國(guó)際商務(wù)信函寫作(英文版)Unit-18-Business-Reports課件

1、國(guó)際商務(wù)信函寫作（英文版）Unit 18 Business Reports國(guó)際商務(wù)信函寫作（英文版）Unit 18 BusinessGeneral Introduction Sample ReadingUseful ExpressionsWriting PracticeGeneral Introduction Sample Re As the business environment grows in its complexity, the importance of skillful communication becomes essential in the pursuit of inst

2、itutional goals. Business report is an orderly, objective message used to convey information from one organizational area to another to assist in decision-making or problem-solving. We will study illustrations of practical reports and the problems will provide the opportunity for students to develop

3、 and sharpen their communication skills. General Introduction General Introduction What Are Business Reports Types of Business Reports Language and Tone of Business Reports Ingredients of a Good Business Report What Are Business 1. The Concept of Business Reports A report is a formal or even officia

4、l document that investigates, selects and interprets information by using appropriate techniques for a stated purpose. It may be a simple record of events, or it can be a long text discussing in detail a certain project of national importance. Frequently a report tries to persuade the target reader

5、to agree with a stated message, and to make him or her take an action desired by the writer or the sponsor of the report.Back 1. The Concept of Business R 2. Types of Business ReportsThere are many types of reports, depending on how we sort them. Sometimes we group reports by where they are found, s

6、uch as academic reports, laboratory reports, and public statements.On another parameter we may classify reports by deciding whether they are informal or formal. 2. TA third way to classify reports is according to their functions. In this regard there are also many kinds, and so far there is little c

7、onsensus among even experts on the classification. But we can have some idea about functioning reports by looking at these terms: feasibility reports, process reports, lab reports, term reports, etc.BackA third way to classify report No matter how we group them, reports are often created to do one o

8、r two or more of the following, and these functions are not mutually exclusive: inform instruct explain motivate persuade reinforce (prior discussions / communication) recommendBack No matter how we group the3. Language and Tone of Business Reports Language ToneBack 3. Language and Tone of Busine La

9、nguage In report writing, the most appropriate style is objective, impersonal, specific and factual. The pronouns I/We/You are avoided while third-person, reported speech is generally used, together with full sentences rather than note-form phrases. In reported speech the tense of the verb that the

10、speaker actually says is changed by the reporter to make it conform to the grammatical requirements of the reporting verb that is being used. BackBackTone Basically the tone of business reports depends on the audience. It is a reflection of the relationship between the writer and the reader of the r

11、eport. This includes audiences other than the primary reader of your report. For example, if you are writing a report for your boss, which he intends to use as the basis of report to his boss, you should be sensitive to the needs, wishes and expectations of your bosss boss.BackToneBack4. Ingredients

12、 of a Good Business Report The best reports are written in a style that is: Concise; as brief as content and purpose allow Clear and understandable Precise, saying exactly what you mean (and not including lots of extraneous material) In their language (at an appropriate level of technically) Simple,

13、 with a logical structure which is easy to follow Adequately descriptiveBack4. Ingredients of a Good BusinHow Is a Business Report Laid Out? 1. Structures of Reports 2. Outlined Structures of Major Types 3. Layouts of ReportsHow Is a Business Report Laid The usual structure of a report is: Title Tra

14、nsmittals Summary/ abstract Acknowledgments List of contents List of diagrams Introduction and terms of reference Methodology Work done and findings (body) Conclusions and recommendations References Appendices BackThe usual structure of a repor 1) Short Reports Now we are using this space for a few

15、words on reports that are brief in subject matter and short in length. Short reports serve business purposes in their own right. Shortness does not imply any surrender to quality or utility. If anything, they are more organized and distilled, so to speak. We might as well have a look here at the str

16、ucture and organization of two typical short reports, before we talk about the structures of other formal types. 1) Short Reports Now we Figure 1 Skeleton of a short and informal report 短篇非正式報(bào)告綱要 To: X X X X From: X X X X Date: X X X X Subject: X X X XContent: Figure 1 Skeleton Figure 2 Highlights o

17、f a short but formal report 短篇正式報(bào)告綱要 Title Transmittal information State the Problem to be dealt with Explain the Background and Methods used Present Research Results and other data Provide your Analysis of the available data Give your Conclusion or conclusions Figure 2 Highlights o2) Long Reports A

18、 long report may contain many reports of varying lengths and types. The format outlined below is one of the most frequently adopted structures for long business reports. It is important that readers have a clear idea of the components it contains. Also important to note is that this outline below ca

19、n be identical to the contents page of a formal report. For that purpose, all readers have to do is to add page numbers on the right to each item in the major framework. Also, if need be, readers can alter or replace most of the items in this outline to suit your actual report requirements. 2) Long

20、Reports Figure 3 Basic structure of long reports 長(zhǎng)篇報(bào)告基本結(jié)構(gòu) CONTENTS Executive summary I INTRODUCTIONPurposeBackgroundMethodologyScope II FINDINGS 2.1 Heading 1 2.1.1 Sub-heading 2.1.2 Sub-heading 2.1.3 Sub-heading 2.1.4 Sub-heading 2.2 Heading 2 2.2.1 Sub-heading 2.2.2 Sub-heading 2.2.3 Sub-heading 2

21、.2.4 Sub-heading 2.3 Heading 3 2.3.1 Sub-heading 2.3.2 Sub-heading 2.3.3 Sub-heading III CONCLUSIONS IV RECOMMENDATIONS Bibliography Appendix Survey FormBack FigureLayouts of ReportsLayout actually refers to the arrangements of texts and graphics in a page. By layouts of a report we mean you should

22、select your layouts throughout the report, and balance the length of texts with an overall perspective that is pleased to the eye and easy to use.BackLayouts of ReportsLayout actuSample Reading In this part your will read some parts of reports and some sample reports written for different purposes.

23、Study them carefully and go over what youve learned in the previous parts in your mind while reading them. Sample ReadingSample 1以下是正式商務(wù)報(bào)告的兩種主題頁(yè)樣文。分別以“三點(diǎn)式”和“四點(diǎn)式”結(jié)構(gòu)排版，讀者在具體操作中可根據(jù)個(gè)人喜好進(jìn)行選擇。注意樣文中對(duì)版式的注解。Sample 1FEMALE MANAGERSDIFFERENT STYLES ANDDIFFERENT PROBLEMSPrepared forMs. J. ELLISProfessor of Offi

24、ce AdministrationLamar UniversityBeaumont. Texas 77710Prepared byCraig SmithAugust 14,2001This three-spot title page has a wider top and bottom margin (16 spaces) than mosttitle pages, but it looks attractive on the page 1) 三點(diǎn)式主題頁(yè)FEMALE MANAGERSThis three-spo2 inches (12 blank lines)FEMALE MANAGERS

25、DIFFERENT STYLES AND DIFFERENT PROBLEMS (10- 12 blank lines) Prepared for John WhigmanPublisher,Plain Talk Daily Herald (10- 12 blank lines)Prepared by Mary Alice Brown, ConsultantWinning Communications(10-12 blank lines)August 2001(2 inches) 2) 四點(diǎn)式主題頁(yè)2 inches Sample 2以下是正式商務(wù)報(bào)告的傳遞信（Transmittal）樣文，結(jié)合

26、前面報(bào)告基本結(jié)構(gòu)時(shí)介紹的傳遞信功能、內(nèi)容、結(jié)構(gòu)仔細(xì)閱讀。Sample 2Winning Communications Suite 112, Plaza Center Spokane,Washington 999204 October 18,2001 -Mr. John Whigman Plain talk daily herald Bangor. ME 04401 Dear Mr. Whigman, The report that you asked me to prepare on female managers has revealed some interesting facts. My

27、 research indicates, as you thought, that male and female managers do have different management styles. However, some of the qualities female managers exhibitempathy, listening and conciliation skillsmake them particularly suited to management. Basically, the abilities of career-oriented males and t

28、hose of career oriented females do not show a gender correlation. I have found greater differences among individuals within each group than between the male female groups.Thank you for your confidence in selecting the firm of Winning Communications. I hope that this information will be valuable to y

29、ou and that you put your faith in us again in the future. Cordially, WINNING COMMUNICATIONS Craig Smith ConsultantWinning Communications TABLE OF CONTENTSI INTRODUCTION Page Page A Purpose 1 B Background and report preview 1 II MANAGEMENT STYLES 2 III PROBLEMS WHICH FEMALE MANAGERS FACE 8 A Male res

30、entment 10 B Nonverbal barriers 14 C Sexual problems 20 IV SUMMARY LIST OF TABLES AND FIGURES TABLEI THE BASES OF POWER 5 II JOB SATISFACTION OF MALES IN NONTRANSITIONAL JOBS 12 Figure1. Relation of family role/organization role 19 2. Qualities of career-oriented males 22 3. Qualities of career-orie

31、nted females 23 Sample 3 TAB 三點(diǎn)式安排的主題頁(yè)其三點(diǎn)分別為標(biāo)題、呈送對(duì)象、報(bào)告作者，日期與作者寫在一起（如例1. A）。而四點(diǎn)式主題頁(yè)將日期單獨(dú)列為一點(diǎn)（如例1. B）。正式商務(wù)報(bào)告正文前的標(biāo)題、傳遞信、目錄多數(shù)應(yīng)單列一頁(yè)（如例1、例2、例3）。如果報(bào)告十分簡(jiǎn)潔、結(jié)構(gòu)清晰，則目錄這一部分可以省略。Analysis: Analysis:Useful Expressions 根據(jù)一般的報(bào)告結(jié)構(gòu)將有些部分常用的句型列舉如下：1) Report on 2) Proposed ; Suggestions for Title/ HeadingUseful Expression

32、s 根據(jù)一般的報(bào)告結(jié)The purpose of this report is to 本報(bào)告的目的是The objective of this report is to 本報(bào)告的目標(biāo)是The aim of this report is to 本報(bào)告旨在Mr. X has asked me to report to 某先生要求本人就做出報(bào)告Terms of ReferenceTerms of Reference It was found that It was discovered that There were several It was felt that It was generally

33、 the case that Most people thought that Many members of staff suggested that Several staff members expressed the view that A number of people mentioned that It was felt that a number of changes could be made, such as Findings It was found that FindingsIt was proposed that a series of changes could b

34、e made. For instance, Both A and B have A is similar to B in that there isDespite the fact that A is not quite as good as B in terms of , it is just as as B. Even though A is not quite as as B, A is almost as as B. It was proposed that a series This will result in a long-term improvement in 這將在上引起長(zhǎng)期

35、的增長(zhǎng)。The policy would mean a greater level of 這一政策意味著更高水平的The changes may lead to a period of 這些變化將導(dǎo)致一個(gè)時(shí)期的This should allow for 這應(yīng)考慮到This might lead to a shortage of 這可能導(dǎo)致的短缺Recommendations RecommendationsWriting Practice I. Rewrite the conclusions below. The present market of English-training in the

36、 county is big and it has a great potential. The research shows that with more than 4, 000 teachers and more than 10,000 young people, it can be a giant market for the center. The center has a lot of advantages with its rich teacher resources and well-equipped facilities. With its good public relati

37、ons and advertisement strategies, it has a bright prospect in the market of English-training in the county.AnswerWriting Practice I. Rewrite thII. Based on the findings presented below, write logical conclusions and make appropriate recommendations to complete the report below. 2. FINDINGS 2.1 Distr

38、ibution Difficulties Mr. Zhang, the Area Manager in China, has reported distribution difficulties in the south of the country, an area affected by floods in the last few months. There have been 22 truck breakdowns, resulting in complaints about poor delivery times. On the other hand, there have been

39、 no problems with delivery time in the north. In fact, there is evidence that the warehouse there is overstocked and over-manned.II. Based on the findings pres 2.2 Payments Another problem which the Area Manager has reported is difficulty obtaining prompt payment for goods delivered. The annual acco

40、unts indicate that 25,000 were owed to the company at the end of the year. Small customers are largely to blame. In two cases, customers have gone bankrupt and this has resulted in bad debts of $45,000. 2.3 Production Problems The District Manager, Mr. Li, has reported production problems in the wes

41、t of the country, an area which has been affected by water supply shortage during the past years and most severely early this year. There have been daily stoppages, leading to production falling by 30 percentage below target. In the east, however, there is evidence that the factory has over capacity

42、 since they were 15% above target. 2.2 Payments 2.4 Personnel Problems Mr. Kang the Human Resources Manager reported difficulty in recruitment. Evidence of this can be found in the personnel budget in which $10,000 was allocated for job advertisements. Low salary rates are largely to blame. For exam

43、ple, maintenance and electrical technicians are paid only USD 100 per month on average.Answer 2.4 Personnel ProblemsAnsweI. Comments and Reference solution Comments:It seems a grim defect in the argument: If you have 4, 000 teachers waiting to share a student pool of merely 10, 000, it is hardly a b

44、ig market for training. The readers of this conclusion will wonder where the great potential lies. Either the writer was not being serious or had failed to give enough to his pre-writing research. The reference solution provided below is simply for demonstrating technical improvement possibilities,

45、and the author of this book does not, by doing this, imply that one can change statistics for report-composing purpose.I. Comments and Reference soluReference solution:The present market of English-training in Wuci County is enormous with a great potential for growth. Our weeklong research shows tha

46、t with more than 210 teachers working at county and vocational schools, and more than 20,000 young people aged between 15 and 25 wanting to learn English, the English Training Center in town will have training opportunities more than it can meet. The center is rich in lecturer and trainer resources

47、and has its own well-equipped facilities. With better public relations and greater promotion efforts, it should have a bright prospect in the English-training market in Wuci County at least for three years to come.BackReference solution:BackII. Reference solution3. CONCLUSIONSThe Area Manager concludes:the major geographical dif