IV. 便函寫作
一、什么是便函
簡(jiǎn)單地說，便函就是指在同一家機(jī)構(gòu)內(nèi)從一個(gè)人或一個(gè)部門傳遞到另一個(gè)
人或部門的書面信息，內(nèi)容是要在當(dāng)天或近期內(nèi)所要辦理的事情。
二、便函寫作的格式
便函通常包含以下幾個(gè)部分：
1. 公司名稱；
2. 公司的電話號(hào)碼或傳真號(hào)碼；
3. 收函人姓名（和職位）To:
4. 留言人姓名（和職位）From:
5. 留言日期Date:
6. 便函主題Subject（Re）:
7. 正文
下面我們選擇兩則便函為例，結(jié)合我們剛剛講到的有關(guān)便函的知識(shí)，給大家做一個(gè)具體的講解。
例一：
Ace Electronics
Tel/Fax: 0525 228910
22/7/99
To: M. Jones
From: J. Banks
I need to hire a car for the day to get me to the exhibition on 14th of next month. Can you book one? You can use my credit card. I don't think it matters what kind of car it is, but I don't want to pay more than $45.
例二：
MEMO
To:
From:
Re: Your enquiry of the 20th October
… … … …
II. 便函寫作應(yīng)試技巧
一、題目要求
在考試時(shí)，題目中會(huì)給你一個(gè)特定的情景，同時(shí)會(huì)告訴給你要完成三項(xiàng)寫作任務(wù)；題目中會(huì)有清楚的字?jǐn)?shù)限制，即40-50字，超出或少于這個(gè)字?jǐn)?shù)限制都會(huì)影響你的成績(jī)。
二、便函寫作的要求
簡(jiǎn)潔：不用寫許多空洞的客套話。內(nèi)容要直截了當(dāng)，開門見山。
完整：在用詞和造句時(shí)要用完整句，不能因?yàn)檫@是一種非正式文體的寫作就可以用縮略句，這些做法都是錯(cuò)誤的。
實(shí)用：寫出一條便函、便條、電子短信或留言，一定要有實(shí)用性。要少用空泛、含混的概念，而用具體、明確的詞匯和句子。交代給對(duì)方做的事情或通知對(duì)方的內(nèi)容一定要讓對(duì)方能夠易于操作，準(zhǔn)確無誤地完成。
以上三點(diǎn)說起來容易，做起來難。下面我們就來演練一下。
請(qǐng)看下面題目：
You are Head of Research for an international car manufacturer. You have to make an urgent trip tomorrow to visit Pierre Blanco, a colleague who works for a subsidiary.
Write a memo of 40-50 words to your secretary.
telling her who you are going to see and when
asking her to book flight tickets and accommodation
telling her what work you would like her to do in your absence.
題目分析
Overall effect: The secretary would know where the Head of Research was going and when, and would understand she was required to book flights and accommodation, and what work she should do tomorrow.
參考答案：
參考答案一
To: Alice Hu, Personal Secretary
From: David Guan, Head of Research
Date: 1 May 2001
Subject*: Urgent trip to subsidiary company
I have to make an urgent trip tomorrow, 2nd May 2001, to visit Pireer Blanco. Please book flight tickets and accommodation. In my absence, I would like you to handle all matters that do not need my personal decisions. Please inform all relevant colleagues.
*subject=Re
參考答案二
To: Alice Hu, Personal Secretary
From: David Guan, Head of Research
Date: 1 May 2001
Subject: Urgent trip to French subsidiary
I’ll visit Pierre Blanco in Paris on 2 May 2001 in the afternoon. Please book me return flight tickets and accommodation at Hilton Hotel for my three-day visit. In my absence, you should schedule and then fax me the arrangements for next week.
V. Oral Practice
Training Opportunities
l How important is it to you to be offered opportunities for training in a job?
參考答案：
It’s very important because ongoing training can guarantee that employees have necessary skills to meet the requirements of the job.
l What do you think makes a training course effective?
參考答案：
First, a qualified and experienced teacher can make the course effective. A further factor is to satisfy staff needs.
(location, materials, audio-visual aids)
l How do you think employees should be selected to attend training courses?
參考答案：
All new staff should receive orientation programme to facilitate their job. For ongoing training, HR Department can carry out opinion surveys among staff to include as many staff as possible.
l Do you think employees should contribute towards the cost of training?
(Should employees pay some of the cost of their training?)
參考答案：
I don’t believe so. Many big name companies now make full use of training as motivation. This will help retain staff and enhance staff loyalty to the company. So I reckon that companies not employees should contribute towards the cost.
Teamwork
l Do you prefer working on your own or as a member of a team?
參考答案：
I prefer to work in a team. Teamwork means that team members can swap ideas and offer help.
l Which do you think are more effective, small teams or larger teams?
參考答案：
I think small teams are very effective. Small teams can ensure better communication and fighting spirits.
l Do you think teams always need to have a leader?
參考答案：
Yes, I believe so. A team leader can allocate roles, chair regular meetings and set targets for the team.
l Do you think it is important for a team to have regular meetings?
參考答案：
Definitely. At regular meetings, team members can swap ideas and ensure the flow of information.
Homework
1. Oral practice:
Advantages and disadvantages of each form of communication
(faxes, letters, e-mails, phone calls, memos, notes)
2. Self-study exercise 1 on page 15. You can check your answers against the key at the back of the book.
3．
You are taking your annual holiday at the beginning of July and you will be out of the office for three weeks.
Write a memo of 40 –50 words to your secretary, telling him/her:
·when you are going on holiday and for how long;
·what should happen to your mail;
·what he/she should do in case of an emergency
一、什么是便函
簡(jiǎn)單地說，便函就是指在同一家機(jī)構(gòu)內(nèi)從一個(gè)人或一個(gè)部門傳遞到另一個(gè)
人或部門的書面信息，內(nèi)容是要在當(dāng)天或近期內(nèi)所要辦理的事情。
二、便函寫作的格式
便函通常包含以下幾個(gè)部分：
1. 公司名稱；
2. 公司的電話號(hào)碼或傳真號(hào)碼；
3. 收函人姓名（和職位）To:
4. 留言人姓名（和職位）From:
5. 留言日期Date:
6. 便函主題Subject（Re）:
7. 正文
下面我們選擇兩則便函為例，結(jié)合我們剛剛講到的有關(guān)便函的知識(shí)，給大家做一個(gè)具體的講解。
例一：
Ace Electronics
Tel/Fax: 0525 228910
22/7/99
To: M. Jones
From: J. Banks
I need to hire a car for the day to get me to the exhibition on 14th of next month. Can you book one? You can use my credit card. I don't think it matters what kind of car it is, but I don't want to pay more than $45.
例二：
MEMO
To:
From:
Re: Your enquiry of the 20th October
… … … …
II. 便函寫作應(yīng)試技巧
一、題目要求
在考試時(shí)，題目中會(huì)給你一個(gè)特定的情景，同時(shí)會(huì)告訴給你要完成三項(xiàng)寫作任務(wù)；題目中會(huì)有清楚的字?jǐn)?shù)限制，即40-50字，超出或少于這個(gè)字?jǐn)?shù)限制都會(huì)影響你的成績(jī)。
二、便函寫作的要求
簡(jiǎn)潔：不用寫許多空洞的客套話。內(nèi)容要直截了當(dāng)，開門見山。
完整：在用詞和造句時(shí)要用完整句，不能因?yàn)檫@是一種非正式文體的寫作就可以用縮略句，這些做法都是錯(cuò)誤的。
實(shí)用：寫出一條便函、便條、電子短信或留言，一定要有實(shí)用性。要少用空泛、含混的概念，而用具體、明確的詞匯和句子。交代給對(duì)方做的事情或通知對(duì)方的內(nèi)容一定要讓對(duì)方能夠易于操作，準(zhǔn)確無誤地完成。
以上三點(diǎn)說起來容易，做起來難。下面我們就來演練一下。
請(qǐng)看下面題目：
You are Head of Research for an international car manufacturer. You have to make an urgent trip tomorrow to visit Pierre Blanco, a colleague who works for a subsidiary.
Write a memo of 40-50 words to your secretary.
telling her who you are going to see and when
asking her to book flight tickets and accommodation
telling her what work you would like her to do in your absence.
題目分析
Overall effect: The secretary would know where the Head of Research was going and when, and would understand she was required to book flights and accommodation, and what work she should do tomorrow.
參考答案：
參考答案一
To: Alice Hu, Personal Secretary
From: David Guan, Head of Research
Date: 1 May 2001
Subject*: Urgent trip to subsidiary company
I have to make an urgent trip tomorrow, 2nd May 2001, to visit Pireer Blanco. Please book flight tickets and accommodation. In my absence, I would like you to handle all matters that do not need my personal decisions. Please inform all relevant colleagues.
*subject=Re
參考答案二
To: Alice Hu, Personal Secretary
From: David Guan, Head of Research
Date: 1 May 2001
Subject: Urgent trip to French subsidiary
I’ll visit Pierre Blanco in Paris on 2 May 2001 in the afternoon. Please book me return flight tickets and accommodation at Hilton Hotel for my three-day visit. In my absence, you should schedule and then fax me the arrangements for next week.
V. Oral Practice
Training Opportunities
l How important is it to you to be offered opportunities for training in a job?
參考答案：
It’s very important because ongoing training can guarantee that employees have necessary skills to meet the requirements of the job.
l What do you think makes a training course effective?
參考答案：
First, a qualified and experienced teacher can make the course effective. A further factor is to satisfy staff needs.
(location, materials, audio-visual aids)
l How do you think employees should be selected to attend training courses?
參考答案：
All new staff should receive orientation programme to facilitate their job. For ongoing training, HR Department can carry out opinion surveys among staff to include as many staff as possible.
l Do you think employees should contribute towards the cost of training?
(Should employees pay some of the cost of their training?)
參考答案：
I don’t believe so. Many big name companies now make full use of training as motivation. This will help retain staff and enhance staff loyalty to the company. So I reckon that companies not employees should contribute towards the cost.
Teamwork
l Do you prefer working on your own or as a member of a team?
參考答案：
I prefer to work in a team. Teamwork means that team members can swap ideas and offer help.
l Which do you think are more effective, small teams or larger teams?
參考答案：
I think small teams are very effective. Small teams can ensure better communication and fighting spirits.
l Do you think teams always need to have a leader?
參考答案：
Yes, I believe so. A team leader can allocate roles, chair regular meetings and set targets for the team.
l Do you think it is important for a team to have regular meetings?
參考答案：
Definitely. At regular meetings, team members can swap ideas and ensure the flow of information.
Homework
1. Oral practice:
Advantages and disadvantages of each form of communication
(faxes, letters, e-mails, phone calls, memos, notes)
2. Self-study exercise 1 on page 15. You can check your answers against the key at the back of the book.
3．
You are taking your annual holiday at the beginning of July and you will be out of the office for three weeks.
Write a memo of 40 –50 words to your secretary, telling him/her:
·when you are going on holiday and for how long;
·what should happen to your mail;
·what he/she should do in case of an emergency