商务英语Unit+4.ppt

1、Summaries, notes, reports,Unit 4,Warm-up,What seems to be going on in each photo? (Identify the kinds of communication going on.) P33,Contents,Summarizing a conversation Types, functions, elements and features of reports How to take notes Punctuation,4.1 Summarizing a conversation,Youll hear a conve

2、rsation recorded at a trade exhibition. Listen to the recording of the meeting between two people: Bob Norman (sales rep.) and Tim Brown (buyer). Please write a summary in name of Bob Norman.,Now youll read three summaries of this conversation, decide which of these three styles of summary you prefe

3、r. Different styles of notes may be suited to different circumstances: Numbered summaries may well be useful for “easy reference”. More discursive summaries may be appropriate as “a record for the files” .,4.2 Reports,Types of reports Information reports: notification or notice, announcement, accide

4、nt 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. Recommendation reports: unlike information reports, recommendation reports are analytical

5、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. Feasibility reports draw conclusions from information, which indicates the likeliho

6、od of a project succeeding. Problem-solving reports aim to identify the cause of a problem and then suggest ways to treat it.,Functions of reports,To inform, recommend, persuade, explain, suggest, instruct, motivate, reinforce (prior discussion / communication),Elements of reports,a) Title 题目（标题） Lo

7、ng report, one page dedicated to it. Short report, on the first page of the report. b)Transmittals 报告传达书 Authors name and company, authorization, date of submission or composition, thank-you line, etc. c) Summary总结（提要，摘要，概要） Main idea of the report, usu. the key findings or recommendations. Because

8、the boss and board members are very busy, so a short summary serves the desired purpose of the report. d)Contents目录 Table of contents. Like that of a book. e) Introduction 前言（引言，导言，导语，序言） Usu. consists of Purpose, Background, Methodology, Scope, etc.,f) Findings(body) 正文（调查结果，研究结果） Can also be calle

9、d “Discussion”, “Body”, “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 结论 The Concl

10、usion section distills on the deductions you may have from the findings. h) Recommendations 建议 Suggestions and advice based on the Findings and Conclusion sections. i) References 参考资料 （参考文献，书目） Sources of information. List of bibliography or other references. j) Appendices 附录（附件） Supplementary mater

11、ials such as additional tables, charts, lists of survey questions, questionnaire forms etc.,Ex1. Read the relevant points to be covered in a report and decide which points go to which parts of the report. 1) staff should leave home earlier 2) check their replies 3) latecomers are those who travel to

12、 work private transport and public road transport 4) the company should enlarge the existing car park 5) recent business expansion results in high demand for car parking space 6) the increase in lateness of many office staff over the last two months 7) road works cause unavoidable traffic jams and l

13、ong delays 8) the existing car park cannot cope with the current situation 9) question all the office staff,Lets see another example! P35 office health and safety provisions How can you arrange the four parts? Can you extend the notes to a complete report?,“Golden rules”of report writing,1) Be factu

14、al (写实性) “20 students passed the exam “a number of students passed the exam.” 2)Be objective (客观性) “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(逻辑性) U

15、se sub-headings and enumeration (i.e. subsections within a major section 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) e.g. each section heading in plu

16、ral form and bold type e.g. 65%of the staff, 35% of the staff, or most people, some people, few people 5)Be concise (简洁性) Never longer than necessary! 6) Be clear (明白易懂) Simple! Easy-to-read! Choose well-known vocabulary!,Planning and editing a report,P36 C What do you think the MDs aims were in wri

17、ting the memo? What if anything- are you expected to do as a result of reading the memo? P37 D Do you think the report is what the MD asked for? How effective do you think the report is?,4.3 How to take notes,Styles of note taking Formal outlines Informal outlines Mapping Free form Summarizing Cornell System (record, reduce, recall, recite, review),“Golden Rules”: P38 A Ex. Read the three notes, which style does each of them belong to? Now, lets listen to the 3 conversations. P38 B,4.4 Punctuation, comma ! excl