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商务商议-文字商议
Part 4 Report Writing
Definition of Report:
This document can be defined as “an organized presentation of information to a specific audience for the purpose of helping an organization achieve an objective”
(Bowman Branchaw, 1988, p. 12).
Why do we need to write reports? p294
A vice president asks subordinates to gather and analyze information needed to make an operational decision.
A human resources supervisor relies on the firm’s legal staff to interpret government requirements for completing a compliance report.
Why do we need to write reports? p294
A manager prepares a proposal for the company to bid on a government project.
An administrator informs all subordinates about a new company policy on hiring temporary personnel.
Why do we need to write reports? p294
Many of these situations call for information to be gathered, analyzed and recommendations to be made.
Because constraints are imposed by geography, time,
and technical expertise, managers often rely on others to provide the information, analysis and recommendations they need for making decisions and solving problems.
Presents information/data/research
Uses short, concise paragraphs and bullet-points
A more standard format organized into separate sections (executive summary/ recommendation)
A greater number of headings (including subheadings) and Visual aids (tables, lines, bar chart, pie chart)
Third person pronouns and no contractions or slang
A length from five pages to several hundred
Content designed for internal and/or external audiences
Characteristics of Report: p295
How to write a business report?
There are several major steps typically involved in writing a business report. These include:
1) planning (including determining the scope and target audience)
2) researching, organizing, evaluating and analyzing your information sources
3) drafting the body section
4) devising conclusions and recommendations based on the findings
5) further drafting and editing/proofreading
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