商务写作论文之计划书

本科毕业设计（论文）

商务英语应用文（商业报告）写作特点分析

On the Features of International Business Reports Writing

学 院 外国语学院 专 业 英语（经贸方向） 年级班别 2010级（1）班 学 号 3210007875 学生姓名 关敏斐 指导教师 丁姣龙

2014年5月

ON THE FEATURES OF INTERNATIONAL

BUSINESS REPORTS WRITING

By Guan Minfei

A thesis submitted in partial fulfillment of the requirements for the B. A. degree in School of Foreign Languages, Guangdong University of Technology

May, 2014

Acknowledgment

I am grateful to Ms Jiaolong Ding for her instructive guide and patience. She responsibly checked our thesis from words, grammar to format, content and etc. Even though we have made many mistakes, she kept encouraging us and guide us how to write a better thesis. Without her effort, I believe we cannot finish our thesis on time. She makes this process a delightful experience.

I want to thank my classmates and my team for their help as well. We are all very busy these days, but they still helped me to hand in my thesis and informed me at once when they received any instruction from our teachers.

Content

Abstract ........................................................................................................................ iii 1. General Introduction ............................................................................................... 1

1.1. Significance of Business Report ............................................................... 1 1.2. Classification of Business Report ............................................................. 1

1.2.1. Long report and short report .............................................................. 1 1.2.2. Formal report and informal report ..................................................... 2 1.2.3. Daily report, Monthly report, Annual report2 .................................... 2 1.2.4. Informative report, Assistive report, Persuasive report4 .................... 2 1.3. Writing Features in Macro View5 ............................................................. 3

1.3.1. General Language Feature ................................................................. 3 1.3.2. General Format .................................................................................. 3 1.4. Writing Process of Business Reports9 ....................................................... 5

1.4.1. Identify the readers and the writing purpose...................................... 5 1.4.2. Decide the generic type ...................................................................... 5 1.4.3. Collect and Select Information .......................................................... 5 1.4.4. Outlining ............................................................................................ 5 1.4.5. Drafting .............................................................................................. 6 1.4.6. Editing and proofread the draft .......................................................... 6 1.4.7. Asking for advice ............................................................................... 6

2. “3D”Analysis in Micro View .................................................................................. 6

2.1. Informational Report10 .............................................................................. 6

2.1.1. Definition ........................................................................................... 6 2.1.2. Members ............................................................................................ 6 2.1.3. Significance........................................................................................ 7 2.1.4. Format of Informational Report12 ...................................................... 7 2.1.5. Language Feature of Informational Report ........................................ 9 2.1.6. Conclusion ....................................................................................... 10 2.2. Assistive Report ...................................................................................... 11

2.2.1. Definition ......................................................................................... 11 2.2.2. Members .......................................................................................... 11 2.2.3. Significance...................................................................................... 11 2.2.4. Format of Assistive Report .............................................................. 12 2.2.5. Language Feature of Assistive Report ............................................. 14 2.2.6. Conclusion ....................................................................................... 15 2.3. Persuasive Report.................................................................................... 16

2.3.1. Definition ......................................................................................... 16 2.3.2. Members .......................................................................................... 16 2.3.3. Significance...................................................................................... 16 2.3.4. Format of Persuasive Report ............................................................ 16 2.3.5. Language Feature of Persuasive Report .......................................... 18 2.3.6. Conclusion ....................................................................................... 19

3. Conclusion ............................................................................................................ 19

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Note .............................................................................................................................. 21 Bibliography ................................................................................................................ 23

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Abstract

This paper is written in a view of “general—specific—general”. It firstly introduces the general definition, function, types, writing process and writing features of business reports and concludes the general similarity of writing feature which is the “KISS” rule.

Next, it separately analyzes the features of three main kinds of report from their nature, function, format and language. It gives the basic knowledge of each kind of report, suggests which format to use and what to write in each section and summarizes their language features into “3D” which consists of “DOST’ for informative report; “DOACH” for assistive report and “DIP” for persuasive report.

Finally, it summarizes the characteristics and emphases the significance of business reports, for the sake of encouraging people to keep learning and practicing writing effective and helpful reports in business activities.

Key words: Business report, Language Feature, Format, 3D

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On the Features of International Business Reports Writing

1. General Introduction

1.1. Significance of Business Report

It is universally known to all that commerce is the support for developing country prosperity which makes success in business very vital to a country’s development. As there is more and more business cooperation between the companies at home and abroad, efficient communications between two parties are decisive and report is one of these methods of communications.

The word “report” is composed of “re” and “port” which means bring back something, and specifically bring back information.

Furthermore, to writers, it is a customized container of information; while to readers, it is a reference, which they depend on for estimating situations and solving problems1. It is of great significance to a company’s operation.

Therefore, we specifically study the classification and writing features of business report here, for they are the keys of writing a good report and with a good report, the communication and cooperation will be smoother and more efficient.

1.2. Classification of Business Report

There are numerous kinds of report in business activities, for example: marketing report, task report, trip report, R&D report, daily report, weekly report etc. They seem impossible to be classified; however, this paper will endeavor to classify them according to their characteristic: 1.2.1. Long report and short report

According to the length of the article we divided them into long report and short report. Long report may have ten or more than ten pages, whereas, short report only have one page.

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1.2.2. Formal report and informal report

In formal report: sentences and words should be complete; sometimes technical terms are required; format should be clear, precise，organized and logical. The process---the analysis and the recommendations demands for logic as well. Sometimes, data, cases and objective facts are needed when you analyzing the situation and giving recommends. On the contrary, informal report can be casual and oral. In daily business activities, these informal reports, which are mostly for internal use can have only one or two sentences sent by cell-phone or email. It may not need any salutation; the sentences and words and be elliptical and abbreviated. 1.2.3. Daily report, Monthly report, Annual report2

These can all be called routine reports. The daily report, monthly report, etc which has a shorter interval of time are usually task report or progress report; while the annually report is usually a review report3.

1.2.4. Informative report, Assistive report, Persuasive report4

This is based on the purpose of reports. As we all know, report aims to provide some kinds of information to a specific party or reader; therefore, what should be shared and what will be expected are to be concerned. Informative report is to describe a fact or a situation to the reader. Assistive report attempts to help reader to solve one or several problems. Lastly, persuasive report is like selling reader some product which can be an idea, a material, a service and so forth.

Although we try to put thousands and thousands of reports into specific and distinct groups, a report can still be a mix-blood child having some of these characteristics at the same time. Take a research report of a new developed material for example: it should be a long report because it contains many details; it should be a formal one because it will be shown to the manager or CEO for approval; though it may not be a routine report, but it can be an informative report or a persuasive report, depending on the particular situation.

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1.3. Writing Features in Macro View5 1.3.1. General Language Feature

Business report usually connects two parties. They may be superiors and subordinates or companies and their clients. To make the communication efficient, it should stick to the KISS rule which is composed of the initial letters of “Keep it simple and short”6 which means, in business communication, avoid using old fashioned, poetic, or self-created words. Instead, use simple but precise words or phrases which assures the readability and understandability of the report.

Moreover, report is usually shown to superiors, clients or business partners whom writer should show his or her politeness and respect to. Therefore, pay attention to the tone and diction; do not let the readers feel that you are over confident or unprofessional.

To combine these two rules, writer should use semi-formal language (neutral language), rather than formal or informal language.

1.3.2. General Format

Format is one of the important judging points of a good report. It should be decided before writing a report because different kinds of reports have their own special format requirement. Through the clear, correct and systematic format, writers can present his or her ideas in a better way; readers can predict what kind of report he or she is going to read and more importantly, readers can catch the information in a shorter time. Although the format varies, here we present the most general one as follow:

Heading

In general, heading is needed by almost every report, especially in formal report. Heading is the first part of a report and usually left justifying.

In business, time is money because situation is always changing; thus accurate date is necessary for business report. Besides, job title and department are also very

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important, especially for the recipients, because there may be two or more “Toms” in one company, without the correct job title or department, the report may fail to be sent to the right person.

For example: Date:

To: (receiver’s name, job title, department, organization)

From: (writer’s name, job title, department, organization) Subject:

Introduction7

This part usually provides readers with the background information, the reasons and aims of writing a report. It should be concise and usually less than five sentences.

Findings8

Findings parts, also called discussion part is the most vital part, except for the recommendation. Findings is the evidence and the reasoning process that supports your recommendation. Though in field work, it may not be shown completely on the presentation, it still needs to be paid close attention to. Writer will always apply to some theories, charts, cases, tables and so forth which make them more persuasive and believable; thus the tone should be objective and reasonable.

Conclusion

It should be a brief part which summarizing and highlighting the most useful point of the findings.

Recommendations

For the assistive report, this part is definitely more important than any other part. For other kinds of report will also be looking forward because it will tell readers what to do next. Good recommendations are really helpful for the readers, so we should pay our best attention of writing useful recommendations.

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1.4. Writing Process of Business Reports9

Writing business reports successfully is a big project; writer should get himself well prepared. Therefore, the following steps will act like a to-do list and help writer approach to a good business report.

1.4.1. Identify the readers and the writing purpose

Report is a persuasive article, which means one should make his or her readers agree with and trust him or her; therefore the follow questions should be carefully thought of: (info. From interview)

- who is the reader, what is his job, which area he is working on - what he cares most, what he wants from you

- how they will believe (especially for the persuasive report) With a clear objective, writer will hardly lost it way. 1.4.2. Decide the generic type

Next step is deciding which type of report is suitable. It can be judged by the relation between writer and reader; the information that reader needs or writer wants to share; the time when the report should be deliver and so forth. 1.4.3. Collect and Select Information

After studying carefully of the readers’ background, writer must have collected a lot of information; however, not all of them are useful. Therefore, writer should select the information he needs and select the information which may catch the readers’ attention or resonance. 1.4.4. Outlining

This step can help writer to decide which format is suitable to use and can help writer present his idea in a logical way.

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1.4.5. Drafting

In the first draft, writer can write down all his idea according to his outline. This step is especially needed in formal or long reports. 1.4.6. Editing and proofread the draft

A good report cannot be finished by only one draft. Writer should read his draft again and again: adding more useful point or remove the redundant parts. 1.4.7. Asking for advice

It is always helpful to ask one’s colleague or friends to check it and give advices.

2. “3D”Analysis in Micro View

2.1. Informational Report10

Key characteristics: direct, objective, simple, timely (DOST) 2.1.1. Definition

Informational report is a timely and direct report that is mainly going to provide the readers with some information that they may unable to obtain by themselves. The information may include: the result of a task, the progress of a project, the status of operation, the things needed from your manager or head office and others. 2.1.2. Members

Task report, progress report, activity (including trip, meeting, conference, etc) report, incident report, completion report, etc belong to informational report. If the task is a continuous one, these reports may also be routine reports. Compared to other kinds of report, informational report is relatively short; sometimes a short message or an email will also be regarded as informational report11. (interview)

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2.1.3. Significance

To know the significance of this report, writer needs to identify the readers, and consider the following questions:

-- When informational report is needed? -- Who will need it? -- Why is it needed?

The answers are: usually, it is needed when the reader is too busy to follow everything, so the reader will ask you to do this task for him and report to him. These readers are possible to be in the higher rank, like managers or team leaders. They want to catch the core of the fact or incident and try to response in the shortest time, especially there are some problems needed to be solved.

Therefore, informational report is a document that reflects the performance of companies’ operation and is an eye of the supervisor or higher ranks that helps them to get the information and guide their management. 2.1.4. Format of Informational Report12

As informational report attempts to let the reader know the fact in time, it can be in informal form, like memo, text, e-mail, etc, and the format of informal report is similar to these genres. Informal form is mainly accepted when the information is immediately needed, shared internally or the relationship between writer and reader is close and casual13.

However, it is effective and helpful to make a quick outline before you deliver the information: title, heading, introduction, discussion, and outcome. Some report will also have summery part before the introduction part. It is clearer to write “summery, introduction, discussion and outcome (or conclusion or recommendations)” before each paragraph as headings (标题) if the report has some paragraphs14.

-- Title

Title is not always needed, but a good title can help reader predict the content of the report, and thus a good title should be precise.

-- Heading （信头）

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A noun phrase should be used in subject line and it should contain the most vital facts of the report. Other is same as the heading part mentioned previously.

For example:

Southeastern Conference for Magazine Publishers, Atlanta, July 15-18,201115

Here, it included the main incident, location and time which are usually important for its readers.

-- Summery

Summery is always within one paragraph. In the summery, these things are usually very important and should be included: date, time, key personnel, reason, process, result and sometimes suggestions16.

It is needed when the reader is very busy because he will feel anxious to finish the whole report. A summery can help him to have a quick look at the incident and respond as quickly as he can.

-- Introduction

Mainly telling the background information in order to help reader understand the reason of reading this report or remind reader of the incident.

-- Discussion

This is the main part of the report. In this part, writer should describe the fact, the incident, status, or the details of what he has done or what he is doing. Writer can use some paragraphs to illustrate the fact, or he can list the significant points that expecting readers’ attention.

There is slight difference between different contents. If it is task report and progress report, it will show what the writer has done, what the result is and what problems have appear. Especially for progress report, it will show the present situation and the steps writer may take next. Sometimes, if writer needs help from readers, he can list the things and let reader know. For incident report and status report, writer should describe the facts. When writing activity report, except for reporting the situation, writer should also mention the schedule, the benefit got, the thing learned and the cost17.

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-- Outcome/ Conclusion/ Recommendation

Sometimes the writer is merely required to draw a conclusion of the most important facts, but sometimes recommendations are demanded.

In conclusion part, writer should basically summarize and highlight the key information. In most cases, personal view is not necessary, but writer can give personal opinions sometimes, and it depends on which report his is writing.

Usually, it is better to provide recommendations, especially when the report is mentioning an unsolved problem. To a subordinate or a business partner, by doing this, it will be convincing that the writer has great responsibility, ability, competence and even creativity.

2.1.5. Language Feature of Informational Report

Words

--In informational report, there are more dynamic words18 than static words. E.g. Mark and I attended a presentation…19

Rather than: The attendance of Mark and me to a presentation…

Although in English, noun has the superiority, using more verbs and adverbs can fulfill the directness, simplicity and provide the report with more vitality20.

-- Neutral words (also known as semi-formal) words are used in informational report.

E.g.: Both representatives expressed concern about…21

Rather than: Both representatives worry about…. E.g.: the AMP shows a decline in circulation of 12% over…23

-- Use specific words or exact number22.

Rather than: the AMP shows a decline Sentences

-- The majority of the sentences in informational report are SVO and SVOO. E.g. Mark met over lunch with Emily Moore…24

-- There are a few clauses in this informational report. They are always attributive clauses or object clauses.

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-- Most of the sentences are loose sentences which mean the importance degree of the information is getting lower from the beginning to the end25.

E.g.: She gave Mark the URLs of four sites she’s designed, so we check out her work. 26

Tense

-- Use simple present tense when stating a fact.

E.g.: Collector’s Corner is also boosting its use of full-color photos…

-- Use past tense when reporting an incident which has happened. Usually used in task report, activity reports, etc.

-- Use perfect tense when writing progress report about a continuous project. Voice

-- Active voice is usually to be used in business reports when writer is reporting a fact, such as “Peter did …”, “Tom and I met …”, etc.

-- Passive voice can be used when the subject is a thing or an incident, but is not as popular as active voice.

Person

-- Because informal form is more timely and directly and it is very similar to a face-to-face conversation; thus 1st and 2nd person are in common use.

-- Because the writer is on behalf of one party; if the report is stating a personal point of view, he can use “I” and use “we” when the writer is representing his or her department or organization.

-- To be objective, it is better to use 3rd person. But if the writer has participated in the activity and what to emphasize what he has done, he can use 1st person sometime27. 2.1.6. Conclusion

--D: tell the reader what is happing in a direct way: focus on 3Ws and 2Rs (what, when, who, reasons and results)

--O: Do not writer down personal feelings, be object to the fact; choose suitable tense, voice and person for the report.

--S: Use neutral words and specific words, avoid unconventional words,

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self-created words or confusing words; use simple sentences, compound sentences or simple composite sentences, avoid too many complex composite sentences.

--T: Use more dynamic words; pay more attention to the time.

2.2. Assistive Report

Key characteristic: doable, objective, accurate, comprehensible, helpful (DOACH) 2.2.1. Definition

Assistive report is a formal report that aims to help readers to analyze a fact and overcome the difficulties they are facing by providing some doable recommendations. It is more complex than informational report. 2.2.2. Members

Sales reports, marketing reports, finance report and so forth can be put into this classification. Sometimes, it is a one-time basis which means it is particularly for solving one problem28. But in some companies, these kinds of reports can also be required to be a routine one. For example, managers need to review the last season’s sales at every beginning of a new season, and decided whether it is suitable to maintain the strategies applied last season29. 2.2.3. Significance

This time, the higher ranks not only care about the performance of the company operation but care more about how to do next. Therefore, it should be used as a tool to solve a particular problem.

It helps the readers in two necessary ways: first is analyzing and interpreting the fact or evidence for the readers by employing some charts, data, cases, analysis methods, etc and draw a conclusion; and second is according to the conclusion, supply the readers with solutions.

In business activities, although different people act variously, they cooperate with their personal specialties and together complete the whole process of business.

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This means, a manager may be good at management but not so good at finance as the accountants. When one particular part has problem, the professionals should use professional method to analyze the problem for the laymen and interpret for them in a way that they can easily understand. Moreover, depending on their skills and techniques, they should give some specific solutions. 2.2.4. Format of Assistive Report

There are basically two kinds of formats for assistive report: one is the same as the general format mentioned before; the other is more formal as follows30:

-- Cover

Cover page is necessary when the report is a formal and long report. It can inform or remind the receiver of the objective, the main content, and other needed information of writing this report. Sometimes, writer can show his gratitude to the organization or personnel that provides help. If it is for internal use, it will always be memorandum of transmittal; while it will be a letter when it is for external use.

-- Title page

Title page should include the title of report, organization name, department, author name, and the finished date and the number of the report if it has. All the information should be centering and organized31.

-- Content

Generally, the word “contents” is on the top of the page and is centering; below the “content”, on the left, are the headings or subheadings of each part; on the right, are the page number. Writer can number the headings or subheadings with Arabic numbers or Roman numbers, but numbering the pages, it is common to use Arabic numbers32. -- Executive summary

This part summarizes the main issue, essentials and recommendations of the

report. This

part is short (no more than one page) but is most important because many business

men may only

have time to finish this part and catch the core information.

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-- Methodology

In this section writer should explain the methods used in the report and the reason of using them.

-- Introduction

This part is to reveal the background and the reason of writing this report and what is this report about.

-- Findings

In this part, writer can choose various methods, such as different kinds of charts, data, cases, to analyze the facts and illustrate the points. Findings should be divided into serial sections or paragraphs and in each part writer should illustrate one main fact. If the reader may not familiar in this area, writer should explain the key information in a comprehensive way.

Use headings or subheadings to help separate the points; bolded the headings in order to able the reader skip to the needed information; bolded the words or phrases which should be paid attention to.

-- Conclusion

Writer should summarize the main findings. It can be narrative conclusion or tabular conclusion.

-- Recommendation

This part is as vital as executive summery and conclusion because readers may only have time to read these parts. From this part, higher ranks will get the suggestion of what to do next. Therefore, they will consider whether the recommendations are doable and helpful. In other word, it is a platform for writer to prove his competence and creativity. In order to keep the clearness, it is better to use a bulleted list.

-- Appendix

If writer has adopted some charts, questionnaire, table, etc, it is proper to put them in appendix part.

-- Bibliography

Writer should list the resources his has referred to in this part.

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2.2.5. Language Feature of Assistive Report

Words

-- There are more static words in assistive report in order to maintain the objective style.

E.g. Scenario A has the attractiveness of low cost, but…33 Rather than: Scenario A attracts the low cost -- To be comprehensible, semi-formal words are used. Sentences

-- The sentences in recommendation part should be like the instruction or clear suggestion which reader can follow it step by step. There is two ways of expressing:

E.g.: 1. begin with imperative words

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Improve the average collection period for accounts receivable.

Do not extend credit to slow payers. Reduce credit terms. 2. It is recommended that…. 35

-- Loose sentence and periodic sentence are alternatively used in this report. Periodic sentence is a kind of sentence having the most important information at the end of the sentence. 36

E.g. It was suggested by many participants that certain improvements could be made in the reception areas of the three hotels…

Tense

-- Various tenses are used in this kind of report but for recommendations part, it is always simple present tense in. Besides, future tense is seldom used.

Person

-- It is mainly 3rd person. Illustrating charts and tables37

-- To describe the charts or tables, the following verbs are popular: demonstrate, reveal, note, illustrate, etc.

-- When comparing two charts or tables, writer will always adopt: both, similar, however, while, whereas, etc

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-- The sentences are usually clauses because one sentence is required to hold serial points of information.

-- If it is describing a current situation, writer should use simple present tense; while past tense for past fact and perfect tense for the facts having a continuous effect.

-- It is usually 3rd person and active voice.

-- The order of describing charts or tables is from general to specific. There should be basically three parts of the description:

First: The general description. If there is a group of charts and tables need comparison, summarize their similarities at first section.

Second: Specifically describe each part. It is not necessary to describe every part of the chart or table, only pick up the significant points. Point out the difference between the charts if there is any.

Third: Give a brief conclusion and further information, such as “More detailed analyses of … are contained in the Appendix” 38 Personal opinions are not accepted here.

2.2.6. Conclusion

--D: Pay attention to the sentences used in recommendation part: use to do list type or a more formal type; however, no matter what type of sentences, their grammatical structure should be paralleled.

--O: Be objective when analyzing the fact or statistic in finding part and conclusion part.

--A: Pay attention to the number and trend in the charts and tables description. Keep it objective, clear and accurate.

--C: Try to use sample words; if it has to use many technical terms, remember to explain in sample language to the readers who are not familiar with the terms.

--H: pay more attention to analysis, interpretation, conclusion and recommendation because the correctness of your analysis methods and process will directly affect on the accuracy of the conclusion and helpfulness of the recommendation.

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2.3. Persuasive Report

Key characteristic: dependable, interesting, practical (DIP) 2.3.1. Definition

Persuasive report is similar to assistive report in format and the aims of solving problems, but there is a nuclear difference between these two kinds of report: assistive report is needed internally or between an existed partnership or an existed contact; whereas persuasive is needed mostly externally and most importantly, it is between a potential partnership and cooperation. It is a tool to win a new partner or contract. Persuasive report is mainly used by the consultant companies or advertisement companies. 2.3.2. Members

Proposal, product report, business plan, R&D report and other similar report can be call persuasive report. 2.3.3. Significance

Writer tries to persuade the readers to buy their business plan, their idea, products, material and etc by giving a professional report proving what they are selling is really good and reliable. For example, one ad company wants to sell their advertisement project to their client or a company wants to open a new market and endeavoring to find sponsors. The main purpose and significance of persuasive report is winning a business opportunity, winning a partner or potential client, seeking investigation and getting profit.

2.3.4. Format of Persuasive Report

The format of most persuasive report is very similar to assistive report and sometimes even the same as assistive report. But there are many remarkable distinctions between business plan and general persuasive plan, though the natural of these distinctions are same as other persuasive plan.

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-- Cover

As persuasive report is more like a product, the cover is the package of the

product. Everyone will be please by a beautiful, sharp, eye-catching package or a package that can make them comfortable. It reflects the image of the company. Therefore, keep the style of the cover consistent with the style of the company or the particular project.

The title should be centering. The information of target reader is on a lower part below the title and above the information of writer.

-- Summery

Similar to the assistive report, writer should concisely give the reason of writing this report. For example:

If it is a consultant company which is selling his proposal of solving a

problem, he should point out the severity of the problem and the need of current situation, following by the relevant recommendations.

If it is for attracting sponsors for a business plan, writer should explain the reason of making this plan, the essentials of the plan, the impact of this plan and the possible benefit and risk. Besides, in business plan, writer should give the mission statement.

-- Introduction

Generally it is the same as assistive report. However, for business plan, it may be divided in more sections, such as company overview, marketing overview, product overview, etc.

-- Findings39

Different reports have distinct content in findings part, however they basically aim to use facts to analyze and explain the situation for their customers and enable them realize the real of the problem. Most vitally, it is to persuade the reader instead of frightening the reader, therefore encourage the reader indirectly that the obstacles are able to be overcome40.

It has a huge difference in business plan. This part will not be named as “Findings”. It is replaced by many different parts: marketing analysis, products and services, etc. However the aim of this part is still giving objective analyses of the

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current status.

-- Conclusion

Summarize the key findings. There is no conclusion in the business plan. -- Recommendations

It is better to list them with bullets and make them step by step which is comprehensive, easy to follow and practical.

In business plan, it is not called recommendations, but replaced by strategic and implementation summery and management summery. Rather than telling the reader what to do, they are telling the reader what writer and their group is going to do. This is the biggest distinction between general persuasive report and business plan.

-- Potential Benefit

Writer should predict what possible benefits reader is going to have. If doing as what writer recommends can gain nothing good, no one will spend money on the useless things. When writing this part, writer should be confident but objective. Do not write it exaggeratedly.

-- Cost Analysis/ Finance Plan

Writer should use their professional views to analyze the possible cost for the reader. If the cost is reasonable and objective, it is easier to persuade the reader. 2.3.5. Language Feature of Persuasive Report

Words

-- Similar to assistive report to show it is objective and professional, mostly static words are used.

Sentences

-- Loose sentence and periodic sentence are alternatively used in this report. E.g.: What begins as a customized version of a standard product, tailored to the needs of a local clientele, can become a niche product that will fill similar needs in similar markets across the Southeast41.

Tense

-- Many tenses are used in persuasive report. Remarkably, future tense is used in business plan.

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E.g.: First year operations will produce a net profit of $445,000. This will be generated from an investment of $625,000 in initial capital. Since 10 months of operations have already been completed the confidence level for final first year numbers is extremely high42.

Voice

-- Both passive voice and active voice are used.

E.g.: Our strategy is based on serving our niche markets well.

The strategy of live broadcasting and pro sports tie-ins has been most effective in generating free publicity for the flagship location

Person

-- The majority use is 3rd person; however 1st person is used as following situation:

E.g.: We are building our infrastructure so that we can replicate the product, the experience, and the environment across broader geographic lines.

We expect to manage cash flow with an additional investment totaling $1.5 to $2 million. 2.3.6. Conclusion

--D: When analyzing the fact or statistic in finding part and conclusion part, be dependable and helpful by establishing a common ground. Let the reader knows that the writer or the writer company is professional in dealing with this problem.

--I: In some degree, persuasive report is like an advertisement. Writer should assure the reader that he is going to gain profit if he believe and do as writer suggest. Therefore writer should notice the language: try to please and interest the reader by using dynamic sentences, but keep it practical and reliable.

--P: The cost and the actions to deal with the problem should be practical; otherwise, readers will not be interested in it or will not trust it.

3. Conclusion

Business report is a huge family which consists of countless families and relatives. As members of this family they all have very similar structure: a face — the cover page, title page, the memo or letter transmittal, the content and the heading in

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informal reports; a body — The executive summery, introduction, findings, conclusion, recommendations and many other parts in proposal or business plan; and the blood—the “3D” language feature in business report writing.

This is a significant family in the history and development of business activity. Therefore, we should spend time on studying it, for the sake of using it in a proper way which can ensure the success in business for the future.

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Note

1. 朱金花，臧庆华 Joel P.bowman《商务英语写作》 Business English Writing （复旦大学出版社 2006），P231

2. 朱金花，臧庆华 Joel P.bowman《商务英语写作》 Business English Writing （复旦大学出版社 2006），P231

3. Information from the Interview of the Operation Manager of Maxim. Ltd 4. 王军 《英语应用文写作大全》（第九、十、十二、十三部分）(社会科学文献出版社 2003 )

P313

Baden Eunson Business Writing 2007 (John Wiley & Sons Australia, Ltd) P68-69

Manager’s Guide to Business Writing (second edition) by Suzanne Sparks Fitzgerald 2011, P131

5. John Hughes新编剑桥商务英语（中级）学生用书（第三版） (经济科学出版社 2008) 王正元《商务英语写作教程》(机械工业出版社 2009) P135-137

6. Video of Tips for Writing a Business Report, V. Victoria Shroff from About.com: http://video.about.com/esl/Learn-ESL--Tips-for-Writing-a-Business-Report.htm 7. 王正元《商务英语写作教程》(机械工业出版社 2009), P136 王军 《英语应用文写作大全》（第九、十、十二、十三部分）(社会科学文献出版社 2003), P314, P325

8. John Hughes新编剑桥商务英语（中级）学生用书（第三版） (经济科学出版社 2008) 王正元《商务英语写作教程》(机械工业出版社 2009), P136-137

Video of Tips for Writing a Business Report, V. Victoria Shroff from About.com: http://video.about.com/esl/Learn-ESL--Tips-for-Writing-a-Business-Report.htm 9. 王正元《商务英语写作教程》(机械工业出版社 2009), P137-139 10. 王军 《英语应用文写作大全》（第九、十、十二、十三部分）(社会科学文献出版社 2003)，

P313

Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011,

P136-137

11. Information from the Interview of the Operation Manager of Maxim. Ltd 12. 王正元《商务英语写作教程》(机械工业出版社 2009), P141-143 王军 《英语应用文写作大全》（第九、十、十二、十三部分）(社会科学文献出版社 2003), P314

13. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P134 14. Example

15. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P138 16. 王军 《英语应用文写作大全》（第九、十、十二、十三部分）(社会科学文献出版社 2003), P315, P317

17. Example from Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second

edition) 2011, P134-143

王军 《英语应用文写作大全》（第九、十、十二、十三部分）(社会科学文献出版社 2003) 18.《商务英语写作修辞的对比研究》 李大志 王学文 上海外语教育出版社 2009, P70 19. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P138 20. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P138

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21. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P138 22. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P138 23. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011

24. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P138 25. 《商务英语写作修辞的对比研究》 李大志 王学文 上海外语教育出版社 2009，P168-173 26. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P138 27. 王军 《英语应用文写作大全》（第九、十、十二、十三部分）(社会科学文献出版社 2003),

P135-136

Grahame T. Bilbow 著，裴昌义 袁文珍译 《英文商务报告写作指南》世界图书出版社 1999, P74

28. 朱金花 臧庆华 Joel P.bowman《商务英语写作》 复旦大学出版社 2006，P232 29. Information from the Interview of the Operation Manager of Maxim. Ltd

30. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P143-147

王军 《英语应用文写作大全》（第九、十、十二、十三部分）(社会科学文献出版社 2003), P320-334

Video of Tips for Writing a Business Report, V. Victoria Shroff from About.com: http://video.about.com/esl/Learn-ESL--Tips-for-Writing-a-Business-Report.htm

31. Baden Eunson Business Writing 2007 (John Wiley & Sons Australia, Ltd) P68-69, Appendix 32. Baden Eunson Business Writing 2007 (John Wiley & Sons Australia, Ltd) P68-6, Appendix 33. Baden Eunson Business Writing 2007 (John Wiley & Sons Australia, Ltd) P68-6, Appendix 34. http://unilearning.uow.edu.au/report/4bvi1.html 35. Baden Eunson Business Writing 2007 (John Wiley & Sons Australia, Ltd) P68-6, Appendix 36. 李大志 王学文《商务英语写作修辞的对比研究》上海外语教育出版社 2009, P173, L Gartside 19:252

37. John Hughes新编剑桥商务英语（中级）学生用书（第三版） (经济科学出版社 2008) 38. Grahame T. Bilbow 著，裴昌义 袁文珍译 《英文商务报告写作指南》世界图书出版社 1999, P105

39. 朱晓姝 韩杨郁文主编《新概念商务英语写作》对外经济贸易大学出版社 2010, P124 40. Suzanne Sparks Fitzgerald Manager’s Guide to Business Writing (second edition) 2011, P152 41. It is from internet http://www.entrepreneur.com/landing/216013#pas_sbp 42. It is from internet http://www.entrepreneur.com/landing/216013#pas_sbp

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