商務英語寫作Chapter12-Report

Reports

PracticalBusinessEnglishWritingContentsComposingYourMessageReferenceExpressionsSampleReportsWritingYourMessageCheckYourselfComposingYourMessageLead-inQuestionsWhenwillweneedtowriteabusinessreport?Whowillwesubmitourreportto?Whatshouldbeconcludedinareport?Whatformatshouldweemploy?

Abusinessreportisadetailedandfactualaccountorstatementthatisusedtorelayinformationfromonepersonoraprofessionalgrouptoacertainmanagement.Abusinessreportplaysacrucialroleinbusinesspracticeasmostmajorordecisiveactionsarebasedonit.Whatevertypeofreportyouarerequiredtowrite,it’sforreader’sneed.TypesofReportsLengthlongreport;shortreportFormatletterreport;memoreport;preprintedreport;Formalityformalreport;informalreportFunctionInformationreport;analyticalreport;Contentfeasibilityreport;accidentreport;tripreport;to-filereport;investigationreportTimepreliminaryreport;progressreport;periodicreport;finalreport;daily/monthly/yearlyreportOrganizationdeductive(direct)report;Inductive(indirect)report

Therearemanysituationsthatcallforthewritingofreports,andtherearemanyreasonswhypeoplewritereports.Asaresult,therearemanytypesofreports,dependingonhowwesortthem.

StructureofInformalReport

SectionContentTitle/SubjectTitleofthereport,includingsubtitleMethodologyAstatementaboutwhatmethodsyouusedtoobtainyourfindingsIntroductionAstatementoftheproblemdiscussedinthereportFindingsAstatementofwhatyoufoundoutConclusionsAstatementofwhatyourfindingsmeanRecommendationsAstatementofwhatyouthinkshouldbedoneasaresultofyourconclusionsSteps

of

writing

a

reportIntroductionClarifying

yourtargetaudienceandtheproblemCollectingdataandstatisticsFactsListthefactsaccordingtothesurveyMethodology&FindingsConclusionrecommendationSuggestingConclusion-basedsuggestionstothosewhoaskedyoutowritethereportDrawingconclusionsFact-basedopinionsdrawnfromFindingsWritingTips

ReportFormatsLetterformat(Samplestudy1)Letterheadstationery.UsefulforinformalreportssenttooutsidersMemoformat(Samplestudy2

)MemostyleUsefulforinformalreportscirculatedwithinorganizations.Preprintedformat(Samplestudy3

)Standardizedforms.Usefulforroutineactivities,suchasexpensereportsReportformat(

)

Plainpaper,manuscriptformUsefulforlonger,moreformalreports,suchasannualreportsReportFormatPrefatoryPartsCoverAnattractivelydesignedsheetofpaperimprintedwiththetitleofthereport,thecompany’smaneandlogoTitleflyAplainsheetofpaperwithonlythetitleofthereportTitlepageIncludinga)thetitleofthereport;b)writer’snameandprofession;c)reader’snameandprofession;d)dateLetterofTransmittalAlettertothepersonsubmittedtowithbriefinformationonhowthereporthasbeenworkedoutandsomepersonalviewpoints.ContentsAtabulararrangementtoindicatethemainsectionsandsubsectionsofthereportAbstract/SummaryMainpointsofthereportBodyIntroductionFindingsConclusionRecommendationSupplementaryPartsAppendixAnyadditionalmaterialwhichistoobulkytoputinthereportitself,butnecessarytoinclude,eg.diagrams,questionnairesBibliographyListsallthereferencesandsourcesofinformationusedinthereport

SampleStudy1

reportinletterformatletterheadintroductionofthepresentbudget

statementofthepresentandfuturecosts

workalreadyaccomplished

worktobecompleted

futureplanorforecast

SampleStudy2

reportinmemoformatmemoheadsolutionstotheproblemswhichhavebeenperformed

problemsanalysis

backgroundinformationandpurposeofthereport

conclusiondrawnfromtheabove

suggestion

SampleStudy3

preprintedreportReferenceExpressionsNumberingSystemsforReportsRomanNumeralAlphanumericDecimalI.(mainpoint)A.(sub-point)1.(sub-sub-point)2.B.II.A.1.a.b.2.B.1.01.11.1.11.1.21.22.0IntroductionThisreportpresents…Thereportcarriestheinformationon…InthisreportIwillexplain…Thepurpose/aimofthisreportisto…Thereportaimsto…Thereportisbasedon…Thepurposeofthisreportisto…investigate,evaluate,study…Theobjectiveofthisreportisto…recommend,analyze,give…Theaimofthisreportisto…providefeedback,estimate,assess…Methodology

Workinthe…isasfollows.

Althoughthecurrentstatisticsshowthat…

Havingmadeacloseofthesurvey,Ifound…Ourresearchreveals…FindingsItwasfound/discovered/feltthat…

Itwasgenerallythecasethat…Mostpeoplethoughtthat…Manymembersofstaffsuggestedthat…Anumberofpeoplementionedthat…Severalchangeswereputforward.Severalstaffmembersexpressedtheviewthat…Itwasproposedthat…Weattributethefactstothefollowingfactors…Thefiguresshow…Itcouldbecountedinthisway…Let’sexaminethefactsinthisway…Thekeyfindingsareoutlinedbelow.Thefollowingpointssummarizeourkeyfindings.

ConclusionItwasgenerallythecasethat…Therewereseveral…Mostpeoplethoughtthat…Tosumup,…Basedonthediscussion,…Itisclearthat…Noconclusionswerereachedregarding…Itwasagreedthat…

RecommendationsSoI’dliketoputforwardmyopiniononthematter…

Myopinion,foryourreference,is…Inmyopinion,…Istronglyhope…Itwouldbeadvisableto…Itisessentialto…Westronglyrecommendthat…SampleReportsIncidentReportInvestigationReportFeasibilityReportTripReportInformationReportWritingYourMessage

YouworkinthegeneralofficeofABCCompany,alocalengineeringcompany.YouhavebeenaskedonMay10,2003towriteareporttooutlinethelastyear'sperformance.Theprojectwasdelayedduringtherainysummer,butmoreskillfulworkersfiredreducedthetimeofprojectsinceNovember,2002.OnDecember25,2,000milesofroadshavebeenrepairedcompletely.Meanwhile,youhavetogivesomerecommendationsforthefuture.￥40,000isrequiredtocompletethefinalstageoftheprojectduetothebadweather.SituationsI'mwritingto___(v.)___(who)about___(what).

Verb(whyyourarewriting)who(whowillreadit)

What(whatyouarewritingabout)recommendinformpersuadesolveaproblemprovideanupdaterequestinstructdocumentalertmybossmyselfcolleaguescouncil/boardmydepartmentmyorganizationanewideaanewprocedureinformationdecisionresultsofameetingpermissionanewpolicypersonnelproblemassistance1.Clarifyingyourtargetaudienceandtheproblem

Waysofthinking2.Collectingdataandresearch

SourcesCautionSecondarybooks,internet,reports,newspapers,magazines,pamphlets,andjournalsinformationmaybeinaccurate,outofdate,orbiasedPrimaryquestionnaires,surveys,observation,experiments,historicalinformation,andrawdatainformationmustbegatheredcarefullytoensureitisaccurateandbiasfreeWaysofthinkingWaysofThinking3.Drawingconclusionbyanalyzingdataanalyzingandinterpretingdatadrawingsomeconclusions4.Makingrecommendations

KeytoWritingYourMessageReportontheTradefor2002TermsofReferenceIhavebeenaskedonMay10,2003towriteareportontheperformanceofABCCompanyintheyearof2002.IntroductionThisreportcoverstheprogressontherepairsoftheroadfromLosAngelestoSanFrancisco.Theprojectwasdelayedduetotherainysummer.SinceNovember2002,constructiontimehasbeenreducedbyhiringmoreskilledworkers.Repairstothedamagedroadhavebeenclosetotheoriginalschedule.WorkCompletedByDecember23,justbeforeChristmas,2,000milesofroadshavebeenrepaired,amonthaheadoftheoriginalschedule.ConclusionTheprojectisprogressingasexpected.Thefinalstageoftheprojectwillcost￥40,000moreduetothebadweather.Theproject,including200milesacrossmountainousareas,isexpectedtobecompletedwithin6months.CheckYourselfTask1MultipleChoice:1-5:

CBAAD

6-10:

CADBDTask2True-False:1-5:

FTTFT

6-10:

T

F

F

TTTask3ReadthefollowingsentencesandwriteIforintroduction,Fforfindings,Cforconclusion,andRforrecommendation:1-5:

IFRRC

6-10:

IFCFRTask4Analyses:Thesurveyhaspresentedthefiguresforsharesoffivekindsofmilk,thetrendinthemarket,andwhatweimaginearethereasonsforthechangethatisthediscussionforthisreport.Theanalyses,therefore,maybelikethis:Thefiguresshow:1.fullmilkmarketmaintainsstable;2.thereisagreatincreasingdemandforthelightmilkandskimmedmilk;3.yogurtisstillverypopular;4.fruitmilksaleskeepfallingTask4Conclusion:1.Moreandmorecustomerspreferahealthydietsothatlessfullmilkissold.2.Withtheincreasednumberofagingpeople,lightmilkandskimmedmilkhavegainedmorepopularity3.PeopleinthecityofXYZhavebecomemoreandmoreusedtoeatingyogurt.Recommendations:I’dliketoputforwardmyopiniononnextyear’sproductionplanforyourreference:1.Ournextyearsproductionplanshouldshifttomorelightmilkandskimmedmilk,andtheyogurtproductionlineneedsmoreinvestmentinordertoincreaseproductiontomeettheeverincreasingdemand.2.Asfruitmilkmarketisshrinking,wemaytrytodevelopsomeotherhealthydairyproductsorientedtochildrenunder10.Task5ReadtheselectionfromareportandfilltheblankswithA,B,CorDfromthechoicesgivenbelow.:1-5:

ABDBB

6-10:

DCCADTask6RecommendedLocationforNewOfficeIntroductionAsyourequested,Ihaveinvestigatedseverallocationsforournewoffice,includingsuburbanandmidtownsites.

RecommendationThespaceat10CivicSquareinMississaugaisthebestavailablelocation.MethodologyMysearchwasbasedontheassumptionthatwewantedtoleaseabout1500squarefeetinanexistingofficebuilding.ThemaincriteriaforselectingtheCivicSquarelocationwere:A)costB)accessibilityC)qualityofthebuildingWiththehelpofGilGordonofRoyalRealty,Inarrowedtheinitialpossibilitiesdowntotwo:●10CivicSquareinMississauga●451PriceStreetWestinmidtownTorontoBothofthesemeetourbasicrequirements.Task6Findings1.MississaugaCostsLessThelowcostofleasingspaceinMississaugaascomparedwithmidtownTorontoisamajorreasonforselectingthatarea.Thenetrentalcostis$16/sq.ft.inMississaugaascomparedwith$20inToronto.Operatingcosts(maintenance,taxes,insurance)aresimilar($6sq.ft.inMississaugaascomparedwith$7inToronto),butparkingfortencarsisconsiderablylessinMississauga($360percarascomparedwith$600inToronto).AnnualLeasingCosts

NetRentOperatingCostsAnnualParkingTotalCostCivilSquare$24000$9000$3600$36600PriceStreet$30000$10500$600$46500Sincealong-termleaseisbetterthanashort-termone,thefour-yearleaseavailablefor10CivicSquare,ascomparedwiththethree-yearleaseatPriceStreet,isasignificantbenefit.TheallowancefordecoratingandimprovementsislessatCivicSquarethanatPriceStreet.Thisisaone-time-onlyrebate,butitsubstantiallyreducesthefirst-yearrentalcost.Year1CostAllowanceTotalYear2CostCivicSquare$15,000$21,000PriceStreet$22,000$24,000Task62.MississaugaisMoreAccessibleSinceourpresentlocationisinthewestendofToronto,manyofouremployeesliveinthatarea.Allthingsbeingequal,itissensibletochooseanewlocationtheinthatarea.ItisThereforesensibletochooseanewlocationthewestratherthantheeastornorthendoftown.Moreover,sincemanyemployeesarelivingevenfurtherwestinthesuburbs,owingtothecheaperhousing,Mississaugaisareasonableareainwhichtolocate.a.Publictransportation.Beingclosetogoodtransportationisimportantforemployeeswithoutcars.SincethePriceStreetlocationiswithinathree-minutewalkoftheStGeorgesubwaystationontheBloorStreetline,itiseasiertoreachbypublictransportation.b.Cartransportation.Bothlocationsareonmajorroads,andhaveampleparkingfacilities.CivicSquarehaseasieraccessthanPriceStreettomajorhighwaystheQueenElizabethWayandHighway401.Itisalsoclosertotheairport,afurtheradvantagetosomeofoursalespeopleandclients.DrivingfromTorontotoMississaugainthemorningandbacktoTorontoatnightwouldbefasterthanthereverseroutebecauseofthemuchlightertraffic.Task63.CivicSquareBuildingIsBetterTheattachedpicturesgivesomeindicationofthequalityoftheSquarebuilding.a.Officespace.Thespaceavailableinbothbuildingsissuitableforouroffices,withgoodlightingandairconditioning.Bothwouldneedsomechangesinthepartitioningwallsaswellasnewcarpeting.CivicSquarehasverticalblindsonallwindows.Thespacewerequire(1,500squarefeet)wouldtakeup●one-halfoftheeighthfloorat10CivicSquare●one-thirdofthetenthfloorat451PriceStreetb.Qualityofthebuilding.Thefifteen-storyCivicSquarebuildingisthemoreattractiveandwell-appointedoftiletwopossibilities,asitisonlyfiveyearsoldandinexcellentshape.Thelobbyisspaciousandwelldecorated,thefourelevatorsarefast,andthewashroomsarelargeandclean.Thetwenty-storeyPriceStreetbuildingislargerandolder,havingbeenconstr