2006911201819960

Part Three: 

Part Three Internal Communication & Report Writing

Section 1. How to Write Memorandums : 

Section 1. How to Write Memorandums To give a brief introduction to what is a memo To enable Ss to become aware of main content of memo To enable Ss to familiarize themselves with the samples given To read and practice using some of the important words and expressions for memo writing To do exercises Objectives: Unit 1 Writing Memorandums

I. What is a memo? : 

I. What is a memo? Memorandums or memos are business messages, which transmit information to those within a company. They are used for many of the same purposes for which business letters are used. The format for memos varies from company to company. However, all memos, regardless of format, include the following five guide words:

I. What is a memo? : 

I. What is a memo? (1) Memorandum or Memo, or Interoffice Memorandum. (2) Date. (3) To: (shows the name of the person who will receive the message. The receiver's job title is often included.) (4) From: (shows the name of the writer of the message.) (5) Subject: tells the topic of the memo. It should be clear, concise and complete.

I. What is a memo? : 

I. What is a memo? Some companies use the designation Re: (regarding) instead of Subject. Some companies purchase or print their own memorandum stationary with the five guide words mentioned above. This saves the writer some time when preparing memos. Memos usually serve the following purposes: (1) Give instructions or notify events which occurred. (2) Seek information. (3) Offer ideas and suggestions.

II. Sample Study: 

II. Sample Study Sample 1: Request Memorandums(1) Memorandum Date: 28 June1995 To: All Training Personnel From: R. Markham Head, Training Department Subject: Providing Clear, Complete Instructions It has come to my attention that new employees are not performing their jobs satisfactorily. This is the fault of the trainer, not the trainee. You should give clear, complete instructions. Please follow these guidelines: 1. Give an overview of the task. Make sure the task is understood. 2. Describe each step in order. 3. Describe each step thoroughly. 4. Ask questions at each step. Do NOT ask: Do you understand? Ask: How do we begin? What do we do next? etc. 5. Have trainees repeat the instructions.

Answer the Following Questions : 

Answer the Following Questions What is the aim of this request memo? How is the request memo arranged?

Words and Phrases : 

Words and Phrases 1. Subject: Re: e.g. Subject: Operating Instructions for New Coping Machines e.g. It has come to my attention that the stationary is running out very soon. 2. come to one’s attention draw one’s attention 3. perform do, carry out e.g. We are to perform an experiment in the next class.

Words and Phrases : 

Words and Phrases 4. instruction the act of instructing, teaching e.g. He is not yet instructed, but still under instructions. 5. overview whole idea e.g. Give them an overview of the assignment.

II. Sample Study: 

II. Sample Study Sample 1: Request Memorandums(2) MEMORANDUM To: All members of staff, Northern Branch From: K.L.J. Date: 5 December 1994 Subject: Personal Computers The board urgently requires feedback on our experience with PCs in Northern Branch. I need to know, for my report: 1. What you personally use your PC for and your reasons for doing this. If you are doing working that was formerly done by other staff, please justify this. 2. What software you use. Please name the programs. 3. How many hours per day you spend actually using it. 4. How your PC has not come up to your expectations. 5. What unanticipated uses you have found for your PC, that others may want to share. Please fax this information directly to me by 5 p.m. on Wednesday 7 December. If you have any queries, please contact my assistant, Jane Simmonds, who will be visiting you on Tuesday, 6 December. Thank you for your help.

Answer the Following Questions : 

Answer the Following Questions What is the main point of the memo? What is the secondary idea?

Words and Phrases : 

Words and Phrases 1. board committee or association of company directors e.g. He has been elected to the board of a new company. e.g. The company welcomes feedback from the people who uses the goods it produces. 2.feedback information about the results of a set of actions, passed back to the person in charge, so that changes can be made if necessary 3. justify give a good reason for e.g. How can you justify your rude behavior?

Words and Phrases : 

Words and Phrases 4. come up to equal e.g. Your recent work hasn’t come up to your earlier standards. 5. queries questions or doubts e.g. Please let me know if you should have any query.

II. Sample Study: 

II. Sample Study Sample 2: Instruction Memorandums Memorandum To: All employees of Carson Bank From: Robert Dickinson, President RD Date: June 20, 2003 Subject: Instructions for New Safes Ten new safes have been installed in the offices to replace the old ones. To avoid any troubles, please follow the booklet of directions. Please contact me if you have any questions.

Answer the Following Questions : 

Answer the Following Questions What is the object of the instruction memo? What are the style and the tone of the instruction memo?

Words and Phrases : 

1. install set (an apparatus) up, ready for use e.g. I won’t have oil heating installed. e.g. Do you have a booklet of instructions for operating the computer? 2. booklet a small book, usu. with a paper cover 3. direction order or instructions e.g. I couldn’t understand the directions. Words and Phrases

Words and Phrases : 

Words and Phrases 4. contact get in touch with sb e.g. We’ll contact you by telephone. 5. president head of a company e.g. The president presides over the board of directors in this company.

II. Sample Study: 

II. Sample Study Sample 3: Announcement Memo Internal Memo To: All Branches From: Sales Manager Date: 26 November 1999 Tour 3543----New Carrier 1. We have found a new carrier for Tour 3543. This is DTL Aviation Company. 2. All clients who still want to take this holiday must reconfirm their bookings as soon as possible. 3. They must also check in at Gatwick Airport by 0825 on the day of departure. 4. Please write to all agencies and tell them all.

Answer the Following Questions : 

Answer the Following Questions What does the announcement memo provide? How does the writer arrange the information?

Words and Phrases : 

Words and Phrases 1. internal of or in the inside e.g. The large organizations were forced to change their internal structure. e.g. This airline is one of America’s biggest international carriers. 2. carrier business that carries passengers from one place to another for payment 3. reconfirm make certain again e.g. You’ll have to reconfirm the telephone message in writing.

Words and Phrases : 

Words and Phrases 4. check in report one’s arrival as at an airport, etc. e.g. You’d better check in at the airport an hour earlier before the plane takes off. 5. agency office or person who represents a business e.g. The firm has many agencies in the world.

Exercise : 

Exercise You are the general manger of a company. Write a memo to your sales manager. ~ ask him to attend a meeting to discuss affairs about the promotion expense of your company. ~ mention the time of the meeting. ~ ask him to bring materials needed. ~ write 30---40 words.

Objectives:: 

Objectives: To give a brief introduction to how to write memos To enable Ss to become aware of different conventionalities used for writing memos To practice using different conventionalities used for writing memos To do exercises Section 2. Guide for Writing Memoranda

I. Rules for Writing Memoranda : 

I. Rules for Writing Memoranda Writing memoranda is different from writing letters, for they have different purposes. Therefore writing memoranda has its special requirements and rules. 1) No normal greetings 2) Clear subject headings 3) Direct indication of the situation discussed 4) One point, one paragraph 5) Numbering each paragraph clearly 6) Be as objective as possible 7) Request for immediate feedback 8) Brief signature

II. Guide for Writing Memoranda : 

II. Guide for Writing Memoranda Guide 1: Write clear subject headings. 1. Subject: Installation of Coffee Machines 2. Exp. Trade Fair, June 2oo4 3. Subject: Operating Instructions for New Copying Machines 4. Re: Personal Computers

II. Guide for Writing Memoranda : 

II. Guide for Writing Memoranda Guide 2: Make a direct indication of the matter or situation discussed. 1. The Board is thinking of installing automatic coffee machines in the offices of each division. 2. As you know, the Board of Directors is now considering the feasibility of participating in Exp. Brisbane 2004. 3. I refer to your memorandum of 15th September and now wish to report on my visit to Brisbane. 4. To ensure the copier’s survival, it is important to keep the following procedures in mind. 5. Ten new safes have been installed in the offices to replace the old ones. To avoid any troubles, please follow the booklet of directions.

II. Guide for Writing Memoranda : 

II. Guide for Writing Memoranda Guide 3: Be as objective as possible. 1. It has been decided to buy some computers for certain numbers of the staff. 2. I took samples of our full range of textiles with me to Brisbane and discussed these with wholesalers and retailers there. 3. Hotel accommodation in Brisbane is plentiful and reasonably priced. 4. Several community colleges and high schools in the area have asked us about stocking videotapes in the following areas: Shakespearean plays, American literature, and reading tutorials for children. No other video company is carrying a rental inventory of educational materials. 5. A new photocopier has been installed in the general office. All staff is welcome to use it.

II. Guide for Writing Memoranda : 

II. Guide for Writing Memoranda Guide 4: Make a request for immediate feedback. 1. If possible, I would like to receive your report before the next Board Meeting on 1st June. 2. Please find out for me what kind of computers are on sale in Hong Kong and what the prices of them are. 3. I will be pleased to discuss my visit to Brisbane and recommendations with you at any time at your convenience. 4. Please check the availability and the cost of tapes in these areas and provide me with a list by July 15. 5. You should give clear, complete instructions.

Exercise : 

Exercise 1. You are the manager of an inquiry company. A new employee, John Anderson, is joining your company on 12, August. Write a short memo to your office administrator. Saying who is starting work and when. Telling him what John Anderson’s job will be. Suggesting where John Anderson’s desk should be put. Write 30---40 words.

Exercise : 

Exercise 2. Rearrange the following memo to make it coherent and conform to the requirements of memos.

Section1. How to Write Notes : 

Section1. How to Write Notes To give a brief introduction to what is a notes To enable Ss to become aware of the samples for notes and study them To practice using the useful words and expressions To do exercises Objectives: Unit 2 Writing Personal Notes

I. What is note? : 

I. What is note? A note is a piece of writing to call attention to something, or a short letter. It is an informal form of written communication and commonly used by business people. A note can take different forms. Its outstanding feature is shortness. Look at the following samples.

II. Sample Study: 

II. Sample Study Sample 1: A note with a printed heading NOTE FROM MR RICHARDSON Pls send a letter to Naves Limon in C.R. Find out: Are they satisfied with the order? Can we provide any after-sales advice? Encourage repeat order.

II. Sample Study: 

II. Sample Study Sample 2: An apology in a short note From the desk of Joan Hughes Dear Mr. Preston, I am very sorry I arrived late for your presentation. I was unavoidably detained. Again, my sincere apologies. Sincerely yours, [Signature]

II. Sample Study: 

II. Sample Study Sample 3: Note of a telephone message Stephy Please call Edward Boyle on 075957785 about your order for 50 computers. It is not very urgent. Mary

II. Sample Study: 

II. Sample Study Sample 4: Note for the expected visitor when you are away Dear Miss Berry I am sorry that I'm not in the office to meet you. I'm in Mr. Lawrence's office. Please take the elevator to the 6th floor. His office is the first on the left. Richard

Answer the Following Questions : 

Answer the Following Questions What’s the outstanding feature of notes? Can you see the difference between the above notes? What’s the difference?

Words and Phrases : 

Words and Phrases 1. find out learn or discover e.g. I won’t tell you---you must find out for yourself. e.g. What’s your after-sales service? 2. after-sales after the sales 3.presentation thing or gift presented esp. on a formal ceremony e.g. We went to their new presentation.

Words and Phrases : 

Words and Phrases 4. detained delayed e.g. She was detained in the office by unexpected callers. 5. call sb about phone sb about e.g. My brother called me from Beijing about the book last night.

Exercise : 

Exercise Translate the following note into Chinese. Dear Mr. Li, I’m going to attend an important academic conference next Monday morning. So I ask to be given permission to be absent from Spoken English Course on Monday morning. I am awaiting your approval. Sincerely yours, (Signature)

Exercise : 

Exercise Translate the following note into English. 毛博士： 一个自称约翰先生的教授几天前从北京到的。他刚打电话来，请您在今天晚上9：00---12：00期间任何时候给他回个电话，号码是34579634。 尹

Objectives:: 

Objectives: To give a brief introduction to how to write notes To enable Ss to become aware of the conventionalities for writing notes To practice using the useful conventionalities To do exercises Section2. Guide for Writing Personal Notes

I. How to Write Personal Notes : 

I. How to Write Personal Notes Personal notes vary with the particular purposes of different types of note writing. More often, the personal note is used between friends or acquaintances, and it can be left for the addressee by the writer himself (herself) or passed on to the addressee by someone else on a certain occasion. Generally, no envelope is needed, and the addresses of the addresser and addressee may be not written either.

I. How to Write Personal Notes : 

I. How to Write Personal Notes In the salutation, the word “Dear” can be omitted, and “Mr. so-and-so” or “Mrs. so-and-so” may be directly addressed. The wording tends to be casual and colloquial. Some notes, nevertheless, convey the immediate and brief messages on some occasion. In this case the written format, wording and addressing mood can be all more casual and simple. Whatever form it takes or however brief it is, a note must include the basic parts: the date or the specific time, the salutation, the body and the signature.

II. Guides for Writing Personal Notes: 

II. Guides for Writing Personal Notes Guide 1: Make a direct indication of the matter. 1. Just a line to inform you that I am leaving for Shanghai to attend a meeting tomorrow. 2. I am on an urgent mission and want to get to Hong Kong as soon as possible. 3. I’m going to attend an important academic conference next Monday morning. 4. A professor, who called himself Mr. John, arrived from Beijing a few days ago, and he has just rung up.

II. Guide for Writing Memoranda : 

II. Guide for Writing Memoranda Guide 2: Make a request or a promise to do something. 1. You are requested to ring him up this evening any time from 9:00 to 12:00. 2. I’ll write to you soon. 3. Please charge the expenses entailed to my account. 4. So I ask to be given permission to be absent from Spoken English Course on Monday morning.

II. Guide for Writing Memoranda : 

II. Guide for Writing Memoranda Guide 3: Express thanks. 1. Thanks a lot. 2. I’ll be grateful to you if you...

Exercise : 

Exercise 1. You work for a company which is going to buy a set of equipment from China. You are asked to translate a lot of specifications and instructions within four months, which is impossible. Therefore you decide to advertise for two experienced translators as soon as possible. ~ Write a short note to Mr. Max Remington, the Public Relation's manager. Ask for two translators. ~ Explain the reason. ~ Mention your urgency. ~Write 30---40 words.

Exercise : 

~ Write 30--50 words. Exercise 2. You will leave for Hamburg to attend the Telecommunications Trade Fair. Please write a note to inform your clients.

Section 1. How to Write Notices: 

Section 1. How to Write Notices To give a brief introduction to what is a notice To enable Ss to become aware of main content of notice To enable Ss to familiarize themselves with the samples given To read and practice using some of the important words and expressions for notice writing To do exercises Objectives: Unit 3 Writing Notices

I. What is a notice? : 

I. What is a notice? As an effective means of written communication, notices are intended to publicize social events; to report on matters of general interest to staff; to inform staff of instructions, change of plan, new systems and regulations; and make the staff conform to certain arrangements, etc. Different from other forms of business writing such as memos, invitations, CVs, etc., notices are aimed to reach a comparatively large number of audience, i.e., to be sent to reach a lot of people.

I. What is a notice? : 

I. What is a notice? In general, there are two types of notices: notices that are circulated among those who are concerned, and notices that are to be put on the bulletin boards (it is necessary to remove outdated notices off a bulletin board before a new one is pinned on it).

II. Sample Study: 

II. Sample Study Sample 1: Urgent Using Machines Correctly Following an accident on Dec. 15 in which one of our staff had himself burnt, the company would like to remind everyone to follow the company’s health and safety instructions. The staff are particularly advised to observe the following safety regulations: ★ Do not wear long hair. ★ Do wear protective clothing. ★ Stay alert while working.

II. Sample Study: 

II. Sample Study Sample 2: Company Announcement New Corporate Staff, Executive Appointments Announced Company chairman XXXX today announced the creation of a new corporate staff: technical personnel development. The new group will promote the technical vitality of the Company’s professional, engineering, technological, and scientific communities throughout the world and will work to enhance the exchange of technical information among the Company's laboratories and its business units. Mr. XXX has been appointed to head the new staff. X. X. XXXX [ Typed name]

II. Sample Study: 

II. Sample Study Sample 3: Notice pinned on bulletin board Paid Vacations 1-3 years on job=1 week 4-8 years on job=2 weeks 9+years on job=3 weeks

Answer the Following Questions : 

Answer the Following Questions How many kinds of notices are there? What are they? What may be the subject of both formal and informal announcements?

Words and Phrases : 

Words and Phrases 1.staff the group of workers who carry on a job or do the work of an organization e.g. The company has a staff of over 10,000. e.g. We must observe the local people’s customs. 2. observe act in accordance with... 3.regulations rules for doing sth e.g. As a member of the company’s staff, you should abide by the company’s regulations.

Words and Phrases : 

Words and Phrases 4. alert watchful and ready to meet danger e.g. Be alert while crossing the road. 5. corporate of or related to a corporation e.g. Corporate executives usually have high salaries.

Exercise : 

Exercise Translate the following into Chinese. Reception To celebrate the 60th anniversary of the founding of the ABC Company, we sincerely invite the pleasure of all the staff members to the reception on Sunday, Dec. the 31st, 1999, in Dongfang Building from 8:30 to 10:00 p.m. General Manager’s Office

Objectives:: 

Objectives: To give a brief introduction to how to write a notice To enable Ss to become aware of the conventionalities for writing notes To practice using the useful conventionalities To do exercises Section 2. Guide for Writing Notices

I. How to Write Notice : 

I. How to Write Notice As notice is put into a poster, it should be: eye-catchtng in layout; clear in content; brief in language.

II. Guides for Writing Notice: 

II. Guides for Writing Notice Guide 1: The heading of the notice is usually in the middle of the page, in boldfaced words, sometimes in block letters. 1) Basketball Match 2) The Opening of Della Supermarket

II. Guide for Writing Memoranda : 

II. Guide for Writing Memoranda Guide 2: The main information such as time, place, should also be made distinct. Sometimes a picture related to the event may make the notice more attractive. 1. We are pleased to announce that DELLA Supermarket will be open on May 1. This will be a spacious supermarket for the shopper at 56-58 Green Avenue. 2. Martin Shop has moved to a new location at 145-147 Marina Avenue.

II. Guide for Writing Memoranda : 

II. Guide for Writing Memoranda Guide 3: Give the name of the person who gives the notice. 1. General Manager’s Office 2. Personnel Department

Exercise : 

Exercise 1. Write a notice according to the following situation. Business Situation: In a month's time new car parking arrangements will take effect in your company, and the Managing Director wishes a notice to be placed on all company bulletin boards outlining arrangements. Staff should park only in the areas indicated on the notice. Green permits will be issued to all staff with cars within the next three weeks. These permits must be displayed on the windshield at all the time. Besides, staff should inform their own visitors that they will be required to report to the security gate on arrival. Visitors will be issued yellow permits and directed to the visitors' parking lot . The notice should also stress that unauthorized parking will lead to problems for the many large lorries which deliver raw materials and collect goods from the factory.

Exercise : 

Exercise 2. Write a notice according to the following situation. Business Situation: You are the Human Resources Manager and your company has been suffering a decline in orders because of the economic recession nationwide. So you will only need 3596 of the workers. This Friday is their last day to work here. At the end of the day, the laid-off workers can get their pay at the accounts. Please apologize for it and say thanks to the workers.

Section 1. How to Write Business Reports : 

Section 1. How to Write Business Reports To give a brief introduction to what is a report To enable Ss to become aware of the samples for notes and study them To practice using the useful words and expressions To do exercises Objectives: Unit 4 Writing Business Reports

I. What is a Report? : 

I. What is a Report? Report plays a crucial role in business practice as most major or decisive actions are based on business reports. On the other hand, report is also quite often used as a device to exchange information in and among business, for instance, reporting to upper management, giving instruction to the divisions, putting forward proposals, presenting a result of an investigations, etc. If reports are well written ---- data collected thoroughly, analysis done perceptively, comment made correctly, solution can be expected to draw in a wise way.

II. Sample Study: 

II. Sample Study Sample 1: Notice A Report in the Form of Letter about Proposed Installation of Automatic Coffee Machine (1) From: Personnel Manager Division A (2) To: Managing Director (3) Date: 16 May 2003 (4) Subject: Proposed Installation of Automatic Coffee Machine (5) Following your memorandum of 27 April we carried out a small study of staff views in selected departments. (6)My personnel officer informally asked a representative sample of office workers a number of questions. He asked whether they drank coffee during their break; they made it themselves or brought it with from home; they would be in favor of a shorter coffee break; they would use an automatic coffee machine if available.

II. Sample Study: 

II. Sample Study (7) We can summarize the results as follows: 65 % said they enjoy a good cup of coffee；only 5 % brought their own coffee from home; 25 % would be in favour of a shorter coffee break and finishing earlier; 15 % said they would use an automatic coffee machine; but more added: if the coffee was cheap. On 30 April, during a routine meeting with the chief union representative, I mentioned that in some departments the coffee break was lasting a lot longer than is actually allowed. The representative’s answer was not very helpful. She said the union insist on the coffee break be left as it is. She also said without asking all the union members in the company their opinion, the union would not agree with any shortening of the coffee break. (8) In conclusion, it seems important to draw the board’s attention to possible difficulties which the rapid installation of coffee machine could bring. (9) In my opinion, we need to discuss the problem a little longer and with more people before taking any action, and we should work out a solution with the help from the union. Ronald Greenfield

II. Sample Study: 

II. Sample Study Sample 2: An investigation report is a report written on the instruction or commission of some people or body. It is drawn on the base of a close survey or investigation, aimed to provide facts as objective as possible. An investigation report usually functions source of information backing the future strategy or decision. In business, an investigation report is also often made for the purpose of claim or claim-settlement

II. Sample Study: 

II. Sample Study Sample 2: To: Mile Johnson, Sales Manager Form: Sarah Lee Date: October 9, 200- Subject: Sales Performance of the Shanghai Branch Following your instruction, we examined the cause of the decline in sales of Shanghai Branch. We visited the office and most of their major customers there. This is my finding. Next Page

II. Sample Study: 

II. Sample Study Sample 2: Finding 1. Some of the major customers in Shanghai have closed down, and some have moved to other area. 2. Other customers are planning to move to new Suzhou or Wuxi as business there is booming and they can enjoy favorable policy from the local government there. 3. The Shanghai Office has not kept an up-to-date mailing list for sending circulars to existing customers who have moved, or potential customers moving in. 4. The customers I visited were interested in more advanced air-conditioning systems instead of the traditional model we supply them with at present. Next Page

II. Sample Study: 

II. Sample Study Sample 2: Conclusion 1. A more favorable after-sales mix is needed to keep our customers there. 2. An up-to-date circulars list should be made. 3. The supply needs adjustment as to replace the present part of model with new ones. Next Page

II. Sample Study: 

II. Sample Study Sample 2: Recommendation 1. A traveling sales representative is positioned in Shanghai as this personnel will keep contact with customers who have moved out of Shanghai but may still purchase our goods. 2. Shanghai Branch needs technical support in dealing with information or data sorting. 3. Replacement should be made in supply with latest models.

II. Sample Study: 

II. Sample Study Sample 3: A feasibility report is one that evaluates a program or a strategy-to-be. It is based on a close study of the program and a full consideration on the advantage and disadvantage of the future effect. A feasibility report provides crucial help in any major business decision’s being made. For example:

II. Sample Study: 

II. Sample Study Sample 3: Subject: On the Re-invest of This Year’s Profit Introduction This report sets out to examine how the company should re-invest this year’s profits. Alternatives The areas under consideration are: 1.the purchase of new computers, 2.the provision of language training courses, 3. the payment of special bonuses. Go to Page 2

II. Sample Study: 

II. Sample Study Sample 3: Evaluations New computers The majority of company computers are quite new and fast enough to handle the work done on them. Consequently, new computers would not be recommended. Language training courses The company aims to increase exports, particularly in Spain and France. Therefore, language training courses would be an excellent idea for those employees who deal with business partners and customers overseas. In addition, training courses would increase motivation: staff would enjoy the lessons and perceive that the company is investing in them. Therefore, language training would be an option. Go Page 3

II. Sample Study: 

II. Sample Study Sample 3: Special bonus payment Although special bonus payments would have a beneficial impact on motivation, they would have no direct effect on the company’s operations. There are also potential problems concerning the selection of staff eligible for the payments and the setting of a precedent for future payments. Therefore, bonus payments would not be advisable. Go to Page 4

II. Sample Study: 

II. Sample Study Sample 3: Conclusion 1.Purchasing new computer is not necessary at present. 2.Special bonus payment may result in problem. 3.Language training courses are good for both company’s operation and employees’ motivation. Go to Page 5

II. Sample Study: 

II. Sample Study Sample 3: Recommendation It is felt that the best solution for both the company and staff would be to invest in language training. It is suggested that the company should organize courses in French and Spanish. Those employees who have contact with partners should be assured of places but other interested members of staff should also be allowed to attend.

Exercise : 

Exercise 1. Get the following investigation report rearranged under the three subtitles: 1)Findings; 2)Conclusion; 3)Recommendation.

Exercise : 

Exercise Our area manager in Morlanda has reported distribution difficulties in the north of the country, an area affected by flood during the last few months. There have been 22 truck breakdowns and these have resulted in complaints about poor delivery times. On the other hand, there have been no problems with delivery times in the south. In fact, there is evidence that the warehouse there is both overstocked and overmanned. It is obvious that the major geographical difference between the north and the south were not taken into account when planning the distribution network in Morlanda. In view of this, the feasibility of warehousing more goods in the north should be considered. Another problem which the area manager has reported is difficulty in obtaining prompt payment for goods delivery. Evidence of this can be found in the annual accounts which indicates that $ 25,000 was owed at the end of the year. Small customers are largely to blame. In two cases, customers have gone bankrupt and this has resulted in bad debts of $45,000.The area manager concludes that this problem will continue as long as the economy is depressed. He suggested that a penalty clause should be included in all delivery contracts.

Exercise : 

Exercise 1. The following investigation report is not completed. Read it and work out a conclusion and, if you can make some recommendation: Introduction The aim of this report is to recommend a supplier for our new range of leisurewear. A committee from the Purchasing Department was presented with a short list of five potential suppliers to select from. The criteria considered were price, quality, delivery, and flexibility.

Exercise : 

Exercise Findings It was found that, taking the companies’ overall ratings into consideration, there was negligible difference among suppliers. Consequently, the committee decided to narrow their focus to the areas considered to be major importance for Quay West’s range, namely quality and price. Consort Trading Despite offering the best deal financially, the company is unable to guarantee garments compliant with EU standards. Smokovska Although it produces goods of an extremely high quality for exclusive markets, this supplier charges high price, part of which would necessarily be passed on to customers. Namlong Sportswear The poor standards of craftsmanship make it difficult to justify paying the price quoted. Shiva Trading Sample items from this supplier show an acceptable quality level. Furthermore, the deals currently on offer make it an attractive option. Hai Xin Group There are some doubts as to whether garments produced by this company would meet EU standards. In view of this, the prices appear unreasonably high.

Objectives:: 

Objectives: To give a brief introduction to how to write a report To enable Ss to become aware of the conventionalities for writing reports To practice using the useful conventionalities To do exercises Section 2. Guide for Writing Business Reports

I. How to Write Reports : 

I. How to Write Reports Business reports’ types vary as they may be applied in a wide range of functions. Generally speaking, business reports can be of these types: Routine Report (日常事务报告), Investigation Report (调查报告), Feasibility Report (可行性报告). Business reports may also be typed in their styles. Some may be thought as a Report Letter (信函式报告) as it is in the form of a memo or letter with the To: line, From: line, Subject: line and Date: line; some may be taken as just a Formal Report (正式报告).

I. How to Write Reports : 

I. How to Write Reports A formal report is made up of by: (1) the title fly, (2) the title page, (3) the letter of transmittal, (4) the executive summary, (5) the table of contents, (6) the body, (7) the appendix, (8) the bibliography.

II. Guides for Writing Notice: 

II. Guides for Writing Notice Guide 1: Guide for Writing Business Reports State what the report is about. 1) This report presents ... 2) The report is based on the facts we collected ... 3) The report carries the information on ... 4) In this report, I will explain ...

II. Guides for Writing Notice: 

II. Guides for Writing Notice Guide 1: Guide for Writing Business Reports 2. Present the result of the investigation. 1) Our research reveals ... 2) Having made a close study of the survey, I found ... 3) Although the current statistics show that ...

II. Guides for Writing Notice: 

II. Guides for Writing Notice Guide 1: Guide for Writing Business Reports 3. Give the necessary facts or explanation of the them in the report. 1) Let’s examine the facts in this way ... 2) We attribute the facts to the following factors ... 3) The figures show ... 4) It could be counted in this way ...

II. Guides for Writing Notice: 

II. Guides for Writing Notice Guide 1: Guide for Writing Business Reports 4. Give the necessary proposal or opinion. 1) So I’d like to put forward my opinion on the matter ... 2) My opinion for your reference is ... 3) In my opinion, ... 4) I strongly hope ...

II. Guides for Writing Notice: 

II. Guides for Writing Notice Guide 1: Guide for Writing Business Reports 5. State in what aspects investigations have been made. 1) We carried out the survey in the aspects of ... 2) We interviewed with ... about ... 3) The questionnaires were collected ...

II. Guides for Writing Notice: 

II. Guides for Writing Notice Guide 1: Guide for Writing Business Reports 6. Draw conclusions. 1) To sum up, ... 2) In my opinion, ... 3) Based on the discussion, ...

Exercise : 

Exercise 1. There is a report on market share of milks. The introduction and the illustration has been made, now try to draw a discussion: This is the report about the market share of milks in the city of XYZ. The market research was made in last June, and it was focused on the types of milk instead of their manufacturers as it was designed for our next year’s production. Our team went to the major let-outs in the city of XYZ during the first two weeks of June and kept the stock recording every day. The recording shows: 1. full milk takes up 34.2%, almost at the same level of last year, 2. light milk 11.4%, increased by 1.9% since last year, 3. skimmed milk 3%, while last year it was 0.6%, 4. yogurt 37.8%, increased 4.3%, 5. fruit milk 11.7%, decreased 3%, 6. others 1.9%.

Exercises Answer - 01: 

Exercises Answer - 01 To: Sales Manager From: General Manager Date: 11 March, 1997, Tuesday Subject: Meeting on promotion expense. We're planning a meeting to discuss the promotion expense of our company. It's to be held on 13 Thu. at 15: 00. You should take a detailed analysis report with you. Phone me if you have further questions.

Exercises Answer - 02: 

Exercises Answer - 02 To: Office Administrator From: Manager Subject: New Employee Message A new employee, John Anderson, will join us on12th August. He will take charge of the marketing section. Would you please arrange his desk in the room of marketing section?

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Exercises Answer - 04: 

Exercises Answer - 04 尊敬的李先生: 我下星期一上午要出席一个学术会议，因此，请允许停上下星期一上午的英语口语课。等候批准。 此致 敬礼

Exercises Answer - 05: 

Exercises Answer - 05 Doctor Mao, A professor, who called himself Mr. John, arrived from Beijing a few days ago, and he has just rung up. You are requested to ring him up this evening any time from 9:00 to 12:00. Tel. No. 345796

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Exercises Answer - 08: 

Exercises Answer - 08 招待会 为庆祝本公司成立六十周年，兹定于1999年12月31日（星期六）晚8：30至10：00在东方大厦举行招待会。 敬请所有职员光临。 总经理办公室

Exercises Answer - 09: 

Exercises Answer - 09 New Parking Arrangements Effective Tuesday April 1, 2004 Please note the following parking areas: Staff Car Parking * Staff can only park in their car in specified areas. * Green permits will be issued to all staff with cars within the next three weeks. * The permits are expected to be seen all the time with the cars. Visitors’ Car Parking * Please inform security gate of visitors’ arrival prior to their arrival. * Visitors should report to the security gate on arrival. * Yellow permits will be issued to the visitors, and they will be directed to the visitors' parking lot. General Manager’s Office Unauthorized parking will lead to problems for lorries to deliver raw materials and collect goods from our factory. Your cooperation with these new parking arrangements will be greatly appreciated. Hinge Chang Managing Director March 1, 2004

Exercises Answer - 10: 

Exercises Answer - 10 Lay Off Notice Dear Employee: Because of the recent recession orders to our company have fallen off drastically. Unfortunately, as a result, we have to lay off 50% of the assembly line workers. Your last day of work will be Friday. Please pick up your paycheck at the payroll office on that day. We’re sorry to have laid you off at this time. If you have any comments about this situation, please send them to us by using the attached form. Thank you for your efforts here at XXXCO. Manager

Exercises Answer - 11: 

Exercises Answer - 11 1) Findings a) Distribution difficulty Our area manager in Morlanda has reported distribution difficulties in the north of the country, an area affected by flood during the last few months. There have been 22 truck break-downs and these have resulted in complaints about poor delivery times. On the other hand, there have been no problems with delivery times in the south. In fact, there is evidence that the warehouse there is both overstocked and overstaffed. b) Payments problems Another problem which the area manager has reported is difficulty in obtaining prompt payment for goods delivery. Evidence of this can be found in the annual accounts which indicate that $25,000 was owed at the end of the year. Small customers are largely to blame. In two cases, customers have gone bankrupt and this has resulted in bad debts of $45,000.

Exercises Answer - 12: 

Exercises Answer - 12 2) Conclusions The Area Manager concludes: a) The major geographical difference between the north and the south were not taken into account when planning the distribution network in Morlands. b) The payments problem will continue as long as the economy is depressed. 3) Recommendations a) The feasibility of warehousing more goods in the north should be considered. b) A penalty clause should be included in all delivery contracts.

Exercises Answer - 13: 

Exercises Answer - 13 Conclusion It was felt to be unwise to risk compromising the company’s image by using suppliers of low quality. Similarly, using an expensive supplier could affect Quay West’s reputation for value for money. So Shiva Trading seems to be the best suitable for our supplier. Recommendation Consequently, it is suggested that Quay West’s negotiates a contract with Shiva Trading.

Exercises Answer - 14: 

Exercises Answer - 14 The illustration has presented the figures of five kinds of milk’s shares and the trend in market. We can image the reasons for the change---and that is the discussion for this report. So the Discussion may be like this: The figures show: 1. full milk market maintains stable; 2. there is a great increasing demand for the light milk and skimmed milk; 3. yogurt is still very popular; 4. fruit milk sales keep falling.