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Business Messages   業務消息

Memo/Email/Letter  備忘錄/電子郵件/信件

Aims  目標

1.to introduce the format/layout of formal letter,memo/email,fax,including all necessary components for each type of document
1.to 介紹正式信件、備忘錄/電子郵件、傳真的格式/佈局,包括每種類型文檔的所有必要元件
2.to understand the paragraph flow of different types of business letters
2.to 瞭解不同類型商業信函的段落流程

3.to be familiar with standard business phrases for formal written communication
3.to 熟悉正式書面交流的標準商務用語
4.to avoid common language mistakes in business correspondences
4.to 避免商務信函中的通用語言錯誤

Understanding and Writing Formal Business Messages
理解和編寫正式的商業消息

Memorandum(Memo)  備忘錄(Memo)

The abbreviation of memorandum is'memo'.A memo is a short written message that we sent to colleagues in the same company.It is used at all levels of an organization. It is sent by bosses to their staff to instruct or inform them.It is sent by one colleague to another to request a favour or to make suggestions.It can act as formal or informal means of communication.Nowadays,memos are mostly replaced by emails.
memorandum 的縮寫是“memo”。備忘錄是我們發送給同一 company.It 同事的簡短書面資訊,在組織的各個層面使用。它是由老闆發送給他們的員工來指示或通知 them.It 是一個同事發送給另一個同事來請求説明或使 suggestions.It 可以作為正式或非正式的通信方式。如今,備忘錄大多被電子郵件所取代。
To/From/Date/Subject as typical memo heading.
To/From/Date/Subject 作為典型的備註標題。

使用人員的姓名或他們在組織中的職位,或兩者兼而有之,例如:To:Wilson Tam 或 To:Marketing Supervisor,或
Use either the name of the person or their position in the organization,or both,e.g.:
To:Wilson Tam,or
To:Marketing Supervisor,or
Use either the name of the person or their position in the organization,or both,e.g.: To:Wilson Tam,or To:Marketing Supervisor,or| Use either the name of the person or their position in the organization,or both,e.g.: | | :--- | | To:Wilson Tam,or | | To:Marketing Supervisor,or |

\square H Z K H Z K HZK\mathcal{H} \mathcal{Z} \mathcal{K} 公司備忘錄 收件者:Wilson Tam,市場主管 發件者:Timmy Cheng,員工發展經理 日期:2020 年 9 月 5 日 主題:簡報工作坊 qquad\qquad
\square
H Z K H Z K HZK\mathcal{H} \mathcal{Z} \mathcal{K} Company Memo
To:Wilson Tam,Marketing Supervisor
From:Timmy Cheng,Staff Development Manager
Date: 5 September 2020
Subject:Presentation Workshop qquad\qquad
◻ HZK Company Memo To:Wilson Tam,Marketing Supervisor From:Timmy Cheng,Staff Development Manager Date: 5 September 2020 Subject:Presentation Workshop qquad| $\square$ | | :--- | | $\mathcal{H} \mathcal{Z} \mathcal{K}$ Company Memo | | To:Wilson Tam,Marketing Supervisor | | From:Timmy Cheng,Staff Development Manager | | Date: 5 September 2020 | | Subject:Presentation Workshop $\qquad$ |

日期應寫成日-月-年,例如 2020 年 9 月 5 日或月-日-年,例如 Sebtember 5. 2020
Date should be either be written
Day-Month-Year e.g. 5 September 2020 or Month-Day-Year e.g.
Sebtember 5. 2020
Date should be either be written Day-Month-Year e.g. 5 September 2020 or Month-Day-Year e.g. Sebtember 5. 2020| Date should be either be written | | :--- | | Day-Month-Year e.g. 5 September 2020 or Month-Day-Year e.g. | | Sebtember 5. 2020 |
A presentation workshop will be held from 10:00 to 12:00 on 12 th 12 th  12^("th ")12{ }^{\text {th }} October 2020.An instructor with be invited to help staff improve their presentation skills.Please encourage your team members to join the workshop,and kindly let me know if anyone will not be able to attend.
演示研討會將於 2020 12 th 12 th  12^("th ")12{ }^{\text {th }} 年 10 月 10:00 至 12:00 舉行,邀請一名講師幫助員工提高他們的演示技巧。請鼓勵您的團隊成員參加研討會,如果有人無法參加,請告訴我。
Subject line should be clear and easy to understand.A noun phrase is always used for subject heading.
主題行應清晰易懂。名詞短語始終用於主題標題。
Thank you for your help.
感謝您的説明。

稱呼不是必需的。但是,有些人仍然喜歡使用它。
Salutation is not necessary.
However,some people still prefer to use it.
Salutation is not necessary. However,some people still prefer to use it.| Salutation is not necessary. | | :--- | | However,some people still prefer to use it. |
Formulaic closing phrase is not necessary.However,if you have requested somebody to do something,you may end your message Thank you for your help or Thank you for your cooperation in this matter.
公式化的結束語不是必需的。但是,如果您要求某人做某事,您可以結束您的資訊 Thank you for your help or Thank you for work this matter。
To/From/Date/Subject as typical memo heading. "Use either the name of the person or their position in the organization,or both,e.g.: To:Wilson Tam,or To:Marketing Supervisor,or" https://cdn.mathpix.com/cropped/2025_06_05_ec71550783c64467ce8eg-2.jpg?height=450&width=215&top_left_y=1002&top_left_x=98 "◻ HZK Company Memo To:Wilson Tam,Marketing Supervisor From:Timmy Cheng,Staff Development Manager Date: 5 September 2020 Subject:Presentation Workshop qquad" "Date should be either be written Day-Month-Year e.g. 5 September 2020 or Month-Day-Year e.g. Sebtember 5. 2020" A presentation workshop will be held from 10:00 to 12:00 on 12^("th ") October 2020.An instructor with be invited to help staff improve their presentation skills.Please encourage your team members to join the workshop,and kindly let me know if anyone will not be able to attend. Subject line should be clear and easy to understand.A noun phrase is always used for subject heading. Thank you for your help. "Salutation is not necessary. However,some people still prefer to use it." Formulaic closing phrase is not necessary.However,if you have requested somebody to do something,you may end your message Thank you for your help or Thank you for your cooperation in this matter.| To/From/Date/Subject as typical memo heading. | | Use either the name of the person or their position in the organization,or both,e.g.: <br> To:Wilson Tam,or <br> To:Marketing Supervisor,or | | :--- | :--- | :--- | | ![](https://cdn.mathpix.com/cropped/2025_06_05_ec71550783c64467ce8eg-2.jpg?height=450&width=215&top_left_y=1002&top_left_x=98) | | | | | $\square$ <br> $\mathcal{H} \mathcal{Z} \mathcal{K}$ Company Memo <br> To:Wilson Tam,Marketing Supervisor <br> From:Timmy Cheng,Staff Development Manager <br> Date: 5 September 2020 <br> Subject:Presentation Workshop $\qquad$ | Date should be either be written <br> Day-Month-Year e.g. 5 September 2020 or Month-Day-Year e.g. <br> Sebtember 5. 2020 | | | A presentation workshop will be held from 10:00 to 12:00 on $12{ }^{\text {th }}$ October 2020.An instructor with be invited to help staff improve their presentation skills.Please encourage your team members to join the workshop,and kindly let me know if anyone will not be able to attend. | Subject line should be clear and easy to understand.A noun phrase is always used for subject heading. | | | Thank you for your help. | Salutation is not necessary. <br> However,some people still prefer to use it. | | | | Formulaic closing phrase is not necessary.However,if you have requested somebody to do something,you may end your message Thank you for your help or Thank you for your cooperation in this matter. |
東華學院
TUNG WAH COLLEGE  東華學院
MEMO
From:Managing Director  寄件者:董事總經理 Date:15 September 2020  日期:2020 年 9 月 15 日
To:All staff  收件者:全體員工
MEMO From:Managing Director Date:15 September 2020 To:All staff | MEMO | | | :--- | :--- | | From:Managing Director | Date:15 September 2020 | | To:All staff | |
Re:Password for General Office
re:General Office 的密碼
Please note that starting next Monday,a new password will be needed to enter the General Office.For security reasons,the password will be changed once in two months.Please do NOT disclose the password to anyone who is not a staff in our company.You will be given the password by the end of this week.In case you forget the password,please contact Miss Agnes Wu,Administrative Officer at ext. 112.
請注意,從下周一開始,進入綜合辦公室將需要新密碼,為安全起見,密碼將每兩個月更改一次,請不要將密碼透露給非本公司工作人員。week.In 結束時,如果您忘記了密碼,請撥打分機號 112 聯繫行政主任 Agnes Wu 小姐。
Thank you for your cooperation.
謝謝您的合作。

There is no signature at the end of a memo.This might be replaced by a clearly written version of your name,your initials,or nothing at all.
備忘錄末尾沒有簽名。這可能會被您的姓名、姓名首字母的清晰書寫版本所取代,或者什麼都沒有。

Task:  工作:

You are a Human Resources Manager.Write a memo to tell employees that they will not receive any hard copy of the monthly salary or MPF statement.Instead,they will only receive them through emails.
您是一名人力資源經理。寫一份備忘錄告訴員工,他們不會收到任何月薪或 MPF 對帳單的紙質副本。相反,他們只會通過電子郵件收到。

Excellent Company Limited Memo
Excellent Company Limited 備忘錄

To:  自:
From:  從:
Date:  日期:
Subject:  主題:
Please note that starting qquad\qquad .You can view, qquad\qquad and
請注意,從 qquad\qquad .you can view qquad\qquad

qquad\qquad for your record.No
qquad\qquad 為了您的 record.No

qquad\qquad for the month of October 2007 and thereafter will be qquad\qquad to you.
qquad\qquad 2007 年 10 月及以後的日期將發送給 qquad\qquad 您。

qquad\qquad ,please qquad\qquad Mr.David Lee at ext. 182.
qquad\qquad ,請 qquad\qquad 撥打 182 分機李先生。
Thank you qquad\qquad
謝謝。 qquad\qquad