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1、国际商务信函写作（英文版）Unit 18 Business Reports,国际商务信函写作（英文版）Unit 18 Business,General Introduction,Sample Reading,Useful Expressions,Writing Practice,General Introduction Sample Re,As the business environment grows in its complexity, the importance of skillful communication becomes essential in the pursuit of
2、 institutional 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 de
3、velop 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 of
4、ficial 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 re
5、ader 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 fo
6、und, such as academic reports, laboratory reports, and public statements.On another parameter we may classify reports by deciding whether they are informal or formal.,2. T,A third way to classify reports is according to their functions. In this regard there are also many kinds, and so far there is l
7、ittle consensus 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.,Back,A third way to classify report,No matter how we group them, reports are often created to
8、 do one or two or more of the following, and these functions are not mutually exclusive: inform instruct explain motivate persuade reinforce (prior discussions / communication) recommend,Back,No matter how we group the,3. Language and Tone of Business Reports Language Tone,Back,3. Language and Tone
9、of Busine,Language 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 ve
10、rb that the speaker actually says is changed by the reporter to make it conform to the grammatical requirements of the reporting verb that is being used.,Back,Back,Tone Basically the tone of business reports depends on the audience. It is a reflection of the relationship between the writer and the r
11、eader of the report. 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.,Back,ToneBa
12、ck,4. Ingredients 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 tec
13、hnically) Simple, with a logical structure which is easy to follow Adequately descriptive,Back,4. Ingredients of a Good Busin,How Is a Business Report Laid Out?,1. Structures of Reports 2. Outlined Structures of Major Types 3. Layouts of Reports,How Is a Business Report Laid,The usual structure of a
14、 report is: Title Transmittals 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,Back,The usual structure of a repor,1) Short Reports,Now we are using
15、 this space for a few 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
16、a look here at the structure 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 短篇非正式报告纲要,Figure 1 Skeleton,Figure 2 Highlights of a short but formal report 短篇正式报告纲要,Figure
17、 2 Highlights o,2) Long Reports,A 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 n
18、ote is that this outline below can 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 act
19、ual report requirements.,2) Long Reports,Figure 3 Basic structure of long reports 长篇报告基本结构,Back,Figure,Layouts of Reports,Layout actually refers to the arrangements of texts and graphics in a page. By layouts of a report we mean you should select your layouts throughout the report, and balance the l
20、ength of texts with an overall perspective that is pleased to the eye and easy to use.,Back,Layouts of ReportsLayout actu,Sample Reading,In this part your will read some parts of reports and some sample reports written for different purposes. Study them carefully and go over what youve learned in th
21、e previous parts in your mind while reading them.,Sample Reading,Sample 1,以下是正式商务报告的两种主题页样文。分别以“三点式”和“四点式”结构排版，读者在具体操作中可根据个人喜好进行选择。注意样文中对版式的注解。,Sample 1,FEMALE MANAGERSDIFFERENT STYLES ANDDIFFERENT PROBLEMSPrepared forMs. J. ELLISProfessor of Office AdministrationLamar UniversityBeaumont. Texas 7771
22、0Prepared byCraig SmithAugust 14,2001,1) 三点式主题页,FEMALE MANAGERSThis three-spo,2) 四点式主题页,2 inches,Sample 2,以下是正式商务报告的传递信（Transmittal）样文，结合前面报告基本结构时介绍的传递信功能、内容、结构仔细阅读。,Sample 2,Winning Communications,Sample 3,TAB,三点式安排的主题页其三点分别为标题、呈送对象、报告作者，日期与作者写在一起（如例1. A）。而四点式主题页将日期单独列为一点（如例1. B）。正式商务报告正文前的标题、传递信、目
23、录多数应单列一页（如例1、例2、例3）。如果报告十分简洁、结构清晰，则目录这一部分可以省略。,Analysis:,Analysis:,Useful Expressions,根据一般的报告结构将有些部分常用的句型列举如下：1) Report on 2) Proposed ; Suggestions for ,Title/ Heading,Useful Expressions 根据一般的报告结,The purpose of this report is to 本报告的目的是The objective of this report is to 本报告的目标是The aim of this repor
24、t is to 本报告旨在Mr. X has asked me to report to 某先生要求本人就做出报告,Terms of Reference,Terms of Reference,It was found that It was discovered that There were several It was felt that It was generally the case that Most people thought that Many members of staff suggested that Several staff members expressed th
25、e 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 Findings,It was proposed that a series of changes could be made. For instance, Both A and B have A is similar to B in that there isDespite the fact that A is not quite
26、 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 这将在上引起长期的增长。The policy would mean a greater level of 这一政策意味着更高水平的The changes may lead to a period of 这些变化将导致一个时期的This
27、should allow for 这应考虑到This might lead to a shortage of 这可能导致的短缺,Recommendations,Recommendations,Writing Practice,I. Rewrite the conclusions below. The present market of English-training in the county is big and it has a great potential. The research shows that with more than 4, 000 teachers and more
28、 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 relations and advertisement strategies, it has a bright prospect in the market of English-training in the county.,
29、Answer,Writing Practice I. Rewrite th,II. Based on the findings presented below, write logical conclusions and make appropriate recommendations to complete the report below. 2. FINDINGS 2.1 Distribution Difficulties Mr. Zhang, the Area Manager in China, has reported distribution difficulties in the
30、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 no problems with delivery time in the north. In fact, there is evidence that the warehouse there is over
31、stocked 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 accounts indicate that 25,000 were owed to the company at the end of the year. Small customers are largely t
32、o 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 west of the country, an area which has been affected by water supply shortage during the past years and mos
33、t 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 since they were 15% above target.,2.2 Payments,2.4 Personnel Problems Mr. Kang the Human Resources Mana
34、ger 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 example, maintenance and electrical technicians are paid only USD 100 per month on average.,Answer,2.4 Perso
35、nnel ProblemsAnswe,I. 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 big market for training. The readers of this conclusion will wonder where the great potential lies. Eit
36、her 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, and the author of this book does not, by doing this, imply that one can change statistics for report-c
37、omposing purpose.,I. Comments and Reference solu,Reference solution:The present market of English-training in Wuci County is enormous with a great potential for growth. Our weeklong research shows that with more than 210 teachers working at county and vocational schools, and more than 20,000 young p
38、eople 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 and has its own well-equipped facilities. With better public relations and greater promotion efforts
39、, it should have a bright prospect in the English-training market in Wuci County at least for three years to come.,Back,Reference solution:Back,II. Reference solution3. CONCLUSIONSThe Area Manager concludes:-the major geographical differences between the north and south were not taken into account w
40、hen planning the distribution in China.-the problem of late payments will continue as long as the legal framework is loose, slow, and low efficient.,II. Reference solution,The District Manager concludes:-the differences between the east and west were not taken into account when setting production ta
41、rgets.-the problem of water supplies will continue as long as the regional water supplies infrastructure remains as it is.-the problem of recruitment will continue as long as 1 ), the working conditions are poor and, 2), the company offers unattractive salaries in comparison with local rivals.,国际商务信
42、函写作(英文版)Unit-18-Business-Reports课件,4. RECOMMENDATIONS With the distribution difficulties, Mr. Zhang, the Area Manager, recommends the following measures: -the feasibility of warehousing more goods in the north should be considered. -the feasibility of transferring some staff and transport vehicles f
43、rom the north to the south should be considered. -a clause allowing for delays in deliveries due to bad weather conditions should be included in all delivery contracts. On the production front, Mr. Li, the District Manager, recommends the following measures: -Production targets should be reduced in
44、the west and increased in the east of China.,4. RECOMMENDATIONS,Concerning employee compensation, Mr. Kang, the Human Resources Manager recommends that:-working conditions in the west be improved;-an increase in salaries for technical staff be considered; and-employee benefits be improved.,Concerning employee compensati,
