1、国际商务信函写作（英文版）Unit 18 Business ReportsGeneral Introduction Sample ReadingUseful ExpressionsWriting Practice As the business environment grows in its complexity,the importance of skillful communication becomes essential in the pursuit of institutional goals.Business report is an orderly,objective mess
2、age 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 and sharpen their communication skills.General Introduction Wh
3、at Are Business Reports Types of Business Reports Language and Tone of Business Reports Ingredients of a Good Business Report 1.The Concept of Business Reports A report is a formal or even official document that investigates,selects and interprets information by using appropriate techniques for a st
4、ated 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 to agree with a stated message,and to make him or her take an action desired by the writer or the sponsor of
5、 the report.Back 2.Types of Business ReportsnThere are many types of reports,depending on how we sort them.nSometimes we group reports by where they are found,such as academic reports,laboratory reports,and public statements.nOn another parameter we may classify reports by deciding whether they are
6、informal or formal.nA third way to classify reports is according to their functions.In this regard there are also many kinds,and so far there is little consensus among even experts on the classification.But we can have some idea about functioning reports by looking at these terms:feasibility reports
7、,process reports,lab reports,term reports,etc.Back No matter how we group them,reports are often created to 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)recommendBack3.Languag
8、e and Tone of Business Reports Language ToneBack n 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 r
9、eported speech the tense of the verb 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.BacknTone Basically the tone of business reports depends on the audience.It is a reflection of the relationship b
10、etween the writer and the reader 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 bo
11、sss boss.Back4.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
12、technically)Simple,with a logical structure which is easy to follow Adequately descriptiveBackHow Is a Business Report Laid Out?1.Structures of Reports 2.Outlined Structures of Major Types 3.Layouts of ReportsThe usual structure of a report is:Title Transmittals Summary/abstract Acknowledgments List
13、 of contents List of diagrams Introduction and terms of reference Methodology Work done and findings(body)Conclusions and recommendations References Appendices Back 1)Short Reports Now we are using this space for a few words on reports that are brief in subject matter and short in length.Short repor
14、ts 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 structure and organization of two typical short reports,before we talk about the structure
15、s of other formal types.Figure 1 Skeleton of a short and informal report 短篇非正式报告纲要短篇非正式报告纲要 To:X X X X From:X X X X Date:X X X X Subject:X X X XContent:Figure 2 Highlights of a short but formal report 短篇正式报告纲要短篇正式报告纲要 Title Transmittal information State the Problem to be dealt with Explain the Backg
16、round and Methods used Present Research Results and other data Provide your Analysis of the available data Give your Conclusion or conclusions2)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
17、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 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 i
18、n 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.Figure 3 Basic structure of long reports 长篇报告基本结构长篇报告基本结构 CONTENTS Executive summary I INTRODUCTION1.Purpose2.Background3.Methodology4.Scope II FINDINGS 2.1 He
19、ading 1 2.1.1 Sub-heading 2.1.2 Sub-heading 2.1.3 Sub-heading1.2.1.4 Sub-heading2.2.2 Heading 23.2.2.1 Sub-heading4.2.2.2 Sub-heading5.2.2.3 Sub-heading6.2.2.4 Sub-heading7.2.3 Heading 38.2.3.1 Sub-heading 9.2.3.2 Sub-heading10.2.3.3 Sub-heading11.III CONCLUSIONS12.IV RECOMMENDATIONS13.Bibliography1
20、4.Appendix15.Survey FormBackLayouts of ReportsnLayout 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 length of texts with an overall perspective that is pleased to the eye and eas
21、y to use.BackSample 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 the previous parts in your mind while reading them.Sample 1n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
22、进行选择。注意样文中对版式的注解。FEMALE MANAGERSDIFFERENT STYLES ANDDIFFERENT PROBLEMSPrepared forMs.J.ELLISProfessor of Office 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 loo
23、ks attractive on the page 1)三点式主题页三点式主题页2 inches(12 blank lines)FEMALE MANAGERS 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)Augu
24、st 2001(2 inches)2)四点式主题页四点式主题页Sample 2n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。Winning 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
25、on female managers has revealed some interesting facts.My research indicates,as you thought,that male and female managers do have different management styles.However,some of the qualities female managers exhibit-empathy,listening and conciliation skills-make them particularly suited to management.Ba
26、sically,the abilities of career-oriented males and those 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.
27、I hope that this information will be valuable to you and that you put your faith in us again in the future.Cordially,WINNING COMMUNICATIONS Craig Smith Consultant TABLE OF CONTENTSI INTRODUCTION Page Page A Purpose 1 B Background and report preview 1 II MANAGEMENT STYLES 2 III PROBLEMS WHICH FEMALE
28、MANAGERS FACE 8 A Male resentment 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.Q
29、ualities of career-oriented females 23 Sample 3 n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）。n正式商务报告正文前的标题、传递信、目录多数应单列一页（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: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：n1)Report on n2)Proposed ;Suggestions for Title/HeadingThe purpos
30、e 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 report 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 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
31、 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 FindingsIt was proposed that a series of changes could be made.For instance,Both A and B have A is similar to B in that the
32、re 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.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
33、的This should allow for 这应考虑到This might lead to a shortage of 这可能导致的短缺RecommendationsWriting 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 than 10,000 you
34、ng 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.AnswerII.Based on the
35、 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 south of the country,an area affected by floods in the last
36、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 overstocked and over-manned.2.2 Payments Another problem which the Area
37、 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 to blame.In two cases,customers have gone bankrupt and this has resulted in bad debts of$45,000.2.3 Pr
38、oduction 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 most severely early this year.There have been daily stoppages,leading to production falling by 30 percentage bel
39、ow target.In the east,however,there is evidence that the factory has over capacity since they were 15%above target.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
40、 advertisements.Low salary rates are largely to blame.For example,maintenance and electrical technicians are paid only USD 100 per month on average.AnswernI.Comments and Reference solution nComments:nIt seems a grim defect in the argument:If you have 4,000 teachers waiting to share a student pool of
41、 merely 10,000,it is hardly a big 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
42、 improvement possibilities,and the author of this book does not,by doing this,imply that one can change statistics for report-composing purpose.nReference solution:nThe present market of English-training in Wuci County is enormous with a great potential for growth.Our weeklong research shows that wi
43、th 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.n The center is rich in lecturer and trainer resources and h
44、as 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.BacknII.Reference solutionn3.CONCLUSIONSnThe Area Manager concludes:n-the major geographical
45、differences between the north and south were not taken into account when planning the distribution in China.n-the problem of late payments will continue as long as the legal framework is loose,slow,and low efficient.nThe District Manager concludes:n-the differences between the east and west were not
46、 taken into account when setting production targets.n-the problem of water supplies will continue as long as the regional water supplies infrastructure remains as it is.n-the problem of recruitment will continue as long as 1),the working conditions are poor and,2),the company offers unattractive sal
47、aries in comparison with local rivals.n4.RECOMMENDATIONSn With the distribution difficulties,Mr.Zhang,the Area Manager,recommends the following measures:n-the feasibility of warehousing more goods in the north should be considered.n-the feasibility of transferring some staff and transport vehicles f
48、rom the north to the south should be considered.n-a clause allowing for delays in deliveries due to bad weather conditions should be included in all delivery contracts.n On the production front,Mr.Li,the District Manager,recommends the following measures:n-Production targets should be reduced in the west and increased in the east of China.nConcerning employee compensation,Mr.Kang,the Human Resources Manager recommends that:n-working conditions in the west be improved;n-an increase in salaries for technical staff be considered;andn-employee benefits be improved.
