商务英语写作unit-5PPT课件

1、2021/7/231 By the end of this unit you should be able tol have a good command of the form and structure of a business report;l use Writing Techniques in this unit comfortably in your Business English Writing;l practise writing business reports by using some related words;l acquire the ability to wri

2、te business reports with the help of dictionaries and the Internet. 2021/7/232Lead-in As a business person, you have to write all kinds of reports at work, ranging from informal one-page field trip reports to a formal 200-page financial report. But do you know what business report is about? You must

3、 know something about business report, such as its function. Business people write reports for at least two purposes. One is to provide information; the other is to analyze collected data and to supply conclusions and recommendations if requested. Therefore, business reports can be divided into two

4、broad categories: informational reports and analytical reports. The former one is written to present data without analyses or recommendations. And the latter one provides data, analyses and conclusions on the report issue that the report writer has been asked to investigate. On most occasions, you h

5、ave to write an analytical report. 2021/7/233 Task One: Work in pairs and have a discussion to find out some useful words and phrases for writing a business report. Just try your best and then exchange your findings with other pairs in your class. Task Two: After finishing Task one, you are to do a

6、group workfind out how many different parts a business report should include and what they are. Then check your findings with your teacher. 2021/7/234Presentation Business report is an orderly, objective communication of factual information that serves some business purposes. Business reports are a

7、means of collecting and providing the information on which business is to be based. A business report is a piece of description of the work carried out, and it is usually written by a management executive, a committee or a person in charge. It includes investigations and conclusions. The style of re

8、ports is brief, direct. Business reports vary according to different purposes and information, but the main purpose of any business report is to provide information, findings, ideas, analyses and recommendations for the purpose of decision-making and further actions. 2021/7/235 You are requested by

9、the board of directors to be responsible for a new project that serves to improve the competitiveness of your company. So you have to conduct an investigation on the possibilities of launching this new project. Then you have to make a report to the managing director on this issue. Business Situation

10、 2021/7/236Sample Possibilities of the New Project To:The Managing Director From:Mark Baker Date:December 24, 2006 Subject:Report on the Possibilities of the New Project Introductions Following the request by the board of directors to investigate the possibilities of launching our new project, 1,000

11、 staff members have been 2021/7/237 questioned and the Trade Union Poll has been consulted as well. Findings 1.The case for the new project 1.1 The new project is immensely needed to compete with the rivals of the company, and it will be helpful to help the company out of the crisis. And those compe

12、ting companies have occupied 80% of the current market since last season. 1.2 8 of the 10 managers are dissatisfied with the old pattern of production and welcome a better improved one.2021/7/238 2.The case against the new project 2.1 It is a little hard to start such a project all at once for finan

13、cial reasons. 2.2 The Trade Union Poll showed that 89% of the staff members were against the plan since it cost too much money. Conclusions It is necessory for us to make the new project known to the staff and gain other financial supports. Recommendations The company should introduce the new projec

14、t to the staff, emphasize its importance and do its best to cut down expenses of the project.2021/7/239 The essential parts of a typical business report are: 1. Title of report It gives answers to what the report is about, and it refers to the brief subject matter of the report. 2. The receiver It i

15、s the person whom the report is written to. 3. The writer It is the person who writes the report. 4. Date It is always the date on which the report is finished.Structure Analsis and Introduction 2021/7/2310 5. Subject It briefly covers the main content and purpose of the report. It is always a short

16、 sentence or a phrase. 6. Introduction It answers such questions as what was requested, why the report is needed and who requests it. 7. Findings It is the statement of the facts or ideas mainly obtained from the source of information.2021/7/2311 8. Conclusions If necessary, there are usually conclu

17、sions between the findings and the recommendations. It always gives a logical explanation for the findings. 9. Recommendations It is some suggestions for actions to be taken based on the findings. But there are three main parts in all kinds of business reports: the beginning, the middle part and the

18、 end. The beginning. It may contain title of report, subject, date, receiver and report writer, and introduction.2021/7/2312 The middle part. It refers to the main body of a business report, which may include terms of reference, proceedings, findings, and so on. The end. It may include conclusions,

19、recommendations, references, appendix(附录)，bibliography（参考书目）and glossary（术语表）. But there is no need to have all the items introduced above in each of the three main parts; it depends on what your business report is about and specific situation. 2021/7/2313Writing Techniques The style of business rep

20、orts is brief, direct. The following are the most appropriate styles for writing a report.(1) Objective. It means neutral and factual. It avoids writers opinion, bias or attitude. I /We /You are avoided while the third person is generally used, together with full sentences rather than noteform phras

21、es. For example:“I questioned 1,000 staff members from various departments” is personal while “ 1,000 staff members from various departments were questioned” is impersonal. So the latter is more appropriate for a business report.(2) Consistent. Use appropriate viewpoint of time from the beginning to

22、 the end, either past or present. Otherwise it will confuse readers during the process of understanding. Readers expect to have a2021/7/2314. business report written clearly, concisely and correctly so as to provide convincing information without causing any communication barriers.(3) Interesting an

23、d vivid. In order to get a report easier to read, interesting and vivid writing style should be adopted for a report.(4) Short and concise. It is necessary to keep sentences and paragraphs short, and change sentence lengths. Provided they are the exact ones to express your meaning, try to use short rather than long ones.(5) As for introductions, the following phrases are often used: The purpo