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. 商務信函用來向公司以外的人傳達書面信息。信函也可以在公司內部的員工之間傳達正式的書面信息。商務信函比備忘錄更正式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. 信函可采用直接順序或間接順序，取決于信息是中性、積極還是消極。中性和積極信息采用直接順序，消極和說服性信息采用間接順序。 Letter parts standard parts 標準組成部分optional parts 備選部分standard partsThe standard parts of a business letter are the dateline, letter address, salutation, body, complimentary close, signature block and reference initial

4、s. 商務信函的標準組成部分有日期，地址，問候語，正文，結尾敬辭，簽名和打字員姓名縮寫。 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. 一封商務信函還可以有以下這些備選部分：指明收信人，主題，簽名檔處的公司名，附件，抄送，附注，第二頁抬頭。 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. 和備忘錄一樣，商務信函也許會呈現不同的格式。三種基本格式是：齊頭式，改良齊頭式和簡化齊頭式。 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（備注）:1.Private 私人信 2.Confidential機密信 3.Registered 掛號郵件 4.Express快遞郵件 5.Ordinary Mail平信 6.Immediate (Urgent)急件 7.Printed Matter印刷品 8.Sample樣品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. 日常請求和索賠是含有中性信息的信函。訂購信，肯定答復請求，友誼信和感謝信是含有積極信息的信函。 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. 小練習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小練習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是美國加利福利亞州San Joaquin Valley北部農業部的一名雇員。最近，Peter被提升為農業貸款員。在他的新位置上，他要閱讀很多報告，這些報告或來自那些申請貸款的農民，或是已經接到了貸款的農民的現狀報告，或來自他的雇主聯邦政府關于新的貸款項目的報

11、告。閱讀了許多報告后，Peter想知道：“為什么報告如此不同？”有的報告長，有的則短；有的簡單，有的復雜；有的易讀，有的難讀；有的條理清楚，有的相反；有的提出了建議，有的則不。為什么報告如此不同？告。 Peter同時還要寫報告。比如：每個月，他都要寫一份備忘錄報告送交他的辦公室經理，通知她接受了貸款者的貸款報告的內容，和申請貸款者的報告內容。Peter每月還得給辦公室經理交幾份短的、非正式的手稿報告。promote vt.促進；提升；升遷；發起；促銷，推銷agriculture n.農業；農學；農藝 agricultural adj.農業的loan n.貸款；借出clerk n.職員；辦事員a

12、pply for 申請status report 現狀報告federal government 聯邦政府coherent adj.連貫的；有條理的；一致的；粘著的recommendation n.推薦；建議recommend vt.推薦；建議；勸告submit vt.使服從；使屈服；提交manuscript n.手稿；原稿situation n.形勢；局面；處境；狀況respond v.回答；響應；反應6.1 Planning Reports 計劃寫報告根據其類型、目的和格式不同，報告可以分為各種不同的類型。本節的學習目標是： 1根據報告的類型、目的和格式區分各種報告。 2了解計劃報告的步驟。

13、 3了解數據、結論和建議的區別。 Types of reports definition A report is a document that provides the facts about a specific situation or problem for consideration. 報告是描述事實或分析問題的文件。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. 報告可以分為正式報告與非正式報告。正式報告通常較長，具有分析性，用語客觀。公司向股東或政府做的年度報告就是正式報告。另一個例子是對外的建議書，這是向公司以外的人分析問題和提供建議的一種正式報告。非正式報告比正式報告要短，且沒有那么正式。銷售報告和對內建議書是非正式報告的兩個例子。 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. 報告根據目的可分為信息報告和分析報告。信息報告主要陳述信息或事實，因此幾乎沒有分析。銀行經理也許會讓出納主管提供一份關于日訂單銷售所得資金的平均數值，這樣的報告就是信息報告。分析報告主要分析問題，陳列事實，得出結論，最后做出建議。分析報告往往既要陳述事實又要提供解決問題的方

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. 根據格式，非正式報告可分為備忘錄、信函、手冊報告等幾種。正式報告更長也更復雜，因此往往采取手冊的格式。 Pl

17、anning a report When planning a report, you should: (1) identify the problem to be studied and the objective of the report; 確定調查的問題和寫報告的目的； (2) decide on areas to investigate; 確定調查領域； (3) determine the scope to decide what will be included and excluded; 確定范圍，即要涉及哪些內容以及不涉及哪些內容； (4) plan the research

18、by developing a schedule and budget; 制定時間進程表和資金預算，給調研做計劃； (5) develop a preliminary outline, which may differ from the final outline; 制定初步綱要，也許與定稿會有出入； (6) collect the data through primary or secondary research; 通過一手調研或二手調研積累數據； (7) analyze data, draw conclusions and make recommendations. 分析數據，得出結論，

19、給出建議。 The outline of a report The outline for an informational report can be arranged in one of the five ways:1. Chronological order. 按時間排序2. Order of importance. 按重要性排序3. Logical sequence. 按邏輯順序4. Category. 分類排序5. Geographical order. 按地區排序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. 分析報告的綱要可采用假設，也就是對一個問題做出可能性的原因或解釋。或者可以列出替代性解決辦法。 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. 初步綱要可以采用主題格式或討論格式。在主題綱要中，陳列出來的每個主題用幾個詞概括。在討論綱要中則給出關于主題和次主題的更多信息。 page 179alphanumeric adj.含有字母數字的decimal adj.小數的page 180topical outline 主題

22、綱要discussion outline 討論綱要小練習checkpoint 1Keys1.True2. False 3. False4. True5. FalseData, conclusions and recommendations DataTwo kinds of data are available, primary and secondary. primary researchsecondary research報告的調研可以采用兩種數據，一手調研和二手調研所獲得的數據。Primary research involves gathering fresh, new data by t

23、alking with experts, customers or suppliers, and observing an experiment. 一手調研通過和專家、顧客或生產商談話、觀察實驗等方式取得新鮮數據。Secondary research involves locating data that already has been gathered and reported in, for example, books, periodicals, reports, online sources and so on. 二手調研主要是在書籍、期刊、報告、網上資源等地方收集已有的數據。Ana

24、lyze Data Once you have the data, look for logical links between facts and figures. 一旦擁有了這些數據，你需要尋找事實與數據之間的合理關聯性。Draw Conclusions After analyzing the data, you may arrive at a conclusion, an opinion based on interpretation of data. 分析數據以后，你可能會基于數據解析得出一個結論或是觀點。Make recommendationsThen, you may want t

25、o include recommendations in a report, which offers suggestions of what should be done. 然后，你可以給出建議，來幫助解決從中得出的問題。 小練習checkpoint 2Keys1. True2. True 3. True4. True5. False小練習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 撰寫非正式報告大多數商務報告都是非正式報告，它們或者陳述信息，或者分析問題。在本節里，我們將來學習如何撰寫非正式報告。本節的學習目標是： 1了解在組織非正式報告的時候，何時使用直接順序，何時使用間接順序。 2了解個人與非個人的寫作風格。 3列出非正式報告的組成部分。 4解釋什么時候采用信函、備忘錄或手冊的格式撰寫非正式報告。 Organizing an informal reportMost business reports are informal reports. 大多數商務報告都是非正式報告，有著以下兩個目的之一，陳述

27、信息或分析問題。非正式報告可以以直接或間接順序來組織。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. 如果是日常報告，或者你認為讀者會有積極反應，采用直接順序，先說主題。采用直接順序的報告格式是：介紹，

28、主題，調查結果和補充細節，結尾。 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. 當你認為讀者會給出消極反饋，或者需要說服讀者接受主題的時候，采用間接順序組織報告。采用間接順序的報告格式是：介紹，調查

29、結果和補充細節，主題，結尾。 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. 非正式報告往往以個人的態度撰寫，可以使用各種人稱。采用非個人的寫作風格，聽起來更加客觀一些。如果你的報告里的問題很嚴肅，或者要上呈到高管手中，也許你會需要讓它顯得更正

30、式一些。這樣的話，你最好使用一些非個人的表達，盡量少用第一或第二人稱。Formatting informal reportsInformal reports have three main parts: 1. opening (the introduction)2. body (findings and supporting details) 3. closing.1. 開頭（介紹）2. 正文（調研結果和補充細節）3. 結尾。 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. 開頭長度會隨報告的目的而變化。對于備忘錄式的簡報來說，開頭可能僅僅是主題那一欄。The body of a report includes the findings and supporting details that resulted from the research. 報告正文是基于調查所得出的結論和補充細節。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. 報告結尾很重要，因為這是給讀者留下深刻印象的最后機會。往往在結尾要重新強調主題。Letter reports 信函式報告 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 備忘錄式報告A memo report is a short internal report, which is sent to others within the organization, and is written in memo format. Manuscript reports 手冊式報告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. 手冊式報告是以手冊的方式撰寫的短篇報告，往往比備忘錄或信函報告長，但比正式報告短。對內建議書(internal proposals)就是常見的手冊式報告。 6.3 Writing Formal Reports 撰寫正式報告正式報告比非正式報告更復雜更長，往往在呈遞給公司高管的時候使用。本節的學習目標是： 1了解何時使用正式報告。 2了解正式報告的基本組成部分和補充組成部分。 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. 正式報告比非正式報告更復雜更長，往往在呈遞給公司高管的時候使用。 Formal informational reports usually follow the direct order because they contain information that readers expect. 正式的信息報告往往采用直接順序，因為他們所提供的信息正是讀者想要的。 Formal analytical reports may be organized in the direc