《實用商務(wù)英語寫作教程》課件Chapter 13 Business Reports

TopicscoveredTypesofbusinessreportsSamplelettersHowtowritebusinessreports

TypesofBusinessReportRecommendationReportsInvestigativeReportsComplianceReportsFeasibilityReportsProgressReportsResearchReportsPeriodicReportsSituationalReports/IncidentReportsRecommendationReports1.Directrecommendation2.IndirectrecommendationMakeageneralreferencetotheproblem,nottotherecommendationinthesubjectline.Theintroductionfocusesontheproblembyusingspecificexamples,statisticsandauthoritativequotestolendcredibilitytotheseriousnessoftheproblem.Discussalternativesolutionsinthebodypart:puttheleastlikelyfirstly,andpresentthemostlikelyalternativelast.Discusstheadvantagesoftherecommendation.Intheconclusionpartisusedtosummarizeyourrecommendationandspecifiestheactionitrequires.InvestigativeReportsAninvestigativereporthelpspresentrisksinvolvedwithaspecificopportunity.Thisreportcanhelpacompanyanticipaterepercussions.Thisreportcontainsthreeparts:introduction,bodyandconclusion.Theintroductionparthighlightstheissueunderinvestigation.Thebodypartisusedtodiscussthefactsandresultsoftheinvestigation.Theconclusionpartisusedtosummarize.ComplianceReportsAcompliancereportisusedtoshowprooftoagovernmentorganizationthatitfollowsallapplicablelawsandrulesandthatitisspendingmoneyproperly.Thisreportcontainsanintroduction,bodyandconclusion.Theintroductionparttypicallyincludesanoverviewofthereport’smajorsections.Thebodycontainsthespecificdata,factsthattheregulatoryentityneedstoknow.Theconclusionisusedtosummarize.FeasibilityReportsAfeasibilityreportisanexploratoryreportwhichisusedtodeterminewhetheranideawillwork.Thisreportpresentsthefeasibilityofanideaorproposedproject.Feasibilityreportstypicallyareinternalreportswrittentoadviseonmatterssuchasconsolidatingdepartments,offeringawellnessprogramtoemployeesorhiringanoutsidefirmtohandleacompany’sfinancialsystem.Thefocusofthisreportisonthedecision.Thedecisionisstoppingorproceedingaproposal.ProgressReportsAprogressreportemphasizeswhether:theprojectiskeptonscheduletheprojectisstayingwithinthebudgetthepropertechnologyorequipmentisusedthedivisionoflabourisconciseanunexpectedproblemorpossibleglitchisidentifiedthejobiscompletedefficiently,correctlyandaccordingtorulesResearchReportsAresearchreportpresentsresearchonanissueorproblem.It’sanin-depthlookataveryspecificissue.Thereportshouldcontainanabstract,introduction,methods,results,conclusionandrecommendation.Itshouldalsocitethestudyorstudiesinvolved.PeriodicReportsAperiodicreportiswrittenatfixedintervals,suchasweekly,monthly,quarterly,etc.Ithelpsacompanyoragencykeeptrackofthequantityandqualityoftheservicesitprovidesandtheamountandtypesofworkdonebyemployees.Informationinperiodicreportshelpsmanagersmakeschedule,ordermaterials,assignpersonnel,budgetfunds,anddeterminecorporateneeds.Thisreporthelpsacompanyimproveitspolicies,productsorprocessesviaconsistentmonitoring.SituationalReports/IncidentReportsAnincidentreportisrequiredwhenthereis:anaccidentsuchasfire,traffic,physicalinjuryalawenforcementoffenseanenvironmentaldanger,includingacomputervirusamachinebreakdownadeliverydelayHowtoWriteaBusinessReportDeterminetheObjectiveandFormatDotheNecessaryResearchandCollectDataIdentifyYourAudienceDetermineanAppropriateWritingStyleUseReader-centeredHeadingsOrganizetheReportCarefullyDeterminetheObjectiveandFormatThefirststepinwritingareportisunderstandingtheproblemorassignmentclearly.Beforeyoubeginwritingyourreport,comeupwithastatementofpurpose.Youwilldeterminewhetheryouarewritingthisreporttoinform,toanalyze,tosolveaproblem,ortopersuade?Theanswertothisquestionshouldbeaclear,accuratestatementidentifyingyourpurpose.DotheNecessaryResearchandCollectDataAneffectivereportneedsthesamecarefulresearchthatgoesintootheron-the-jobwriting.Byresearching,collecttheappropriatedataforyourreportsinceagoodreportbasedonsolid,accurate,verifiablefacts.Datagatheringitselfisgoingtodependonthetypeofreportthatyouwrite.Ensurethatthedataparametersyouchooseareconciseandrelevanttothepointofthereport.IdentifyYourAudienceYouraudiencemayincludeanoutsideparty(someonewhodoesn’tworkwithinyourcompany)orsomeonewithinyourfirm.Considertheknowledgeorfamiliaritytheaudiencealreadyhaswiththeintendedtopic.Also,thinkabouthowtheaudiencewillusetheinformationinthereport.Ifyourreportisintendedforyourimmediatesupervisorsandtheyaresupportiveofyourproject,youneednotincludeextensivedetails,historicaldevelopment,definitionofterms,orpersuasion.Otherreaders,however,mayrequirebackgrounddataandpersuasivestrategies.DetermineanAppropriateWritingStyleReportscanbeclassifiedintoformalandinformaldependingontheirpurpose,audience,andsetting.Thosereportsfromconsultantstotheirclientstendtoberatherformal.Suchreportsmustprojectanimpressionofobjectivity,authority,andimpartiality.Butareporttoyourbossdescribingatriptoaconferencewouldprobablybeinformal.UseReader-centeredHeadingsYoucanuseheadingsandsubheadingstohelpreaderslocateinformationquicklyinyourreport.Itcanclearlydemonstratehowyouhaveorganizedandsubdividedyourreport.Youcanusenumbersorbulletstomakeyourpointstobeunderstoodclearly.OrganizetheReportCarefullyTheorganizationofyourreportdependsonyourobjective.Makeyourreportincludetherightamountofinformationinthemostappropriateplacesforyouraudience.Organizingthedataintoseparatesectionsiskeytothesuccessofawell-writtenbusinessreport.Organizeyourreportintoappropriatesectionheaders.SampleLinesThepurposeofthisreportistoinvestigatethenatureofthemarketfors