Useful phrases for memos

Giving information:

This is to inform you that…

I am / We are pleased / sorry to inform you that…

I / We wish to inform you…

Requesting information:

I / We would like to have…

Could you give me / us…

Would you send me…

Giving instructions:

Please follow the new procedures…

Check…

Be sure to…

I / We want…

Reminding people to do something:

Do no forget to…

Please remember to…

Making recommendations:

I / We feel it is best to buy new equipment.

I / We recommend the XS model.

Sending a report:

Please see the attached report.

Asking for action:

Would everybody please send their comments by Friday.

Do… / Write… / Phone…

1. Complete the memo with the Past Simple or Present Perfect forms of the verbs in brackets.

TO: Peter Schofield

FROM: Jaqueline Delacroix

DATE: 5 July

RE: Counterfeiting

I'm worried about the sales of the range of fragrances we.................... (launch) two years ago. In the first year, sales ……………….. (increase) steadily. However, since the beginning of this year, sales ………………. (fall) by almost 10%. The reason for this is clear. Several firms in SE Asia................... (copy) our designs and are now flooding the French market with them. This ………………… (become) a serious problem. Last month, I ………………. (organize) a team of investigators. Up to now, they ……………… (find) many counterfeit goods, which the Police ……………….. (seize) and impounded. Yesterday, I ………………. (contact) several firms who …………… (inform) me that they …………… (have) similar problems. They all …………… (lose) sales because of counterfeiting.

J.D.

2. Read the memo and answer the following questions.

MEMORANDUM

F.Lynch & Co. Ltd.(Head Office),

Nesson House, Newell Street, Birmingham B3 3E

To: Department Managers

Date: 10 November 2004

From: The Chief Accountant

Subject: Cheque Identification

Will all Department Managers remind their sales staff that all cheques must be accompanied by proper identification, i.e. cheque, store, or credit cards.

The store has experienced a number of bad debts over the past few months due to customers paying with bad cheques, and as the Christmas rush will soon be with us, this problem could increase unless sales staff are more careful.

Notices are placed round the store to explain the position to customers, but if staff experience any difficulty with a customer they should call over a manager or supervisor to deal with the matter.

T.Braithwait

Chief Accountant

Questions

1. Who sent memo, and what does it deal with?

2. What should the staff ask customers to do?

3. How are the staff supported, and what should they do if there are difficulties?

4. What will make the problem worse?

5. Which words used in the memo correspond to the following: balances that cannot be recovered because of?

3. Read the interoffice letter or memo. Work in pairs to answer the questions.

BEN&JERRY'S

Vermont's finest all natural ice cream Interoffice Letter

To: Ben Cohen, Chairman of the Board

From: Chico Lager, Chief Operating Officer

Re: Compensation Policy Revision

Date: February 15,_________

We need to meet with the management group to discuss our compensation policy.

As you know, we have recently had problems hiring a good chief financial officer because of our salary ratio. You may not know that some of our current executives may leave for better salaries elsewhere.

To make compensation more flexible, I suggest we consider one or more of the following:

· expanding the five-to-one ratio to six- or seven- to-one

· adding to executive salaries with profit-sharing or stock options

· raising base salaries with some of the 7.5% set aside for projects

· creating opportunities for executives to earn bonuses based on performance

With your approval, I'll call a general meeting of the management group for next Friday at 9:00 a.m.

C.Lager

Chief Operating Officer

Questions:

a) Where does information about the receiver, sender, and date appear?

b) What information appears next to "Re", meaning "regarding"?

c) Where does the sender "sign" an interoffice letter?

d) The first paragraph contains the main massage. What is the message here?

e) Subsequent paragraphs answer key questions that the reader is likely to have about the message. What is the question answered by the second paragraph?

f) What question is answered by the third paragraph? Why does the writer list his points?

Write a memo to Ben Cohen as a member of the management group or non-managerial staff. State whether the five-to-one salary ratio should be changed or not, and why?