總結(jié),通知和報(bào)告

1、Unit 4 Summaries, notes, reports AnnieContentsSummary 1Notes2Reports3Exercises4Summarieso Conversation Summaryo Meeting Summary (Meeting Minute)o Summary of essayso essayso descriptive essays, argumentative essays, explanative essays . eksplntiv adj. 說(shuō)明性的說(shuō)明性的o Summary of Report Conversation Summary

2、Meeting Summary (Meeting Minute)o 1. Subject (Title)o 2. Who, when, where, what, for meeting minute, agenda, attendees signatures, absentees names and minute taker.o 3. Use abbreviation or signs that you can comprehend.( short hand writing)o 4. If necessary, number the points.o 5. Rewrite the draft

3、of you summary. (expansion)o 6. Check for grammatical correctness, punctuation, and spelling. meeting minute o Meeting title: xxxLocation: Conference Hallo Date and Time: o Attendees:Presence name, title, department, meeting chairname, title, debarment, minute takername, title, department, late for

4、the meeting o Observer列席者 o Absence:name, title, department, Remarks name, title, department, why.o . Meeting Objectives: o Review of business performance in sales department. Monthly update on the media exposure.Make a decision regarding the investment opportunities.Evaluate the market entry opport

5、unities.Report of the latest marketing plan.o Revision of the previous minute:the Executive committee will pay a visit to Taiwan. Media invitation will be prepared and sent for revision at the next meeting. o Topic1: Evaluate the market entry opportunities .Conclusion: the Market has been confirmed

6、by committee Members and the planning department will prepare the marketing plan before the next meeting.o Actions to be taken before the next meeting. Prepare the meeting minute and circulate for review.Design the marketing plan.o Follow up with Mr. Li to schedule a meeting. Summary of essayso 1. R

7、ead the passage carefully. Determine its structure. Identify the authors purpose in writing. (This will help you to distinguish between more important and less important information.) o 2. The authors use of paragraphing will often be a useful guide. o 3. Underline key ideas and terms. o 4. Eliminat

8、e repetition, eliminate less important information, disregard minor details, or generalize them. Use as few words as possible to convey the main ideas. o 5. Write a thesis-a one-sentence summary of the entire passage. o 6. Combine sentences for a smooth, logical flow of ideas. Check for grammatical

9、correctness, punctuation, and spelling. Write a summary about the following Reporto Instead of movie tickets or discounted dinner coupons ku:pns, a growing number of residents in the capital are going online to group-buy their fruit and vegetables, so as to offset fset抵消, 補(bǔ)償 rising prices. o The pri

10、ces of many vegetables have doubled since last year, according to Liu Tong, head of the Xinfadi market statistics office. For example, the price of cabbage was 0.4 yuan a kilogram last year, but this year it hit 1 yuan. Xinfadi is the largest farm produce market in Beijing. o Feng Qinyu, a retiree w

11、ho lives in Shijingshan district, told me she and her husband found the rising prices staggering stgr 難以置信的;令人震驚的 . o A kilogram of eggs costs at least 9.6 yuan. The month before last it was 6-8 yuan, she said. o She said she usually goes to the morning market rather than the supermarket as prices a

12、re cheaper. o Cabbage is 1.5 yuan a kilogram at the shop near my compound. o In an interview with Beijing News, an employee with the information center of the Beijing Municipal Bureau of Agriculture said that the price of food has been rising since September, and vegetable prices are the ones rising

13、 most. o An earlier report from China National Radio said the shrinking fields in the capitals suburbs in recent years have become an important factor affecting vegetable prices. oMunicipal Bureau of Agricultureo市農(nóng)業(yè)局oMunicipal Bureau of Forestryo市林業(yè)局oMunicipal Bureau of Water Conservancyo市水利局oHousin

14、g Bureau o房屋局。oPrice Bureau o物價(jià)局oarchives bureau o檔案局ograin bureau o糧食局oA travel bureauo旅游局summaryo Growing concern over pricesSummary of Reporto 1. Summarize the purpose, scope, methodology, findings, conclusions and recommendations of the report.o 2. An impressive report of importance is usually n

15、ot more than one page long.o 3. A summary should be clear, concise, and to the point.o 4. The most import of all, it should be understandable to everyone without much demand for special background knowledge. That is, a summary should not contain jargon and abbreviations.o 5. The summary is often pla

16、ced before the Introduction, the very first part of the report. o 6. Although the summary is often placed before the main parts of a report, the summary should be written last. The summary should be based on findings and reasons, not the other way around.Summary Exampleo All materials and facilities

17、 needed to conduct this project have been procured prkj, pr-.The first task of project seems to be proceeding as planned. Minimal data have been collected, and the result look hopeful in terms of confirming the expectations proposed in the hypothesis haipisis as described in the feasibility Report.4

18、.1 Summarizing a Conversationo Glossaryo company stando trade exhibitiono enquire/enquiryo sales representativeo consultationo Procurement prkjumnto N 取得(征購(gòu)) o discounto drop me a line about stho 寫信給我,給某人寫短信4.1 B Which of these three styles of summary do you prefer and why?oListen to the recording a

19、nd draft a summary of the conversation in your own words. Key pointso 1. rotary printero 2. What Id like to know is can it deal with high quality embossed imbst凸印凸印,浮花浮花 greeting cards?o 3. We are looking for replacements for our twenty-year-old machines.Canton Fairo Warmly welcome the guests from a

20、ll the countries and regions attending the 105th session of China Import and Export Fair.Pazhou Hall 琶洲展館The booths in the canton fairShanghai World ExpoTheme: Better city, better life.Commodity and Technology PresentExotic PerformanceGlamorous SpectacleNoteso NOTE-TAKING is different from LEAVING A

21、 NOTE or MESSAGE, because the latter need to be understood by other people.LEAVING A NOTE or TELEPHONE MESSAGE4.2 Using Notes to Write a ReportoThe emphasis is on linking up ideas and adding missing elements, such as verbs, pronouns and conjunctions.onotevocabularyo managing director (MD)o health an

22、d safety provisiono recommendationso improvemento office bugo symptomso Repetitive Strain Injury (RSI)o (肢體的)重復(fù)性勞損o union reps (union representatives)o physiotherapist fzierpst理療醫(yī)師理療醫(yī)師o(wú) sports physiotherapist/physical therapisto displayo Ventilation ventilein通風(fēng),流通空氣 o air-filtering 空氣過(guò)濾o maintenance

23、o replacemento old-fashionedo eyesighto (vision test, far sight, far-sighted, near-sighted, near-sight, color blindness, color vision defect,The Function of Reporto Informo Instructo Explaino Motivateo Persuadeo Reinforce( prior discussion/communication)o RecommendReportsTypes of reportso1. Informat

24、ion reports: notification or notice, announcement, accident report, annual report, progress report, inspection report, trip report, meeting minute, an account describing a group of consumers, and an instruction or guide of the end-users of instruments or appliances.o2. Recommendation reports: unlike

25、 information reports, recommendation reports are analytical in nature. These reports analyze the facts, make logical conclusions and give appropriate recommendations. It most often tries to persuade the reader to agree with a stated message, or make him take a desired action.o3. Feasibility reports

26、draw conclusions from information, which indicates the likelihood of a project succeeding.o4. Problem-solving reports aim to identify the cause of a problem and then suggest ways to treat it.Elements of reportsa) Title 題目（標(biāo)題）題目（標(biāo)題）oLong report, one page dedicated to it.oShort report, on the first pa

27、ge of the report.b)Transmittals 報(bào)告?zhèn)鬟_(dá)書(shū)報(bào)告?zhèn)鬟_(dá)書(shū)oAuthors name and company, authorization, date of submission or composition, thank-you line, etc.c) Summary總結(jié)（提要，摘要，概要）總結(jié)（提要，摘要，概要）oMain idea of the report, usu. the key findings or recommendations. Because the boss and board members are very busy, so a shor

28、t summary serves the desired purpose of the report.d)Contents目錄目錄oTable of contents. Like that of a book. e) Introduction 前言（引言，導(dǎo)言，導(dǎo)語(yǔ)，序言）前言（引言，導(dǎo)言，導(dǎo)語(yǔ)，序言）oUsu. consists of Purpose, Background, Methodology, Scope, etc.f) Findings(body) 正文（調(diào)查結(jié)果，研究結(jié)果）正文（調(diào)查結(jié)果，研究結(jié)果）oCan also be called “Discussion”, “Body”,

29、 “Comments”, and “Analysis”. In this section, you make the presentation and analysis of the facts you have obtained. People often use appropriate subtitles, such as “Water Supply” or “Warehousing Arrangements” instead of the general term “findings”.g) Conclusions 結(jié)論結(jié)論oThe Conclusion section distills

30、 on the deductions you may have from the findings.h) Recommendations 建議建議oSuggestions and advice based on the Findings and Conclusion sections.i) References 參考資料參考資料 （參考文獻(xiàn)，書(shū)目）（參考文獻(xiàn)，書(shū)目）oSources of information. List of bibliography or other references.j) Appendices 附錄（附件）附錄（附件）oSupplementary materials

31、 such as additional tables, charts, lists of survey questions, questionnaire forms etc.Structure of a short and informal reporto To: xxxo From: xxxo Date: xxxo Subject: xxxo Body:“Golden rules”of report writing1) Be factual (寫實(shí)性寫實(shí)性) “20 students passed the exam “a number of students passed the exam.

32、”2)Be objective (客觀性客觀性) “I noticed many staff were piling boxes behind fire doors and felt this was a fire hazard.” “It was noticed that staff were placing boxes behind fire doors, causing a fire hazard.”3) Be logical(邏輯性邏輯性) Use sub-headings and enumeration (i.e. subsections within a major section

33、 are referenced: 1.1,1.2,1.3 etc. and subordinate points within such sub-sections are referenced by the addition of a further full stop and number: 1.2.1, 1.2.2,1.2.3 etc.)4) Be consistent (一致性一致性) e.g. each section heading in plural form and bold type e.g. 65%of the staff, 35% of the staff, or most

34、 people, some people, few people5)Be concise (簡(jiǎn)潔性簡(jiǎn)潔性) Never longer than necessary!6) Be clear (明白易懂明白易懂) Simple! Easy-to-read! Choose well-known vocabulary! 4.3 Planning and editing a reporto Work in pairso Number the items, leaving out any points you think are unimportant.o procedureo 1.Assemble th

35、e materialo 2. Plan the reporto 3. Draft the reporto 4. Edit the report實(shí)行彈性工作時(shí)間制的可行性報(bào)告實(shí)行彈性工作時(shí)間制的可行性報(bào)告 o接收人：接收人：馬林哈伯（總裁） o撰寫人：撰寫人：希爾大哈登（人事部經(jīng)理） o日期：日期：2006年3月25日o主題：主題：實(shí)行彈性工作時(shí)間制的可行性報(bào)告o我們?cè)?月至3月進(jìn)行了一次可行性研究，調(diào)查在全公司范圍內(nèi)實(shí)行彈性工作時(shí)間制的可能性，以提高員工的滿意度和公司效率，現(xiàn)呈上關(guān)于此項(xiàng)可行性研究的報(bào)告。 .o To: Marlin Harper, Presidento From: Hilda

36、 Harden, Personnel Manager o Date: March 25,2006o Subject: Feasibility of Introducing a Scheme of Flexible Working Hours o Here is the report about the feasibility study we made between January and March to look into the possibility of implementing a Company- wide flexible working hours scheme. The

37、scheme is expected to increase staff satisfaction and company efficiency. The Table of Contents o Introduction.1o Findings(調(diào)查結(jié)果).2o o o Conclusion8o Recommendations.9 The Bodyo Background o Introductiono Methods of drawing the conclusiono Discussion, explanationo conclusiono Recommendation.引言o 這份報(bào)告旨

38、在匯報(bào)我們最近進(jìn)行的一次試點(diǎn)結(jié)果。進(jìn)行該試點(diǎn)的目的是要調(diào)查在全公司范圍內(nèi)實(shí)行彈性工作時(shí)間制的可行性。我們?cè)?月15日至3月15日間開(kāi)展了此次試點(diǎn)，之后我們對(duì)參加此次試點(diǎn)的91位員工進(jìn)行了調(diào)查。IntroductionThe purpose of this report is to present feedback from a recent pilot scheme which was conducted to look into the feasibility of company- wide implementation of a flexible working hours scheme

39、. This pilot scheme took place between 15 January and 15 March, and was followed up with a survey conducted among the 91 staff members who took part in the scheme. o pilot adj. 試驗(yàn)性的; 引導(dǎo)的o scheme 計(jì)劃, 方案結(jié)論o 1.對(duì)于員工和管理人員來(lái)說(shuō)、所提供的上班時(shí)間的選擇范圍和彈性程度總體上來(lái)說(shuō)還是可以的。o 2. 一些部門/科室領(lǐng)導(dǎo)和員工希望能在8:00和9:15之間有更多的選擇。conclusiono 1

40、. The level of flexibility and starting time options offered were generally acceptable to the staff and management.o 2. Some Department/Section Heads and staff would like to have more options between 8:00 and 9:15 a.m.建議o 鑒于答卷者對(duì)試點(diǎn)活動(dòng)的肯定，我建議在公司全面實(shí)行該計(jì)劃并加上以下兩條附帶條件provisos prvaizu n. 附文附文,條件條件o 1.上午8:00、

41、8:30和9:15作為一般的上班可選時(shí)間的同時(shí)，允許部門/科室負(fù)責(zé)人在上午8:00到9:15范圍內(nèi)制定更多的可選時(shí)間。o 2. 一年后應(yīng)對(duì)該制度再進(jìn)行審查。Recommendations.o In view of the favorable feedback from the respondents on the Pilot Scheme, it is recommended that the system be fully introduced in the Company with the following provisos prvaizu n. 附文附文,條件條件o 1. While

42、keep 8:00, 8:30 and 9:15 a.m. as the normal start time options, Department / Section Heads should have the freedom to offer additional options within the overall range of 8:00 9:15 o 2. the scheme should be reviewed after one year.Tasko You work for PJT Ltd, a manufacturing company. You need more st

43、aff in your department and your line manager has asked you to write a report explaining why. Look at the information below, on which you have already made some handwritten notes. Then, using all your handwritten notes, write your report. Write 120-140 words.sampleo The purpose of this report is that

44、 we need more staff.o Indeed if we compare the number of people who work in this department between 2001 and 2003, it only increased five people but orders are twice more numerous.o Furthermore, our sales department has announced an important order from a company. It will be very difficult to satisf

45、y this demand if we dont increase our staff.o Since the annual holiday is five weeks per year. Thats means that every person will miss it work one week more per year and during this time the work wont be done.o Finally, we received a mail from a customer to inform us that he received his order six w

46、eeks late. However, if we had more staff the order should be on time.4.3Co Discuss these questionso 1. What do you think the Managing Directors aims were in writing the memo?o 2. What-if anything-are you expected to do as a result of reading the memo?o 3. How do you get the answers?Model reportPlann

47、ing and editing a reporto From: Personnel Manager Division ATo: Managing DirectorDate: 16 May 20_Subject: Proposed installation of clocking-in machineso 1. Following your Memo of 27 April we carried out a small study of staff views in three selected departments to see how the arrangements of breaks had been working. I here summarize the results:o a) 65% office workers found the present break arrangements satisfactory;o b) 25% would be in favor of a shorter lunch break and finishing earlier.o 2. It is too early to say definitely how many machines would be needed. But at least o