商务英语写作Chapter Sixteen

Chapter SixteenFormal ReportsBasically a formal report consists of three parts: prefatory, text of report and supplementary.Prefatory partsHalf-title page (Title fly)It contains only the title of report; it adds formality.Title pageA report title page begins with the name of the report typed in uppercase letters (no underscore and no quotation marks). Next comes Presented to (or submitted to) and the name, tile and organization of the individual receiving the report. Lower on the page is Prepared by (or Submitted by) and the author’s name plus any necessary identification. The last item on the tile page is the date of submission. All items after the title are typed in a combination of upper-and lower-case letter.Letter or memo of transmittalA transmittal letter or memo follows the direct pattern and is usually less formal than the report itself. The transmittal letter or memo typically 1) announces the topic of the report tells how it was authorized: 2) briefly describes the project: 3）highlights the report’s findings, conclusions, and recommendations, if the reader is expected to be supportive; and 4 closes with appreciation for the assignment, instruction for the reader’s follow-up actions, acknowledgment of help from others or offers of assistance in answering questions.Table of contentsThe table of contents shows the headings in a report and their page numbers. For short reports you should include all headings. For longer reports you might want to list only first and second-level headings.List of figuresFor reports with several figures or illustrations, you may wish to include a list of figures to help readers locate them. This list may appear on the same page as the table of contents, space permitting. For each figure or illustration, include a tile, and page number.Executive summary or abstractIt summarizes essential elements in a report. Whether you are writing an abstract or an executive summary, its length and complexity will be determined by the report. For example, a 100-page report might require a 10-page summary. A 10-page report might need only one-page summary.Text of reportIntroductionFormal reports begin with an introduction that sets the scene and announces the subject. Don’t skip the introduction because you have included some of its information elsewhere. In introduction you may include:1)Background. Describe events leading up to the problem or need.2)Problem or purpose. Explain the report topic and specify the problem or need that motivatesthe report.3)Significance. Tell why the topic is important. You may wish to quote experts or citenewspapers, journals, books and other secondary sources to establish the importance of the topic.4)Scope. Clarify the boundaries of the report, defining what will be included or excluded.5)Organize. Launch readers by giving them a road map that previews the structure of the report. Beyond these minimal introductory elements, consider adding any of following information that is relevant for your readers: 1) authorization, 2) literature review, 3) sources and methods, and 4) definitions of key terms.BodyThe principal section in a formal report is the body. It discusses, analyzes, interprets, and evaluates the research finding or solution to the initial problem. This is where you show the evidence that justifies your conclusions.ConclusionThis important section tells what the findings mean, particularly in terms of solving the original problem. You may intermix conclusions with the analysis of the findings—instead of presenting the conclusions separately or you may place the conclusions before the body so that busy readers can examine the significant information immediately. Still, you may also combine the conclusions and recommendations.RecommendationsWhen requested you should submit recommendations that make precise suggestions for actions to solve the reported problem. They should evolve from the findings and conclusions. Do not introduce new information in the conclusions or recommendations. As with conclusions, the position of recommendations is somewhat flexible. They may be combined with conclusions, or they may be presented before the body, especially when the audience is eager and supportive. Generally, though, in formal reports, they come last.Supplementary partsAppendixThe appendix contains materials related to the report but not included in the text. Frequently included in appendixes are sample questionnaires and cover letters, sample forms, computer printouts, and statistical formulas; a glossary of terms may be put in an appendix or may stand as a separate supplementary part.Bibliography or referencesThis includes an alphabetical list of sources used in preparing for the report. You must include the author, publication, date of publication, page number, and other significant data for all ideas or quotations used in your report.The most formal, full-dress reports should contain prefatory pages. As reports become shorter and less formal, primary changes occur in the prefatory pages. Informal short report may only have a title page and report text. Your decision of what to be included will be based on the needs of your situation. Those needs are related to report length and the formality of the situation. The longer the problem and the more formal the situation, the more involved the report structure is likely to be. The shorter the problem and the more informal the situation, the less involved the report structure is likely to be.Tips of writing a formal report:Create an outline, including the major headings and subheadings.Prepare the materials carefully and present the facts objectively.Draw conclusions or make recommendations from the information you have gathered. Construct a list of references (bibliography) as you research, plan and write the report.Short ReportsThe short reports forms are by far the most common in business. These are the everyday working reports—those used for routine information reporting that is vital to an organization’s communication. Generally speaking, they have the following characteristics:Little need for introductory informationThese reports typically concern day-to-day problems and are intended for only a few readers who know the problem.Predominance of the direct orderBecause the shorter reports usually solve problems, they are likely to be written in the direct order. By direct order we mean that the report begins with its most important information, usually, the conclusion and perhaps a recommendation.More personal writing stylePersonal writing is common in the shorter reports. That is, the shorter reports are likely to use the personal pronouns “I”, “we”, and “you” rather than only the third person. But write impersonally when your reader prefers it and when the situation is formal.Structurally, the design of informal reports moves from the most important to the least important ideas. Most informal reports begin with a short introduction followed by a summary and then by the discussion. Whether you use a summary or a confined summary / introduction or an introductory followed by a separate summary depends on what your audience will need.Use a combined summary / introduction, if your readers need a brief orientation to the report and then a presentation of highlights.Use summary only, if your readers are familiar with the subject and are expecting the report.Use an introduction and a summary if a) you expect a variety of readers, only some of whom are familiar with the subject. Include a well-developed background section with a heading to indicate that this is, in fact, background. This will allow readers who do not need background on the topic to skip that information.Tips of writing an informal report:Indicated your purpose clearly.Give accurate and objective information.Organize clearly so that the report highlights the main points and leads logically to your conclusions.Questions for comprehension1.What are the major parts of a formal report?2.What are the major differences between formal and informal reports?3.What are the characteristics of shorter reports?4.Discuss the relative importance of the title fly and the title page in a report.5.Describe the role and content of a letter of transmittal.6.Why is personal style typically used in the letter of transmittal?7.Discuss the construction of the executive summary.8.Some reports need little or no introduction; others need a very long introduction. Why is thisso?9.Why do some report problems require introductory coverage of methods of collecting data,historical background and limitations?10.under what circumstances do reports present: a) an ending summary, b) and ending conclusion,and c) an ending recommendation respectively?。