清晰性(clarity)。备忘录应做到主题突出，层次分明，可读性强。为了清晰地表达内容，有
时需附有范例、说明、图示等；
Linguistic Features
礼貌性(courtesy)。撰写备忘录应本着真诚体贴、有礼有节、不卑不亢的态度，以婉转、积
极，得当等方法进行写作。
客观性(positive tone)。备忘录是一种公务文件，撰写时应注意遣词造句的客观性，避免使
用带有个人感情色彩、个人见解的词语，尽量采用中立、客观的语气。
Title 标题部分
备忘录的标题仅为一个词 “MEMO”或 “MEMORANDUM”，或内部备忘录 (Internal
Memorandum)，办公室间备忘录(Interoffice Memorandum)，位于首页正中。
一般情况下，在印制好的备忘录专用纸张上，标题一般位于公司名称和徽标(logo)下方。
Heading 开头部分
备忘录的开头与标题之间空两行，包括收件人(To)、发件人(From)、日期(Date)和事由
(Subject)四部分。
格式布局一般采用纵向垂直和横向水平两种。
MEMORANDUM
TO: Frank Connors, Security Manager
FROM: Jack Victors, Security Supervisor
DATE: 15th March, 2007
SUBJECT: Incident Report-Damage to Medical Equipment
MEMORANDUM
TO: Frank Connors, DATE: 15th March, 2007
Security Manager
FROM: Jack Victors, SUBJECT: Incident Report
Security Supervisor Damage to Medical Equipment
MEMORANDUM
TO: (readers' names and job titles)
FROM: (your name and job title)
DATE:
SUBJECT: (specifically what the memo is about)
Make sure you address the reader by her or his correct name and job title.
Courtesy titles are not necessary but make sure you spell everyone's names
properly and don't use informal nicknames.
Use a job title after your name, and hand write your initials by your name. This
confirms that you take responsibility for the contents of the memo.
Subject 事由
事由必须简洁而涵义丰富，应概括主题思想，供读者快速识别其主要意图(intention)，判断
应由哪个业务部门处理、与自己是否有关等。
事由通常使用缩略形式，不加冠词，没有必要是完整的句子，结尾不加句号；应是详细的、
吸引人的、谈话式的(即含有一个动词形式)。
Subject: Three Promotional Items to Showcase at Our Next Trade Show(而不是 Trade
Show)
通常情况下，人们会采用描述型事由，来概括备忘录的主要内容。然而，信息型事由更为详
细、具体。
Descriptive
Staff Training
Board Meeting
Informative
Proposal for Staff Training
Board Meeting to Discuss Dividend Increase
撰写事由可以遵循以下建议：
内容不宜过长，能简要表达其主旨即可；
以 5Ws（who, what, when, where and why）作为线索，谋划和撰写内容；
如需要特殊强调，可用大写字母书写。
Body 正文部分
备忘录的正文部分是其主体部分，即信息内容。
依据其主题内容，正文部分的篇幅可短至一两句，也可长达几页。
如果涉及两个主题，为避免使备忘录过长的话，可将其变成一个报告，并附带一份备忘录进
行简要说明。
Notations 注释部分
多数情况下，备忘录最后会附有与内容相关的各种表格、图表等注释，以证实所提供的信息
真实、可靠，且言之有据。
同时，要提及所附加的附件，并在最后加上一句话以表明附件内容。
Attachment(s)/Enclosure: Several Complaints about Product, January, 2006
如果备忘录由助理或秘书经手的，起草人和助理都应标注他们的姓名缩写。前者以大写字母
的形式出现，后者以小写字母的形式出现。
EIB: pjc
IMK/pjc
当备忘录要分发给其他人，或其副本(copy notation)要发送给多名商业伙伴或其他有关当事
人，并列举这些收件人的姓名。
Distribution: Jeffrey Jones
C/ CC: Jeffrey Jones
Guidelines for the Format
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.
The body of the memo is single-spaced, with two spaces between paragraphs.
Second-page headings are used, as in business letters.
The second page includes who the Memo is to, the page number, and the date.
The sender usually signs the Memo using initials, first name, or complete name.
除非公司另有具体要求，商务备忘录格式的基本要求并无太多变化；
开头部分中 “to”, “from”, “date”和“subject”可全部大写，也可以只大写首个字
母。这一组词用作标题时，可用冒号，也可不用标点。
备忘录所有的内容通常左对齐(the left margin)。
正文部分，在事由或主题行后两倍行距开始。
如备忘录不止一页时，应在第二页左上角标注收件人，日期和页码。
Jeffrey Jones
Feb. 26, 2002
page 2
……
字号、下划线、黑体以及斜体的使用和调整，可以使开头部分和重要信息更加醒目；
列举数字序号，可使读者更容易浏览信息。但需要注意的是，列举要符合语法规范；
发件人签署备忘录通常使用姓名缩写，或名字，或完整的姓名；
需要时，将打字员姓名的首字母写在正文结束空两行的位置；
需要时，将附件写在打字员姓名的首字母下面空两行的位置。
See page 121 sample 10-2
Process for Organizing Memos
See page 122 table 10-1
Direct Order
Use the direct order in a memo that contains good news for the receiver or that
makes a routine request.
Present the main idea first, followed by supporting information.
Indirect Order
Use the indirect order in memos that contain bad news or that try to persuade
the receiver.
Give the reasons for the bad news before presenting the main idea. In persuasive
situations, receivers are more apt to do what you want if they understand the
reasons in advance.
Opening Segment
Begin writing your business memo by stating the problem--that is, what led to
the need for the memo. Perhaps a shipment has not arrived, a scheduled meeting has
been canceled, or a new employee is starting tomorrow.
After stating the problem, indicate the purpose clearly: Are you announcing a
meeting, welcoming a new employee, or asking for input on adopting a new policy
about lunch hour length?
Discussion Segment
As you write the business memo, in the discussion segment, give details about
the problem, Don't ramble on incessantly, but do give enough information for
decision makers to resolve the problem.
Describe the task or assignment with details that support your opening paragraph
(problem).
Closing Segment
After the reader has absorbed all of your information, close with a courteous
ending that states what action you want your reader to take. Should they hand
email their reports rather than hand in hard copies? Attend a meeting?
Except for memos that are essentially informal reports or instructional
documents, write a business memo no more than one page long. In a memo, less is
more.
Summary Segment
If your business memo is longer than a page, you may want to include a separate
summary segment.
This part provides a brief statement of the recommendations you have reached.
These will help your reader understand the key points of the memo immediately.
Suppose that you (Tony Party) are a supervisor of a big company. The chief of
operation (David Green) wants to adopt the “punch-in”(上 班 打 卡 ) system to
increase productivity. You write a memo which covers the following issues:
You agree with David in terms of increasing productivity in the company;
You express doubt that “punch-in” system can be effective;
You would like to meet David to discuss other means of incentives(激励).
Memo
To: David Green, Chief of Operations
From: Tony Party, Supervisor
Subject: Comments on the “Punch-in” system
Date: March 22, 2009
This is further to your memo dated March 20, 2009, in which you proposed that
employees adopt the “punch-in” system.
I fully agree with you that we must increase productivity. As far as your
proposal that if the “punch-in” system is adopted, we would have a tighter
control over the employees is concerned, however, I don’t think so. I personally
think that, to accomplish this, we should give the employees more incentives to
work faster. I feel that if we (the supervisors) could meet with you, we could
discuss different possibilities to create such incentive.
Your consideration of this suggestion would be appreciated.
T. P.
Thank you!
