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 than 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 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直接顺顺序序，消极和说服性信息采用间间接接顺顺序序。 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 initials. 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 second-page heading. 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。 Business 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：齐头齐头式，改良式，改良齐头齐头式式和简简化化齐头齐头式式。 How to address an envelope? Your full nameYour full name Your address Your address Full name of the Full name of the person you are writing to person you are writing to His/her address His/her addressAddressing EnvelopesReturn AddressStampAddressRemarksRemarks（备注）（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 Types of letters with neutral and positive messagesmessagesThere are several types 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积极信息的信函极信息的信函。 Planning and organizing 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. Here 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 negative message to be effective, they must be sender-oriented. False Chapter 6Writing Reports6.1 Planning Reports 计划写报告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。 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 shorter than formal reports and are written in a less formal style. 报告可以分为正式正式报报告告与非正式非正式报报告告。正式正式报报告通常告通常较长较长，具有分析性，用，具有分析性，用语语客客观观。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。非正式非正式报报告比正式告比正式报报告要短，且没有那么正式。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 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信息报报告告和分析分析报报告告。信息信息报报告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。分析分析报报告告主要分析问题，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。 Planning 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 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，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. 按按时间时间排序排序2. Order of importance. 按重要性排序按重要性排序3. Logical sequence. 按按逻辑顺逻辑顺序序4. Category. 分分类类排序排序5. Geographical order. 按地区排序按地区排序The outline for analytical reportsWhen outlining analytical 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假设设，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 topical 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。在主主题题纲纲要要中，陈列出来的每个主题用几个词概括。在讨论纲讨论纲要要中则给出关于主题和次主题的更多信息。 Data, 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 talking with experts, customers or suppliers, and observing an experiment. 一手一手调调研研通过和专家、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. 二手二手调调研研主要是在书籍、期刊、报告、网上资源等地方收集已有的数据。Analyze 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 to 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Which of the following should be part of an informational report? A. facts B. conclusions C. recommendations D. all of the above Key D6.2 Writing Informal Reports 撰写非正式报告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非正式报报告告，有着以下两个目的之一，陈述信息或分析问题。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，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 brief memo report, the opening might be only a subject line. 开开头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 an impression on the reader. Often the main idea is emphasized in this last section. 报告结结尾尾很重要，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 general, 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 manuscript 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 formal 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直接顺顺序序，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 direct or indirect order, because some of them may receive a favorable response while others may not. 正式的分析报告既可以采用直接顺序，也可以采用间接顺序，因为有些读者会给出积极反馈，而有的则会给出消极反馈。 Parts of a formal reportA formal report has three major parts: preliminary partsbody supplementary parts. 正式报告有三个主要构成部分：初步的部分，正文，补充组成部分。preliminary partsIn preliminary parts, there are often letter of transmittal, title page, table of contents, executive summary(abstract). 初步的部分包括：送文函，抬头，目录，摘要。body In the body, there are introduction, findings and analysis, summary, conclusions and recommendations.正文包括：介绍，调研结果和分析，总结，结论，建议。supplementary parts. In supplementary parts are bibliography and appendix. 补充组成部分包括：参考文献，附件。 小练习Which of the following is a supplementary part of a formal report? A. executive abstract B. bibliography C. table of contents D. all of the above. Formatting formal reports margins 页边页边空白空白spacing 行距行距heading 标题标题Visual aidsMost formal reports and many informal reports include visual aids, graphics such as charts, graphs, tables and illustrations that help the reader understand and interpret the written information. 大多数正式报告和许多非正式报告使用到了视觉辅助工具，即曲线图、柱形图、表格、插画等图形解析，这有助于读者更好地理解和诠释文字信息。Thank you for listening !