Chapter 3 Office Documents

1. Chapter 3Office Documents 事务处理

2. Lead-in Chapter 3 Official Documents The major role of a business assistant is to help the manager to deal with various office work, so his or her job duties are multifaceted. A business assistant is not only someone who receives calls, sends faxes, makes copies and files the documents, but someone who should be good at scheduling, organizing and drafting. The basic writing scope in the office work covers notices, memos, reports and minutes etc. After studying this chapter, you will be able to: ◇ write notices. ◇ write memos. ◇ write business reports. ◇ write minutes. ◇ Know something about a business meeting.

3. Contents 1 2 3 4 5 Notices Memos Business Reports Minutes Business Meeting Chapter 3 Official Documents

4. Module 1: Notices j In this module, you are expected Objectives to learn about the format and contents of different types of notices; to write appropriate and effective notices on different occasions, such as opening, premise change, meetings, matches, and lectures.

5. Your Try 1 Task There is a franchised store of Sunshine Cashmere Co. Ltd. in Yongxing Road, Hangzhou, which sells retails to individual customers. Due to the development of the business, Mr. Jiang has planed to move it to a larger premise, that is, No. 18 Qingchun Road, Hangzhou from May 1, 2009. So, Qiu Xiaoyun is asked to write a notice to inform the customers the news of removal and the price cutting as well.

6. Communicative Activity 2 Notes: You are divided into several groups. Discuss and compare each other’s notice and decide whose notice is the most appropriate. The teacher should report to the class why it is the best. When you are discussing, you should pay attention to the following hints. What’s the purpose of writing a notice? What are the components of a notice? What are the requirements on the language of a notice used?

7. Communicative Activity 2 1. What’s the purpose of writing a notice? The purpose of writing notices to tell people something. It may be what is going to happen, or sometimes, what has already happened. In this task, the purpose is to inform the public a premise change. 2. What are the components of a notice? A notice should tell people the activity, the time, the place, and other details. 3. What are the requirements on the language of a notice used? Separate line, passive voice, positive tone, imperative sentence, set-expression is more often used in a notice.

8. Sample Analysis Heading • Sunshine Franchised Store Removal Notice • Please kindly notice that our Sunshine Franchised Store in Yongxing Road will be relocated to the following address with effect from May 1, 2009. • New Address: 18, Qingchun Road， • Jianggan District, • Hangzhou, Zhejiang. • Telephone numbers ＆ fax numbers remain unchanged. • Customers can still do their shopping at a temporary location in Yongxing Road till April 25. There will be some price cutting on the products on sale. Body

9. Sample Analysis • Thanks for your kind attention and continuous support.Name and position of the person who wrote it • With warmest regards, • Thomas Jiang • General Manager • Sunshine Cashmere Products Co. Ltd.Issuing date • April 15, 2009 Name and position of the person who wrote it Issuing date

10. Summary The definition of Notices Notices are effective means of written communication to provide information to the public. There are two main types of notices: notices printed to be circulated among parties concerned and notices intended to be pinned on a notice board, which are referred to be as announcements. Like memos, notices are sent to reach a lot of people; however, there is no direct line of communication from the writer of the people who read it.

11. The format of Notices A notice requires a clear heading at the top, followed by the main body separated into paragraphs, that is, the detailed information of the notice. It must have the name and position of the person who wrote it, to ensure that the notice is displayed attractively and acted upon where necessary. The issuing date of the notice is at the bottom, but not compulsory. Sometimes, the notice adopts a phrase-like pattern, with each line telling different information, such as the occasion, the time and the place etc. Summary

12. The purpose of writing notices As one of the most commonly used practical writing, the purpose of writing a notice can be various, from announcement of a meeting, a match, a lecture, a seminar, to an opening, an office removal, even to caution on the thieves and safety regulations etc. Summary

13. The language and tone of notices The use of English in notices should be concise, business-like, and polite. Here are some tips: 1) Write in simple English throughout the notice. 2) Make the heading or opening eye-catching and stimulating. 3) Use full sentences for the text of the notice. 4) Avoid long, rambling paragraphs and keep the notice as brief as possible. Summary

14. Individual Study You are provided some notices to learn by yourself. You can make mini comparison on the samples according to what have been taught. Tips In terms of their layouts, the previous two notices adopt sentences to tell the information, while the last three use phrases. If the phrase-like pattern is used, every part in the notice should be centered. As far as their contents concerned, they have different topics and purposes. Notice 1 is to publicize a company policy; notice 2 is to announce a cheque lost; notice 3 is on the showing of a movie; notice 4 is about a meeting; and the last one is about a lecture.

15. Revising 1 Practices Directions: In part Ⅰ, you have written the notice of the removal, now you are required to revise your own work according to the 5-C principles in the table.

16. Translating 2 Practices 1)All the staff and workers are requested to be present on time. 所有的职工都必须按时到会。 2) We would like to take this opportunity to inform you of another change that has taken place in our salon. 趁此机会告知您我店的其他新动态。 3) Goods of high quality will be supplied at reasonable prices, and every effort will be made to provide our customers with a good and enjoyable shopping environment. 所有货物价廉物美，并且我们将尽力为顾客提供一个良好的购物环境。

17. Translating 2 Practices 4) We are pleased to inform you that A has merged with B under the new firm name of C which will come into effect on January 1, 2008. 我们高兴地通知你，A与B已合并，新公司名为C，合并将于2008年1月1日生效。 5) Effective as of June 1, 2006, all full orders received for six week delivery will be billed as follows. 从2006年7月1日起，所有接到的交货期为六周的定单的价格变动如下。 6)我们感谢您的关注，并为给您造成的不便表示歉意。 We thank you for your attention and sorry for any inconvenience. 7)钱票当面清点，离柜概不负责。 Please Check and See if the Money is Right. We are Not Responsible after You Leave the Store.

18. Translating 2 Practices 8)全体员工请注意，新的时间表从2009年5月1日起实行。 All staff are required to note that the new timetable comes into effect from May 1, 2009. 9)明天的部门会议因举办讲座延期召开，特告。 Please note that tomorrow’s department meeting has been put off because of the lecture. 10)我们将从2010年1月1日起开始营业。 We shall be in operation from Janauary 1, 2010.

19. Writing 1 Practices Directions: There is a notice to publish on the China Daily. The Chinese version is as follows. Drop an English notice according to what you have learned.

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