Unit2BasicTypes ofBusinessDocuments商务英语写作基本文体介绍1. Teaching purpose: get the students know the basic two types of business documents: businessletters and reports.2.Teaching Methods:teaching and practicing3.Teaching Credit: 44.KeyPoints and Important points:theformat and elements of business letters and businessreports.5. Teaching ProcessI.Learning ObjectivesKnowledge,skills,ideologicalandpolitical goals知识、技能、思政目标：?toknowthebasictypesofbusinessdocumentsBusinessLettersandBusinessReports?to know the skills in writing common business letters and reports;?to master some effective English expressions of business letters and reports;?Tomastersomeeffectivesentencestructuresofbusinesslettersandreports:0some more business norms and principles of business English writing;II. Leading-inBasic Types of Business DocumentsBusinessLetters（商务信函）arethemainmeansofwrittencommunicationtoestablishbusinessrelations with the outside world.Business letters are sent out to convey the image of a businessorganization,therefore they must be presented on quality letterhead paper,with suitable layoutwell-structured message, correct use of English and appropriate tone.A typical business letterusually consists of the following elements:Letterhead(信头):a business letter is usually typed on printed letterhead paper.Aletterheadgenerally contains the following information:1) The name of the company2)Its addressand postal code3)Telephonenumber4)Fax number5) Company website address6)E-mail address7)Atrademark ora slogan,etc.Date（日期）: the date is typed below the last line of the letterhead.The format of the datediffers from country to country. The common format is either American (Month/Day/Year) orBritish (Day/Month/Year).Insideaddress（信内地址）：theaddress of theperson or organizationreceiving theletter issingle-spaced at the left margin.The spacebetween thedate line and the address depends on thesize of the body of the letter and the space on thepaperfor you to type the whole letter.The insideaddress shouldbe thesameastheaddress on the envelopeSalutation（称呼）：generally,salutation iswrittentwo linesbelowthelast lineoftheinside11
11 Unit 2 Basic Types of Business Documents 商务英语写作基本文体介绍 1. Teaching purpose: get the students know the basic two types of business documents: business letters and reports. 2. Teaching Methods: teaching and practicing 3. Teaching Credit: 4 4. Key Points and Important points: the format and elements of business letters and business reports. 5. Teaching Process Ⅰ. Learning Objectives Knowledge, skills, ideological and political goals 知识、技能、思政目标: to know the basic types of business documents :Business Letters and Business Reports. to know the skills in writing common business letters and reports; to master some effective English expressions of business letters and reports; To master some effective sentence structures of business letters and reports; some more business norms and principles of business English writing; Ⅱ. Leading-in Basic Types of Business Documents Business Letters（商务信函）are the main means of written communication to establish business relations with the outside world. Business letters are sent out to convey the image of a business organization, therefore they must be presented on quality letterhead paper, with suitable layout, well-structured message, correct use of English and appropriate tone. A typical business letter usually consists of the following elements: Letterhead（信头）: a business letter is usually typed on printed letterhead paper. A letterhead generally contains the following information: 1) The name of the company 2) Its address and postal code 3) Telephone number 4) Fax number 5) Company website address 6) E-mail address 7) A trademark or a slogan, etc. Date（日期）: the date is typed below the last line of the letterhead. The format of the date differs from country to country. The common format is either American (Month/Day/Year) or British (Day/Month/Year). Inside address（信内地址）: the address of the person or organization receiving the letter is single-spaced at the left margin. The space between the date line and the address depends on the size of the body of the letter and the space on the paper for you to type the whole letter. The inside address should be the same as the address on the envelope. Salutation（称呼）: generally, salutation is written two lines below the last line of the inside
address or the attention line (if used).If the letter is addressed to an individual, use that person'scourtesy title and last name (Dear Mr. Lanbam.)Subject line（标题行）：a subject line helps identify the subject of the letter.Although expertssuggest placing the subject line two lines below the salutation, many actually place it above thesalutation.Usewhateverstyleyour organizationprefers.Body（正文）:this is the actual message of a letter.Most business letters are single-spacedwithdouble-line spacingbetweenparagraphs.Some shortmessagesmaybedouble-spacedwithindentedparagraphs.Complimentaryclose（结束语）：typedtwolinesbelowthelastlineoftheletter,thecomplimentary closemay be formal(Very trulyyours)or informal (Yours).Signature（签名）：thisincludestheauthor,titleanddepartment,sometimes,withtheorganization name.Referenceinitials（姓名首字缩写）：the initials ofthetypist areusuallytyped two linesbelowthe author's name and title.Enclosure(on attachment)（附件）：ifan enclosure(orattachment)accompanies theletter,anotation to that effect is placed two lines belowthe reference initials.Copynotation（副本抄送）：if copiesofabusinessletterhavebeenmadeforotherindividuals, a copy notation is typed one or two lines below the enclosure notation (if used).Afollowingcolon is optional.Most people preferto usenotations like CC,cc,Cc,(all mean carboncopy).ABusiness Report(商务报告）is a detailed andfactual account or statement that is used to relayinformationfrom one person or a professional groupto a certain management.In terms offunctions，businessreportsmaybedefined intoinformationalreports（信息性报告），analyticalreports（分析性报告），andrecommendationreports（推荐性报告），A business report plays a crucial role in business practice as most major or decisive actionsare based on it.Components of Business Reports(报告的组成部分）Business reports are different fromother routine letters and memos in that they require a more formal writing style. The followingtable shows the major sections of a short formal report:Title/Subject（标题）：titleofthereport,including subtitle.Methodology（方法）:a statement about what methods you used to obtain your findings,whichmostlycanbeomitted.Introduction（介绍）：astatementoftheproblemdiscussedinthereportFindings（调查结果）：a statement of what you found out.Conclusions（调查结论）：astatementofwhatyourfindingsmean.Recommendations（建议）:a statement ofwhat you think should bedone asa resultofyourconclusionsThe longerandmoreformal areport is,thegreaterthenumber of special partsthatwillbeincluded in addition tothebodyof thereport itself.Apart fromthe abovementioned sections asthe main bodyin themiddleparts,a longformal report may include thefront parts in which therearetitle page,letter of authorization, letter oftransmittal, tableof contents, lists of figures,tables,and abbreviation, etc,and the back parts, containing references, bibliography,appendices,glossary, index, etc. Nevertheless, if a report is an informal onefor internal communication, it12
12 address or the attention line (if used). If the letter is addressed to an individual, use that person’s courtesy title and last name (Dear Mr. Lanbam.) Subject line（标题行）: a subject line helps identify the subject of the letter. Although experts suggest placing the subject line two lines below the salutation, many actually place it above the salutation. Use whatever style your organization prefers. Body（正文）: this is the actual message of a letter. Most business letters are single-spaced with double-line spacing between paragraphs. Some short messages may be double-spaced with indented paragraphs. Complimentary close（结束语）: typed two lines below the last line of the letter, the complimentary close may be formal(Very truly yours) or informal (Yours). Signature（ 签 名 ） : this includes the author, title and department, sometimes, with the organization name. Reference initials（姓名首字缩写）: the initials of the typist are usually typed two lines below the author’s name and title. Enclosure (on attachment)（附件）: if an enclosure (or attachment) accompanies the letter, a notation to that effect is placed two lines below the reference initials. Copy notation （ 副 本 抄 送 ） : if copies of a business letter have been made for other individuals, a copy notation is typed one or two lines below the enclosure notation (if used). A following colon is optional. Most people prefer to use notations like CC, cc, Cc,( all mean carbon copy). A Business Report(商务报告) is a detailed and factual account or statement that is used to relay information from one person or a professional group to a certain management. In terms of functions, business reports may be defined into informational reports（信息性报告）, analytical reports（分析性报告）， and recommendation reports（推荐性报告）. A business report plays a crucial role in business practice as most major or decisive actions are based on it. Components of Business Reports(报告的组成部分) Business reports are different from other routine letters and memos in that they require a more formal writing style. The following table shows the major sections of a short formal report: Title/Subject（标题）: title of the report, including subtitle. Methodology（方法）: a statement about what methods you used to obtain your findings, which mostly can be omitted. Introduction（介绍）: a statement of the problem discussed in the report. Findings（调查结果）: a statement of what you found out. Conclusions（调查结论）: a statement of what your findings mean. Recommendations（建议）: a statement of what you think should be done as a result of your conclusions. The longer and more formal a report is, the greater the number of special parts that will be included in addition to the body of the report itself. Apart from the above mentioned sections as the main body in the middle parts ,a long formal report may include the front parts in which there are title page, letter of authorization, letter of transmittal, table of contents, lists of figures, tables, and abbreviation, etc, and the back parts, containing references, bibliography, appendices, glossary, index, etc. Nevertheless, if a report is an informal one for internal communication, it
usually can be written in the form of amemoTask 1Directions: Reading and Comprehension.1..Theletterhead may includethefollowing information exceptforB. telephone numberA.thenameofthecompanyC.thename of the recipient2.Which date is the common American form?A.21/07/2016B.03/25/2016C.18/09/20163.Among thefollowing complimentary closings,is the most formal one.A.Yours very trulyB. Yours sincerelyC. Best regards4.is a statement of what yourfindings meanA.IntroductionB. ConclusionC.Recommendation5.AninformalreportcanbetheformofA.letterB. minuteC. memorandumII.FormattingCase I:Mc Farlane Hospital1500MainStreet'lowa，City1A52332(319)555-3113November24,2010Melinda Hamilton, DirectorMedical Service DivisionHealth Management Service, Inc4333Edgewood,IA52401REQUESTFORINFORMATIONABOUTUPGRADINGCOMPUTERSYSTEMSDear Ms. Melinda,We are interested in upgrading our computer system and would like to know what would bestmeet our needs. We will use the following criteria to choose a system:1.Abilitytouseourcurrent softwareanddatafiles.2. Ability to provide auxiliary services, e. g-, controlling inventory of drugs and suppliers,monitoring patients' vital signs, and faster processing of insurance forms.3.Freedom from down timeMcFarlanehas250beds for long-termcare.In the next fiveyears,weexpect thenumber ofbeds to remain the same while out-patient care and emergency room care increase.Could you email me your suggestions at hughhp @comway.com?We are eager to have the new13
13 usually can be written in the form of a memo. Task 1 Directions: Reading and Comprehension. 1. The letterhead may include the following information except for . A. the name of the company B. telephone number C. the name of the recipient 2. Which date is the common American form? A. 21/07/2016 B. 03/25/2016 C. 18/09/2016 3. Among the following complimentary closings, is the most formal one. A. Yours very truly B. Yours sincerely C. Best regards 4. is a statement of what your findings mean. A. Introduction B. Conclusion C. Recommendation 5. An informal report can be the form of . A. letter B. minute C. memorandum Ⅲ. Formatting Case 1: Mc Farlane Hospital 1500 Main Street’Iowa，City，1A 52332’(319}555-3113 November 24 , 2010 Melinda Hamilton，Director Medical Service Division Health Management Service , Inc 4333 Edgewood, IA52401 REQUEST FOR INFORMATION ABOUT UPGRADING COMPUTER SYSTEMS Dear Ms. Melinda, We are interested in upgrading our computer system and would like to know what would best meet our needs. We will use the following criteria to choose a system: 1 .Ability to use our current software and data files. 2. Ability to provide auxiliary services，e. g., controlling inventory of drugs and suppliers， monitoring patients' vital signs, and faster processing of insurance forms. 3. Freedom from down time. McFarlane has 250 beds for long-term care. In the next five years, we expect the number of beds to remain the same while out-patient care and emergency room care increase. Could you email me your suggestions at hughhp @ comway.com? We are eager to have the new
system installed by Christmas if possibleSincerely yours,HugePortfieldHuge PortfieldControllerEncl:Specifications of current system data bases in useTask2Directions: Read the sample and answer the following questions.1.What information isgiven intheheading?2. What information is given in the inside address ?3. What's the purpose of the letter?4.What's thecompany's criteria in choosing a new computersystem?Case 2:Slimming-down ontheHeadOfficeIntroductionFromMarch to June, with the instruction of the board, wemadea slimming-down on the headofficein Seattle.Thereportis ontheslimming-down and our recommendations forfuture alikeaction.FindingsAslowmarket had led to three overseas plants and onehomebranch closed sincelast December,so redundancy occurred in the head office in Seattle,asthemanagementteam seemedtoo big forthe shrunken production team14
14 system installed by Christmas if possible. Sincerely yours, Huge Portfield Huge Portfield Controller Encl: Specifications of current system data bases in use. Task 2 Directions: Read the sample and answer the following questions. 1. What information is given in the heading? 2. What information is given in the inside address ? 3. What’s the purpose of the letter? 4. What’s the company’s criteria in choosing a new computer system? Case 2: Slimming-down on the Head Office Introduction From March to June, with the instruction of the board, we made a slimming-down on the head office in Seattle. The report is on the slimming-down and our recommendations for future alike action. Findings A slow market had led to three overseas plants and one home branch closed since last December, so redundancy occurred in the head office in Seattle, as the management team seemed too big for the shrunken production team
But layoffs would result in a dispute with the Union. After several attempts of negotiation, asolution was made in September that the redundancies were to be rearranged in different ways sothat emplayeespensions and developments could betaken intobroadest considerationSolutions1.Those (seven) aged above 55 were retired with a sum of pension ($4,600 per year in thecompany'sservice)paidascompensation2.Those aged between 45and 54were sent to take a 5-week training course of new system ofmanagement.Afterfinishing the course,a testwasmade and thefirst 24(35alltogethertookthe test) were sent to plants to strengthen the management. The remaining nine quitted the jobwith three months salaryConclusionThe slimming-down cost timeand money,but was worthwhile.With the helpof the Union, it wasdone without too much conflict. It also made staff realize that regular training courses are veyimportant and theyare nowveryeagertotake some coursesparttimeRecommendationSuch action concerning the staff's interest needs consultation with the Union beforehand.Task3Directions: Read the sample and summarize the writing process.Step I:Step 2:Step 3:Step 4:Step5:IV.Useful Expressions1.WordsandPhrasesWords forLettersWords for reports15
15 But layoffs would result in a dispute with the Union. After several attempts of negotiation, a solution was made in September that the redundancies were to be rearranged in different ways so that emplayees' pensions and developments could be taken into broadest consideration. Solutions 1.Those (seven) aged above 55 were retired with a sum of pension ($4,600 per year in the company's service) paid as compensation. 2.Those aged between 45 and 54 were sent to take a 5-week training course of new system of management. After finishing the course, a test was made and the first 24 (35 all together took the test) were sent to plants to strengthen the management. The remaining nine quitted the job with three months salary. Conclusion The slimming-down cost time and money, but was worthwhile. With the help of the Union, it was done without too much conflict. It also made staff realize that regular training courses are vey important and they are now very eager to take some courses part time. Recommendation Such action concerning the staff's interest needs consultation with the Union beforehand. Task 3 Directions: Read the sample and summarize the writing process. Step 1: Step 2: Step 3: Step 4: Step5: Ⅳ.Useful Expressions 1. Words and Phrases Words for Letters Words for reports