2009-10学年第一学期商务英语读写译教案
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2009-10学年第一学期商务英语读写译教案
Chapter 8 Business Report
I Theory
1. The format of business report
1) Title Page (or Title Section): Include the report name, author name, and date. If your report is longer, your title section could also include a table of contents.
2) Executive Summary: Keep this to a maximum of one page. Summarize the problem you're trying to solve, list the most important information or results, and detail any action steps that you recommend.
For many people, this is the only page they'll have time to read. It's therefore a good idea to write it as though it's a separate report, all on its own. Use bullets and numbered lists to highlight important points.
3) Methodology: Describe the methods you used in your research to reach your conclusions. For example, did you talk with focus groups, conduct interviews, search the company archives, or use outside resources like consulting or research firms? Include the details of your research process, and explain why you used the sources you did.
4) Introduction: Tell readers why they need to read this report, and give a very brief overview of what you're going to cover in the main body of the report.
5) Main Body: This is the 'heart' of your report. Present your research, and make your case – and remember to put the most important information first.
6) Conclusion: Analyze the results of your research, and bring everything together. Many people will read this section, so keep it short and simple.
7) Recommendations: List the actions you think readers – or the company – should take to solve the problem you're addressing. Ideally, use bullets or numbered points for this list.
This is another highly read section, so be very clear about your opinion. You've done the research, so tell people what needs to happen next. If you suggest major changes, then create a strategy to implement these larger changes on a step-by-step basis.
8) Appendix: Include all of your sources and research information in detail. Few people read the appendix carefully, but this is the information that supports your arguments, so it must be included.
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2009-10学年第一学期商务英语读写译教案
Report Tips
– Before you begin researching or writing, make sure you clearly understand why you're writing the report – and who will read it.
– If possible, keep your writing style fairly informal and easy to read. Be professional, but always keep your readers in mind. If you write the way you speak, they'll probably have an easier time understanding what you're trying to tell them.
– Remember, people typically don't have much time. Aim to keep your sentences short and clear.
– Use statistics, and quote sources whenever you can. People tend to trust numbers more than opinions.
– Break up your text with headings and subheadings. This makes reading easier, and it allows people to find the information that's most relevant to them.
– In every section of your report, put the most important information first. Again, remember that most people don't have lots of time. Tell them what they need to know as quickly as possible.
– Once you've done your initial research, you'll probably have a lot more information than you really need. This means that you'll have to go through all that data to determine what needs to go in your report. Be careful not to 'cherry-pick' data: don't choose just what you like, or what supports your objective. Keep records of every piece of information you include (and what you don't include), just in case you're asked to defend your findings.
– the first draft of your report will get across your meaning. In the second draft, you can refine and polish the way you've expressed it. Key Points
Following a standard Business Report Format makes it easier for the people reading your report to find what they need quickly. They'll know which sections will answer their questions, and they'll clearly see your recommendations. For people who are in a hurry, this is an absolute necessity. 3
2009-10学年第一学期商务英语读写译教案
1、标题页(或称标题部分): 包括报告的名称、报告者的姓名、以及日期。如果您的报告相对比较长，那您的标题部分也可以包含一份内容表。
2、执行摘要: 这一页内容应该是最多的。总结您正在努力解决的问题，罗列您认为最重要的信息或结果，详细说明您所推荐的解决问题的措施。对于很多人来说，这一页是他们唯一化时间去仔细阅读的内容。因此，聪明的办法是好好地写好这一页的内容，尽管它也是在这份报告中的一个独立报告，内容都取决于执行过程本身。用要点和编号列表把重要部分进行强调。
3、方法论: 在结论部分描述您在研究时所使用的方法。例如，您是否和焦点小组商谈过？是否做过一些采访？搜集过公司档案？或者使用过类似咨询公司或研究机构那样的外部资源？您把自己研究的进展写进此部分，并解释为什么您会使用那些您所使用的资源。
4、导言: 告诉读者为什么他们需要阅读这份报告，并给予一份简介说明您将会在报告中写一些什么内容。
5、正文: 这个部分是您报告的“心脏”。介绍您的研究，把您的研究作为您的个案----记得要把最重要的信息放在最前面。
6、结论: 分析您研究的结果，把所有的东西都融合一起。许多人会阅读此部分，所以，要使它简短而精炼。
7、建议: 把您认为读者----或公司----在解决那些您所提及的问题时应该采取的措施罗列出来。理想的情况下，这部分使用要点或编号列表。这是另外一个阅读量很高的部分，因此，您需要观点鲜明。您已经做过研究了，因此告诉人们接下来需要采取怎样的行为。如果您建议一些大的变革，那您需要创立一个战略以便逐步实施这些大的变革
8、附录: 把您报告中所引用到的资源和研究信息全部收进此部分。很少有人会仔细阅读附录，但是这些信息能够支持您的论点，因此它必须收录进报告。
Tips:
1) 了解您的目标 ----在您开始研究或者撰写报告以前，一定要搞清楚您为什么要写这份报告----和谁会阅读这份报告。
2) 使用轻松的风格 ---- 如果可能的话，把您的书写风格表现得相对非正规一些并且很容易看明白。要表现得专业，但是始终要把您的读者放在心里。如果您把您说的话写出来，他们就很容易明白您正在努力告诉他们什么东西。
3) 保持简洁 ----记住，人们通常没有太多的时间。要努力让自己的语言简短、精炼。
4) 利用资源和数据---- 如果可能的话，就多利用统计信息，引用一些信息。相比观点来说，人们往往更加信任数字。
5) 用明确的标题组织文章----用标题或者副标题把您的文章进行分段。这样可以使得阅读更加简易，而且它还有助于人们找到对他们来说最相关的信息。
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6) 用最重要的信息开头---- 在您报告的任何章节，一定要把最重要的部分放在最前面。再次强调，记住大多数人没有很多的时间。尽可能快速地告诉他们需要了解什么。
7) 保留“备份”信息---- 一旦您已经完成了初步研究，很有可能您所拥有的信息已经大大超过您真正所需要的。这说意味着您得从头到尾浏览一遍所有的数据然后再决定您的报告真正需要什么。注意别“优选”数据：别选择一些只是您喜欢的，或者支持您的目标的。保留每条您所引用的(或者没有引用的)信息，只是为了防范万一您会被问及支持您的发现时会用到。
8) 至少做2份草稿----您报告的第一份草稿将可以表达您的意思。在第二份草稿中，您可以对您的描述进行改进并润饰。
Key points:
使用标准的“格式”可以有助于人们在阅读您的报告时更容易快速找到他们所需要的信息。他们知道哪个章节可以回答他们的问题，而且他们也能够非常清楚地明白您的建议。对于总是忙碌的人们来说，这显然是非常必须的。
3. The language features of business report
一般而言，报告大多由下属写给上司，使用的语言多为正式。此外，报告的内容和篇幅也决定了其写作语气比商务信函要正式的多。在撰写商务英语报告的过程中，可以适当多使用一些能提高语言正式度英语语法结构。具体而言如下：
1. 使用被动语态，如：The e-Source message will be delivered to the target audience multiple times through multiple avenues.
2. 使用复杂词汇，如：The training system incorporates (includes) many visual aids.
3. 使用长句子，如：The content and message of the kit will be similar to that sent to conventional outlets, but will be tailored to electronic media and will either be e-mailed to the Webmaster or sent in hard copy and on a diskette.
4. 使用名词短语，如：The rectification of this problem can be achieved by insertion of a wedge.
5. 使用非人物主语，如：Putting a copy of this CD-ROM in the hands of editors of targeted publications will allow them to see for themselves the features of the State Computer Store.
6. 使用分词短语，如：Armed with this information, our customers will be able to identify trends and make strategic decisions in accordance with their agency’s goals.
7. 使用动词不定式，如：To streamline the internal approval process, we can e-mail our quote to our purchasing agent for budget approval.
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2009-10学年第一学期商务英语读写译教案
8. 使用介词短语，如：With convenient access to Web Services in our online Electronic Product and Pricing Catalog & Order Tracking and Status System, customers can generate sales and service reports upon demand.
II Examples
1. Thanks to powerful support from all sectors, the Fair has become better and better, with more
and more obvious characteristics, thus attracting attention from foreign as well as Chinese business people. As a result, it has become an important window through which carpet exports are negotiated and transacted and market information is exchanged.
承各方的大力支持，交易会一届比一届办的圆满，一届比一届更有特色，深受中外客商的注目，现已成为地毯洽谈、成交、出口和市场信息交流的重要窗口。
2. The 20th China Carpet Fair will be the biggest of its kind, and 108 of China’s specialized
foreign trade corporations, other foreign trade companies, and carpet factories authorized for exporting will take an active part in the Fair. Also present at the exhibition on invitation are more than 200 companies and firms from over 30 countries and regions.
第20届中国地毯交易会的规模为历届之最，来自全国各地的专业外贸公司和有地毯出口经营权的各类外贸公司及地毯厂共108家踊跃参展；世界上有30多个国家、地区的200多家公司、商社欣然应邀。
3. It is our belief that with joint efforts by all of us, the Oriental carpet, which can be compared
to a glittering pearl among various products, will assume a more brilliant and colorful look and become a work of art appealing to both refined and popular tastes.
我们相信，在大家的共同努力下，东方地毯这颗明珠将更加绚丽多彩，成为雅俗共赏的艺术品。
4. 坚持“经济建设必须依靠科学技术，科学技术工作必须面向经济建设”的原则，促进科技与经济的有
机结合。
We must adhere to the principle that economic development relies on science and technology, while the development of science and technology is geared to the needs of economic development, and promote the organic combination of science and technology with the economy.
We must adhere to the principle that the development of the economy should be based on science and technology and that the development of science and technology should get geared to the needs of the economy. The two must be organically integrated.
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2009-10学年第一学期商务英语读写译教案
5. 国家要得到发展，需要密切注意与各种各样的人保持广泛的国际联系和交往。
A country that wants to develop needs to pay close attention to maintaining extensive international contacts and dealings with all kinds of people.
A country that wants to develop needs to maintain extensive international contacts with all kinds of people.
6. 在社会注意市场经济条件下，政府的有效指导对本行业的健康和合理发展尤其重要。
Effective guidance by the government is especially important for the healthy and rational development of this industry in a socialist market economy.
Effective governmental guidance is especially important for the rational development of this industry in a socialist market economy.
III Practice
1. Highly valuing sustainable development, China first promised to carry out its development in
a sustainable way in 1992 and later formulated and implemented the China 21stCcentury Agenda. In 1996, sustainable development and rejuvenating China through science and education were determined to be two basic strategies for China. After that, the strategy of sustainable development was implemented throughout the country, while the China 21stCcentury Agenda was included in local development programmes. Guangdong began to make sustainable development as one of its strategies for economic and social development in 1998 and has implemented it in an earnest way since then. Promoting the rapid development of economy, China actively explores a sustainable development method which caters to its national conditions and has gradually deepened its understanding of sustainable development. In recent years, after summing up the experiences and lessons of its internal and external development and taking the achievements of human civilization, China has decided to persist in a scientific way of development featuring human-centered, comprehensively-coordinated sustainability, which has shed light on the development pattern for China to continue its modernization drive in the new century, and has enabled China to take a pleasing step forward on its road to sustainable development.
中国高度重视可持续发展，19xx年率先承诺走可持续发展道路，随后制定并实施了《中国21世纪议程》，19xx年将可持续发展和科教兴国确定为国家的两大基本战略。全国各地实施可持续发展战略， 7
2009-10学年第一学期商务英语读写译教案
将《议程》纳入当地的发展计划和规划之中。广东在19xx年就将可持续发展作为经济社会发展的三大战略之一，并认真组织实施。在推进经济快速增长的同时，中国积极探索符合国情的可持续发展道路，对可持续发展的理解和认识不断深化。尤其是近几年，中国在总结国内发展经验和教训、吸收人类文明成果的基础上，提出了坚持以人为本，全面可持续发展的科学发展观，指明了新世纪新阶段中国现代化建设的发展模式，在可持续发展道路上迈出了可喜一步。
2. 强化企业内部改革，选择少量中央管理的大型企业和境外上市公司，进行收入分配制度改革试点，建
立对企业经营者有效的激励和约束机制。
We need to deepen the internal reform of enterprises, implement reforms of the income distribution system on a trial basis in a few large enterprises managed by the central authorities and companies listed on overseas stock markets, and establish effective incentive and restraint mechanisms for enterprise managers.
IV Cases
To: All Directors
From: Lynn Adam, Administrative Secretary
Date: May 25, 1999
Subject: Machine Dictation
At the request of some of the division direction, we have made a survey of machine transcripts to see what could be done to improve both the quality of transcripts and the speed with which the work is completed. these are their suggestions:
1. Both dictators and transcribers should be familiar with the dictating and
transcribing Equipment. A manual is available for every machine; it explains how to use the equipment.
2. It would be helpful if all dictators would:
a. Mark the indicator slips with special instruction and correction. Mark the slips, too, to show the length of the letter or report.
b. Spell any proper names as well as technical or unfamiliar words.
c. Control their voice so that the dictation is neither too loud nor too soft. Be sure to enunciate clearly.
d. Supply as mach information as possible__ number of copies, type of massage, 8
2009-10学年第一学期商务英语读写译教案
and identity of dictator. It would also help if salutations and subject lines, when used, were dictated.
e. Indicate when you would like the dictation complete the work dictation is rush.
3. Machine transcribers will complete transcription by the day following the
receiving of the tape unless the dictation is marked rush-----then every will be made to complete the work when it is wanted.
Please let me know if you have further suggestions. I should also like to know if these suggestions result in better transcripts.
-- Title Page
-- Terms of Reference/Introduction: This is an introductory part of the report answering questions like why the report is written, what the report is about, and when the report needs to be submitted.
-- Procedure/Method: This is where you explain how and where the information was gathered.
-- Findings: This section of the report should contain the information that you have found as a result of your procedure. You will need to include the facts and figures that have been collected. You can use tables, graphs and charts.
-- Conclusions: This is where you show what you think of the information you have found. Make sure that you clearly show how you come to your conclusions, and that they are based on your findings.
-- Recommendations: This is where you must say how the problem can be solved. -- Appendices: An appendix is the additional information you refer to in the report and wish to conclude as evidence or demonstration of the full findings.
This must be based on the findings of the report.
-- Bibliography: This is a list of your references.
一般来说，商务英语报告的常见构成部分有：以下就各个部分的内容及其写作方法分别讲解。 9
2009-10学年第一学期商务英语读写译教案
（一）摘要（Executive Summary）
一份正式且篇幅较长的报告通常在报告的前面加上摘要。摘要一般不超过一页，是报告的导言、调查结果、结论和建议的内容总结。这部分一般是在整篇报告写好以后再写。非正式或篇幅较短的报告则无需写报告摘要。写摘要时，应注意以下几点：
? 尽量限制段落的数量，一般可用三段式：报告的目的、报告的调查结果和结论、报告的建议。
? 摘要写作的时态用一般现在时，因为报告已经存在。如"This report shows..."属于正确表达，而"This report will show..."则不妥。
? 报告摘要中无需引用具体数据。可用"by and large、the vast majority、only a few"等语言表达大概的数据或趋势。
（二）标题（Title）
报告的标题应尽可能概括报告的内容，因为它是整篇报告的信息浓缩，而且标题应该准确、客观，不应像报刊文章标题那样为了吸引读者的注意力而别出心裁。此外，标题应该是名词短语或动名词短语。如以下几例："Report on Improving the Training Methods of HDC、Report on the Proposed Incentive Scheme、Report on the Adoption of Flex-time Working Systems"。
（三）导言（Introduction/ Terms of Reference）
在导言部分，扼要地说明一下报告的写作背景和主旨。此外，还应该注明报告提交给何人、何时提交的。如果是事件调查报告应首先说明事件的经过，包括事件发生的日期、时间、地点、情况叙述等。以下是导言部分写作的常见句型：
? The report examines / explains...
? The purpose of this report is to... investigate / evaluate / study... ? The objective of this report is to... recommend / analyze / give...
? The aim of this report is to... feedback / estimate / assess...
? Enclosed is a report about...
（四）材料收集方法（Methodology / Proceedings）
报告的这部分应说明收集信息或资料的方法和步骤。在报告中注明提供这一信息可以增强报告的真实性和客观性，尤其是意见调查报告。当然并不是所有的报告都需要收集资料，因此，并非每一种报告都需要提供这部分内容。这部分内容在整篇报告所占篇幅较短，可以写成一个段落。以下是该部分写作的常见句型：
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2009-10学年第一学期商务英语读写译教案
? A sample of workers was individually asked for their opinions.
? A questionnaire was completed by those who were surveyed in this project. ? The information was mainly achieved with a number of telephone calls to manufacturers.
（五）调查结果（Findings）
报告的调查结果部分是报告建议的依据，其内容应当准确无误，结构清晰，语言流畅、衔接。这部分内容的每一个段落都应当有一个明确的主题句，一般放在段首，这样便于读者摄取这部分的信息。以下是这部分主题句写作的常见句型：
? The findings of the investigation indicate that...
? It was proposed / found / felt / discovered that...
? It was generally the case that...
? Most people thought / suggested that...
? A number of people mentioned that...
? Several changes were put forward.
? Several staff members expressed the view that...
若报告中需提供图表统计数据或描述行情走势，撰写人应当熟悉这方面写作的常用句型，以下就是该方面写作的一些典型句子结构：
? The table / chart / graph / diagram / figure / statistics shows / describes / illustrates that...
? As it can be seen from the table / chart / figure...
? It is clear / apparent from the table / chart / graph / diagram / figure / statistics that...
? The number of... increased / jumped / rose suddenly / rapidly / dramatically from...to...
? The number of...decreased / dropped / fell greatly / significantly sharply from...to...
? The number of...fluctuated slowly / slightly between...to...
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2009-10学年第一学期商务英语读写译教案
? The number of... remained steady / stable (stayed the same) between...to... ? There was a (very) sudden / rapid / dramatic / significant increase / jump / rise in the number of...from...to...
? There was a (very) sharp / steep / steady / gradual / slow / slight decrease / drop / fall in the number of...from...to...
? The monthly profit / figures peaked in December at 10%.
? The monthly profit / figures reached a peak / a high (point) in December at 10%. ? The monthly profit / figures bottomed out in December at 10%.
? Sales witnessed a great rise / increase / drop / fall between...to...
（六）结论（Conclusions）
报告的结论部分是写报告的人在报告调查结果的基础上对调查结果进行总结和解释。同一调查结果会因为撰写者的不同而得出不同的结论，但这部分不应当包括报告前文中没有提到的新的信息。
（七）建议（Recommendations）
建议往往是许多商务报告写作的最重要部分。一份报告有效程度常常取决于报告中所提供的建议的质量高低。建议部分主要内容为报告撰写人在经过充分的论证后认为应当采取的措施或行动。报告人有时也会描述采取措施后可能出现的后果或情形。
（八）附录（Appendices）
正式的商务报告为了增强报告的说服力或真实性往往会有一些附加材料，因其篇幅较长不宜放在报告当中，只能选择放在附录中。这部分内容可能包括图表统计数据、实验室报告、问卷调查等。当然，简短报告若无此需要则不需增加附录部分。
商务英语报告则是以英语语言撰写的商务报告。按种类划分，常见的有：事件调查报告
（Investigative Reports）、意见调查报告（Survey Reports）、周报告（Weekly Reports）、月度报告（Monthly Reports）、进展报告（Progress Reports）、市场调查报告（Market Research Reports）、可行性研究报告（Feasibility Reports）等。尽管这些报告都有自身的特点，但它们都遵循商务英语报告总体写作原则。
今天我们先来看一下商务英语报告写作的总体原则：
在撰写商务英语报告时，应确保报告内容准确无误（Accurate）、简明扼要（Brief），结构清晰（Clear），建议明确果断（Decisive），故简称ABCD原则。具体内容如下： 12
2009-10学年第一学期商务英语读写译教案
? 内容准确无误：报告的正确性不仅仅是指英语语法、标点符号和拼写，更重要的是其内容要叙述的正确。报告的事实陈述部分既不能因哗众取宠而夸大其词，也不能因其涉及的令人不愉快的消息而低调陈述。实事求是、准确无误是报告写作的重要原则。
? 内容简明扼要：报告的长短一般取决于报告的内容及其正式程度。正式报告篇幅一般较长，而非正式报告则较短。不论何种报告，报告的语言必须简洁、流畅，切忌陈词滥调。一份拖沓冗长的报告不仅写时费力，对方阅读更浪费时间。撰写商务英语报告时要尽量避免罗嗦，用尽可能较少的文字，完整、清楚地表达需要表达的意。
? 结构清晰明了：用数字、符号标明段落、层次、要点等，加强逻辑性，使读者一目了然。 ? 建议明确果断：多数报告都有结论和建议部分，是报告的核心。撰写时，应确保报告的结论和建议是经过充分论证而得出的，而且应明确果断，切忌模棱两可。
如何提高商务英语报告的可读性
许多人在写完报告之后往往会遗忘或忽视报告写作的最后一个过程：对报告进行编辑排版，使之结构清晰，内容便于读者阅读。报告中所增加的一些信息或符号如同公路上路标指引这司机开车一样为读者降低阅读难度，加快阅读速度，这一点对争分夺秒的商业人士来说尤为重要。以下是一些提供报告可读性的常见手段：
1. 为报告提供小标题；
2. 使用小段落，尽量做到每个小话题都用一个段落来阐述；
3. 段落与段落之间空一行；
4. 提供段落的小标题；
5. 使用列举符号罗列具体信息；
6. 使用星号或下划线强调重点内容。
下面为一份非正式报告的两种形式，毋庸置疑，后边经过编辑后的版本结构清晰、层次分明，内容清楚、一目了然，其格式不论是对写正式报告还是非正式报告都值得借鉴。
Proposed Incentive Scheme
Mr. John Smith, Office Manager, has asked me to write this report on a proposed incentive scheme offering rewards, possibly financial, to members of staff for money-saving ideas or ways to improve work
practices.
A sample of workers was individually asked for their opinions. The following is the findings: most thought the incentive scheme was a good idea; most preferred financial rewards; some suggested time off instead; A few thought this was a management area. In general most workers were in favor of an incentive scheme offering financial
rewards. It is recommended that the scheme be introduced.
Richard Stewart
March 18, 20
-- Report on A Proposed Incentive Scheme
Terms of Reference:
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2009-10学年第一学期商务英语读写译教案
Mr. John Smith, Office Manager, has asked me to write this report on a proposed incentive scheme offering rewards, possibly financial, to members of staff for money-saving ideas or ways to improve work practices. Proceedings: A sample of workers was individually asked for their opinions. Findings: u Most thought the incentive scheme was a good idea. u Most preferred financial rewards. u Some suggested time off instead. u A few thought this was a management area. Conclusions: In general most workers were in favor of an incentive scheme offering financial rewards. Recommendations: It is recommended that the scheme be introduced. Richard Stewart March 18, 20--
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