商务英语写作Chapter16.ppt

1、Reports Pages 265-287,Chapter Sixteen,Contents,Structure of Reports Steps and tips of writing formal and informal reports Sample Analysis Useful Sentence Patterns Exercises,Formal Reports,QUESTIONS What does a formal report consist of? What does a prefatory part consist of? What are they used for,Wh

2、at does a formal report consist of? Basically a formal report consists of three parts: prefatory, text of report and supplementary. . What does a prefatory part consist of? What are they used for? Half-title page (Title fly) Title page Letter or memo of transmittal Table of contents List of figures

3、Executive summary or abstract,Formal Reports,QUESTIONS What elements does the text of report include? What is the introductory part about,What elements does the text of report include? Four elements: Introduction, Body, Recommendations, and Conclusion. What is the introductory part about? Background

4、 Problem or purpose Significance Scope Organize Besides, you can consider adding 1) authorization, 2) literature review, 3) sources and methods, and 4) definitions of key terms,Formal Reports,QUESTIONS What are body and conclusion about respectively? Body The principal section in a formal report is

5、the body. It discusses, analyzes, interprets, and evaluates the research finding or solution to the initial problem. This is where you show the evidence that justifies your conclusions,Conclusion This important section tells what the findings mean, particularly in terms of solving the original probl

6、em. You may intermix conclusions with the analysis of the findingsinstead of presenting the conclusions separately or you may place the conclusions before the body so that busy readers can examine the significant information immediately. Still, you may also combine the conclusions and recommendation

7、s,What are recommendations about? When requested you should submit recommendations that make precise suggestions for actions to solve the reported problem. They should evolve from the findings and conclusions. Do not introduce new information in the conclusions or recommendations. As with conclusion

8、s, the position of recommendations is somewhat flexible. They may be combined with conclusions, or they may be presented before the body, especially when the audience is eager and supportive. Generally, though, in formal reports, they come last,Formal Reports,What are the supplementary parts of a fo

9、rmal report? Appendix: sample questionnaires and cover letters, sample forms, computer printouts, and statistical formulas. Bibliography or references: an alphabetical list of sources including the author, publication, date of publication, page number, and other significant data for all ideas or quo

10、tations used in your report,Formal Reports,Tips of writing a formal report: Create an outline, including the major headings and subheadings. Prepare the materials carefully and present the facts objectively. Draw conclusions or make recommendations from the information you have gathered. Construct a

11、 list of references (bibliography) as you research, plan and write the report,Short Reports,What are the characteristics of short reports? Little need for introductory information Predominance of the direct order More personal writing style,Short Reports,What are the principles of organizing short r

12、eports? The design of informal reports moves from the most important to the least important ideas. Most informal reports begin with a short introduction followed by a summary and then by the discussion. Whether you use a summary or a confined summary / introduction or an introductory followed by a s

13、eparate summary depends on what your audience will need,How to decide the use of summary and introduction? Use a combined summary / introduction, if your readers need a brief orientation to the report and then a presentation of highlights. Use summary only, if your readers are familiar with the subj

14、ect and are expecting the report. Use an introduction and a summary if a) you expect a variety of readers, only some of whom are familiar with the subject. Include a well-developed background section with a heading to indicate that this is, in fact, background. This will allow readers who do not nee

15、d background on the topic to skip that information,Short Reports,Tips of writing an informal report: Indicated your purpose clearly. Give accurate and objective information. Organize clearly so that the report highlights the main points and leads logically to your conclusions,Questions for Comprehen

16、sion,What are the major parts of a formal report? What are the major differences between formal and informal reports? What are the characteristics of shorter reports? Discuss the relative importance of the title fly and the title page in a report. Describe the role and content of a letter of transmi

17、ttal,Why is personal style typically used in the letter of transmittal? Discuss the construction of the executive summary. Some reports need little or no introduction; others need a very long introduction. Why is this so? Why do some report problems require introductory coverage of methods of collec

18、ting data, historical background and limitations? under what circumstances do reports present: a) an ending summary, b) and ending conclusion, and c) an ending recommendation respectively,BEC Writing: Report,题型介绍 BEC中级写作考试的第二部分要求考生完成一篇字数为120-140左右的商务信函、商务报告或商务建议的文章，分值占整个写作部分的三分之二,BEC Writing: Report

19、,命题规律 这一部分的题型通常为信函和报告。命题是先给出写作任务或背景；然后又一个或多个写作材料，形式多为就给出的信件写回或就给出的提纲材料撰写报告等。题材主要是商务交流中的往来信件、上下级之间或公司内外部之间的报告或建议等,BEC Writing: Report,解题方法 首先，注意商务报告的格式，严格按照Introduction, findings和recommendation三个部分写。其次，注意学生用书中对这部分的几点建议，并适当使用学生用书中的短语表达。然后，在写作的过程中力求简洁，直截了当说明问题。当然，要想取得好成绩，考生还需背诵相当数量的范文，并要多加练习模仿,报告使用的标题尽

20、量简短，告诉读者报告的话题即可。 将报告分成若干部分以便读者理解，并使用Introduction (报告介绍)、Findings (调查发现)、Conclusion(结论)及Recommendations (建议)等小标题。 在Introduction(报告介绍)部分说明该报告的目的，包括为什么要你写这份报告及你在报告中将要论述的主要内容。 在Findings (调查发现)部分描述事实和所获得的信息，避免此时谈论自己的观点。 在最后一部分，即Recommendations(建议)部分，根据所掌握的事实提出建议并改出行动方案,Practice,你在公司的市场销售部工作，部门经理给你分配了一项准备

21、一个简短报告的任务。你在报告里要汇报在过去的三个月里访问公司网站的人数，并就未来三个月的营销战略给出建议,Report on visits to website and proposed marketing strategy Introduction The aim of this report is to comment on the number of people visiting the company website in the last three months and propose a marketing strategy for the next three months,

22、Findings Over the last three months, the number of visitors has increased by 650. There are two reasons for the increase. One is that we launched a newsletter for subscribers. The other is that in May, we ran a competition which was very popular. With regard to costs, banners have cost 3,200 euros a

23、 month but very few people seem to visit the website as a result of these. On the other hand, the newsletter doesnt cost anything (other than my time) but has helped to increase the number of visitors,Recommendations In order to increase the number of visitors, I would recommend that we continue wit

24、h the newsletter and run more competitions and quizzes. I also propose that we stop using banners and put more resources into setting up links with other sites to increase the traffic,假如网站的设计者要求你帮助改进网页。描述你（和你的同事）喜欢网页的哪些部分，并给网站提出一些改进意见。写一份简短的报告（120-140字）。可使用练习2中的用语,Report on the improvement of the school website Introduction The purpose of this report