Sample of a Memo

To: all the staff Date: 22/10/2004

From: Personnel Manager

Subject: Business English classes

1. Since November 1 free English classes will be held for all personnel in the Training Center (room #3) twice a week – on Mondays and Thursdays. All teaching materials will be provided; the size of each class will be limited to 12 trainees.

2. The deadline of applications is 6p.m. 30/10/2004. Applicants will be tested for the level of proficiency in English to form 2 groups of pre-intermediate and intermediate levels.

(Signature)

Ann McCline

Practice

Task 1. Use the following data to compose your own memo:

1. To: Department Managers; from: Managing Director; subject: reducing costs of production.

2. To: all employees; from: Director; subject: recognaziation of the company.

3. To: all staff; from: trade-union representative; subject: the annual meeting.

4. To: all shareholders; from: the President; subject: general annual meeting.

Task 2. Complete the letter choosing from the words listed below:

travel agents, previous correspondence, system, responsibility, index, personal assistant, travel arrangements, directory enquiries, circulation, references, job, international telephone operator.

Dear Susan,

Well, I’ve been working for a week, and I must say I’m still bewildered. I hope it all sorts itself out.

Mr Sutherland is going away on a business trip – isn’t it exciting? He’s going to Spain, Portugal and Italy.

The first thing I had to do was to make his (1) _______ so I had to talk to the (2) _______ the Company uses and get them to book all the trains, planes and hotels, and I also had to organise his car hire, make the appointments and fix up his meetings. I’ve used the telephone a lot. The (3) ______ has got quite used to my voice, and the lady who deals with (4) ______ must be quite tired of me! I also had to look up the (5) ______ he’s had with the people he’ll be seeing, and sort out the letters he’ll need to take with him.

We organised the (6) ______ list for memos. (He’ll be sending tapes back to me.) While he’s away, I’ve promised to reorganise his filing (7) ______ and make up an (8) ______ to the files, so that he can find things quickly. I’ve also got to learn which (9) ______ books to use when I need to find something! By the time I've done all this, I’ll be really pleased with my (10) ______! I’m really going to be a real secretary, not just a shorthand typist; in fact I’m nearly a (11) ______ – P.A. for short – as I do take complete (12) ______ for some areas of the work.

See you soon!

Jane.

Task 3. Listen to the stories of two people, who lost their jobs, prepare memoes on them for the personnel manager of your company.

UNIT 4

Text 1

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