商务交际英语(1)Chapter6讲解课件

1、English & Communicationfor Colleges Review of Chapter 5Business LettersBusiness letters are used to send written messages to persons outside an organization. Letters are also used to send formal written messages to employees within an organization. Business letters are considered to be more formal t

2、han memos. 商务信函用来向公司以外的人传达书面信息。信函也可以在公司内部的员工之间传达正式的书面信息。商务信函比备忘录更正式Letter orders A letter can be written in direct order or indirect order, depending on whether the message is neutral, positive or negative. Direct order is used in neutral and positive messages. Indirect order is used in negative and

3、 persuasive messages. 信函可采用直接顺序或间接顺序，取决于信息是中性、积极还是消极。中性和积极信息采用直接顺序，消极和说服性信息采用间接顺序。 Letter parts standard parts 标准组成部分optional parts 备选部分standard partsThe standard parts of a business letter are the dateline, letter address, salutation, body, complimentary close, signature block and reference initial

4、s. 商务信函的标准组成部分有日期，地址，问候语，正文，结尾敬辞，签名和打字员姓名缩写。 optional partsA business letter also may include these optional parts: attention line, subject line, company name in signature block, enclosure notation, copy notation, postscript and secondheading. 一封商务信函还可以有以下这些备选部分：指明收信人，主题，签名档处的公司名，附件，抄送，附注，第二页抬头。 Bus

5、iness letter formats Like memos, business letters may be prepared in different formats. The three basic letter formats are block, modified block and simplified block. 和备忘录一样，商务信函也许会呈现不同的格式。三种基本格式是：齐头式，改良齐头式和简化齐头式。 How to address an envelope? Your full name Your address Full name of the person you ar

6、e writing to His/her addressAddressing EnvelopesReturn AddressStampAddressRemarksRemarks（备注）:1.Private 私人信 2.Confidential机密信 3.Registered 挂号邮件 4.Express快递邮件 5.Ordinary Mail平信 6.Immediate (Urgent)急件 7.Printed Matter印刷品 8.Sample样品Types of letters with neutral and positive messagesThere are several typ

7、es of letters with neutral and positive messages. Routine requests and claims are letters with neutral messages. Orders, positive responses to a request, friendship letters and acknowledgment letters are letters with positive messages. 日常请求和索赔是含有中性信息的信函。订购信，肯定答复请求，友谊信和感谢信是含有积极信息的信函。 Planning and org

8、anizing letters with negative messages1. Begin with a neutral opening. 2. Reasons for the negative message. 3. The negative message. 4. The closing. 小练习Which of the following would be the best beginning for an acknowledgment? A. Thank you for your order. Your business is sincerely appreciated. B. He

9、re at ABC Company, we sincerely appreciate your business. C. Your letter came to me today. D. I received your order for 15 speaker sets.Key A小练习True or False 1. The direct-indirect order is best when the writer has both positive and negative messages to communicate. True2. For the reasons of the neg

10、ative message to be effective, they must be sender-oriented. False Chapter 6Writing Reports: A Complex Process Made Easy Case Study: Reports and Peters New Job Peter Chang是美国加利福利亚州San Joaquin Valley北部农业部的一名雇员。最近，Peter被提升为农业贷款员。在他的新位置上，他要阅读很多报告，这些报告或来自那些申请贷款的农民，或是已经接到了贷款的农民的现状报告，或来自他的雇主联邦政府关于新的贷款项目的报

11、告。阅读了许多报告后，Peter想知道：“为什么报告如此不同？”有的报告长，有的则短；有的简单，有的复杂；有的易读，有的难读；有的条理清楚，有的相反；有的提出了建议，有的则不。为什么报告如此不同？告。 Peter同时还要写报告。比如：每个月，他都要写一份备忘录报告送交他的办公室经理，通知她接受了贷款者的贷款报告的内容，和申请贷款者的报告内容。Peter每月还得给办公室经理交几份短的、非正式的手稿报告。promote vt.促进；提升；升迁；发起；促销，推销agriculture n.农业；农学；农艺 agricultural adj.农业的loan n.贷款；借出clerk n.职员；办事员a

12、pply for 申请status report 现状报告federal government 联邦政府coherent adj.连贯的；有条理的；一致的；粘着的recommendation n.推荐；建议recommend vt.推荐；建议；劝告submit vt.使服从；使屈服；提交manuscript n.手稿；原稿situation n.形势；局面；处境；状况respond v.回答；响应；反应6.1 Planning Reports 计划写报告根据其类型、目的和格式不同，报告可以分为各种不同的类型。本节的学习目标是： 1根据报告的类型、目的和格式区分各种报告。 2了解计划报告的步骤。

13、 3了解数据、结论和建议的区别。 Types of reports definition A report is a document that provides the facts about a specific situation or problem for consideration. 报告是描述事实或分析问题的文件。The two styles of reports are formal and informal.Formal reports generally are long, analytical and impersonal. Informal reports are sh

14、orter than formal reports and are written in a less formal style. 报告可以分为正式报告与非正式报告。正式报告通常较长，具有分析性，用语客观。公司向股东或政府做的年度报告就是正式报告。另一个例子是对外的建议书，这是向公司以外的人分析问题和提供建议的一种正式报告。非正式报告比正式报告要短，且没有那么正式。销售报告和对内建议书是非正式报告的两个例子。 With regard to the purpose, reports can be informational or analytical. Informational reports

15、 present information (facts), so they include very little analysis. Analytical reports analyze problems, present facts, draw conclusions and make recommendations. 报告根据目的可分为信息报告和分析报告。信息报告主要陈述信息或事实，因此几乎没有分析。银行经理也许会让出纳主管提供一份关于日订单销售所得资金的平均数值，这样的报告就是信息报告。分析报告主要分析问题，陈列事实，得出结论，最后做出建议。分析报告往往既要陈述事实又要提供解决问题的方

16、案。With regard to the format, informal reports can be written in several different formats, including memo, letter and manuscript formats. Formal reports are longer and more complex than informal reports, so they are written in manuscript format. 根据格式，非正式报告可分为备忘录、信函、手册报告等几种。正式报告更长也更复杂，因此往往采取手册的格式。 Pl

17、anning a report When planning a report, you should: (1) identify the problem to be studied and the objective of the report; 确定调查的问题和写报告的目的； (2) decide on areas to investigate; 确定调查领域； (3) determine the scope to decide what will be included and excluded; 确定范围，即要涉及哪些内容以及不涉及哪些内容； (4) plan the research

18、by developing a schedule and budget; 制定时间进程表和资金预算，给调研做计划； (5) develop a preliminary outline, which may differ from the final outline; 制定初步纲要，也许与定稿会有出入； (6) collect the data through primary or secondary research; 通过一手调研或二手调研积累数据； (7) analyze data, draw conclusions and make recommendations. 分析数据，得出结论，

19、给出建议。 The outline of a report The outline for an informational report can be arranged in one of the five ways:1. Chronological order. 按时间排序2. Order of importance. 按重要性排序3. Logical sequence. 按逻辑顺序4. Category. 分类排序5. Geographical order. 按地区排序The outline for analytical reportsWhen outlining analytical

20、reports, you can use a hypothesis, which is a possible cause or explanation of the problem. Or you can use alternative solutions to a problem. 分析报告的纲要可采用假设，也就是对一个问题做出可能性的原因或解释。或者可以列出替代性解决办法。 outline formatsThe preliminary outline follows either the topical format or the discussion format. In a topic

21、al outline, headings describe in a few words the topics you have investigated. A discussion outline provides more information about the topics and the subtopics. 初步纲要可以采用主题格式或讨论格式。在主题纲要中，陈列出来的每个主题用几个词概括。在讨论纲要中则给出关于主题和次主题的更多信息。 page 179alphanumeric adj.含有字母数字的decimal adj.小数的page 180topical outline 主题

22、纲要discussion outline 讨论纲要小练习checkpoint 1Keys1.True2. False 3. False4. True5. FalseData, conclusions and recommendations DataTwo kinds of data are available, primary and secondary. primary researchsecondary research报告的调研可以采用两种数据，一手调研和二手调研所获得的数据。Primary research involves gathering fresh, new data by t

23、alking with experts, customers or suppliers, and observing an experiment. 一手调研通过和专家、顾客或生产商谈话、观察实验等方式取得新鲜数据。Secondary research involves locating data that already has been gathered and reported in, for example, books, periodicals, reports, online sources and so on. 二手调研主要是在书籍、期刊、报告、网上资源等地方收集已有的数据。Ana

24、lyze Data Once you have the data, look for logical links between facts and figures. 一旦拥有了这些数据，你需要寻找事实与数据之间的合理关联性。Draw Conclusions After analyzing the data, you may arrive at a conclusion, an opinion based on interpretation of data. 分析数据以后，你可能会基于数据解析得出一个结论或是观点。Make recommendationsThen, you may want t

25、o include recommendations in a report, which offers suggestions of what should be done. 然后，你可以给出建议，来帮助解决从中得出的问题。 小练习checkpoint 2Keys1. True2. True 3. True4. True5. False小练习Which of the following should be part of an informational report? A. facts B. conclusions C. recommendations D. all of the above

26、 Key D6.2 Writing Informal Reports 撰写非正式报告大多数商务报告都是非正式报告，它们或者陈述信息，或者分析问题。在本节里，我们将来学习如何撰写非正式报告。本节的学习目标是： 1了解在组织非正式报告的时候，何时使用直接顺序，何时使用间接顺序。 2了解个人与非个人的写作风格。 3列出非正式报告的组成部分。 4解释什么时候采用信函、备忘录或手册的格式撰写非正式报告。 Organizing an informal reportMost business reports are informal reports. 大多数商务报告都是非正式报告，有着以下两个目的之一，陈述

27、信息或分析问题。非正式报告可以以直接或间接顺序来组织。direct orderIf the report is routine or if you expect the reader to respond favorably, use the direct order and present the main idea first. The format is: introduction, main idea, findings and supporting details, closing. 如果是日常报告，或者你认为读者会有积极反应，采用直接顺序，先说主题。采用直接顺序的报告格式是：介绍，

28、主题，调查结果和补充细节，结尾。 indirect orderUse indirect order when you expect an unfavorable response or then the receiver may need persuasion to accept the main idea. The format is: introduction, findings and supporting details, main idea and closing. 当你认为读者会给出消极反馈，或者需要说服读者接受主题的时候，采用间接顺序组织报告。采用间接顺序的报告格式是：介绍，调查

29、结果和补充细节，主题，结尾。 Informal reports usually are written in a relative personal style, using any pronoun you choose. A report written in an impersonal style sounds more objective than a report written in a personal style. 非正式报告往往以个人的态度撰写，可以使用各种人称。采用非个人的写作风格，听起来更加客观一些。如果你的报告里的问题很严肃，或者要上呈到高管手中，也许你会需要让它显得更正

30、式一些。这样的话，你最好使用一些非个人的表达，尽量少用第一或第二人称。Formatting informal reportsInformal reports have three main parts: 1. opening (the introduction)2. body (findings and supporting details) 3. closing.1. 开头（介绍）2. 正文（调研结果和补充细节）3. 结尾。 The length of the opening will vary according to the purpose of the report. For a br

31、ief memo report, the opening might be only a subject line. 开头长度会随报告的目的而变化。对于备忘录式的简报来说，开头可能仅仅是主题那一栏。The body of a report includes the findings and supporting details that resulted from the research. 报告正文是基于调查所得出的结论和补充细节。The closing of a report is important because it is the final opportunity to leave

32、 an impression on the reader. Often the main idea is emphasized in this last section. 报告结尾很重要，因为这是给读者留下深刻印象的最后机会。往往在结尾要重新强调主题。Letter reports 信函式报告 External reports, those written for people outside the organization, often are written in letter format. These reports are called letter reports. In gene

33、ral, an informal report written in letter format should be five pages or less.Memo reports 备忘录式报告A memo report is a short internal report, which is sent to others within the organization, and is written in memo format. Manuscript reports 手册式报告Manuscript reports are short reports written in manuscrip

34、t format and are usually longer than memo or letter reports but shorter than formal reports. 手册式报告是以手册的方式撰写的短篇报告，往往比备忘录或信函报告长，但比正式报告短。对内建议书(internal proposals)就是常见的手册式报告。 6.3 Writing Formal Reports 撰写正式报告正式报告比非正式报告更复杂更长，往往在呈递给公司高管的时候使用。本节的学习目标是： 1了解何时使用正式报告。 2了解正式报告的基本组成部分和补充组成部分。 Organizing a forma

35、l reportFormal reports are more complex and longer than informal reports. It may be used when writing to the top management of an organization. 正式报告比非正式报告更复杂更长，往往在呈递给公司高管的时候使用。 Formal informational reports usually follow the direct order because they contain information that readers expect. 正式的信息报告往往采用直接顺序，因为他们所提供的信息正是读者想要的。 Formal analytical reports may be organized in the direc