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Файл:Business English. Учебное пособие
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131
TRAVEL EXPENSE REPORT
NAME:________________________________________________________________
DEPARTMENT:________________________________________________________
DATE:________________________________________________________________
DESTINATION:________________________________________________________
DATES OF TRAVEL:___________________________________________________
PURPOSE OF TRIP:____________________________________________________
TRANSPORTATION: _____________________________________$
HOTEL:_________________________________________________$
CAR RENTAL:___________________________________________$
MEALS:_________________________________________________$
OTHER (itemize):________________________________________$
__________________________________________$
________________________________________$
TOTAL: $
(For proper reimbursement be sure to attach all receipts.)
Figure 11-3
Informal Report (Preprinted Form)
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Formal Reports
A formal report (Figure 11-4) is not only longer, but also more thorough
than an informal report. It requires more extensive information gathering and is
presented in a more stylized format. It is always presented objectively and relies
on extensive details for documentation.
Similar to informal reports, begin preparing your formal report by
defining your topic. State the problem to be solved as precisely as you can. Then
decide what information is needed to solve that problem and the techniques
required to gather that information. Typical methods of information gathering
include library research, surveys and interviews, and experimentation.
When your investigation is complete and your data are collected, you
must organize and analyze the facts. Your interpretation may or may not be
included in the final version of the report. However, before you begin to write,
you must understand the data and facts thoroughly.
The formal report consists of the following parts:
1. Title page: This page will include the title of the report, the name of
the person who prepared the report, the name of the person for whom
it was prepared, and the date on which it was completed. The title
page, therefore, will contain a great deal of white space.
2. Table of contents: This page will be outlined in advance, but it is
printed last. It consists of a list of all the headings and subheadings in
the report and the number of the pages on which each section begins.
3. Introduction: Unlike the introduction to a school research paper, this
section is not an opening statement leading into your main topic.
Rather, it is a statement of three specific items:
• The purpose of your report (what the report demonstrates or proves)
• The scope of your report (what the report does and does not include)
• The method by which you gathered your information
4. Summary: This section is a concise statement of the main points
covered in the report. Think of it as a courtesy for the busy executive
who will not have enough time to read your entire report.
5. Body: This is the essence of your report. It is the organized
presentation of the data you have collected.
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6. Conclusion: This is an objective statement of what the information in
the report has demonstrated.
7. Recommendations: If required, these should be made on the basis of
the facts included in the report. They should flow logically from the
objective conclusion.
8. Appendix: This section consists of supplementary information that
does not fit into the body of the report but which is essential to support
the data. It is often in the form of charts and graphs.
9. Bibliography: A list of references used in preparing the report is
required whenever printed material has been consulted. Entries are
listed alphabetically by author's last name. Proper format varies from
field to field, so you should consult a manual or style sheet.
134
RECENT DEVELOPMENTS IN
OFFICE TECHNOLOGY
Prepared by Rachel Orloff
Prepared for Mr. Winston Chin
February 22, [year]
Formal Report (Title Page)
Figure 11-4
135
TABLE OF CONTENTS
Page
INTRODUCTION 3
SUMMARY 3
RECENT DEVELOPMENTS IN OFFICE TECHNOLOGY 4
Typewriters 5
Word Processing Equipment 7
Dictation Machines 8
Copiers 9
Computers 11
Calculators 13
Fax Machines 14
CONCLUSION AND RECOMMENDATIONS 15
APPENDIX 16
BIBLIOGRAPHY 17
Figure 11-4
Formal Report
(Table of Contents)
136
INTRODUCTION
The purpose of this report is to examine the latest advances in office machines
technology in order to determine what, if any, capital improvements should be made in the
office equipment of the ANDMAR Corporation.
This report does not consider security systems or fire detection and control devices.
The information for this report was gathered from information supplied by the
National Office Machines Dealers Association as well as from articles in several issues of
Secretary's Press, Executive World, and Management Review.
SUMMARY
This report shows that, because of increasing emphasis on the use of very largescale integrated circuits, major changes are anticipated in office technology during the
next decade. These changes will primarily involve:
1. electronic typewriters with memory functions
2. executive, as opposed to central, word-processing stations
3. high-speed and intelligent copiers
4. computers of increased speed, reliability, and memory capacity
5. electronic printing calculators
6. dual-voltage fax with memory
Introduction and Summary
Figure 11-4
Formal Report
137
CONCLUSION AND RECOMMENDATIONS
On the basis of the data in this report, it can be concluded that:
1. The installation of electronic typewriters and word-processing stations increases the
productivity of secretaries and the efficiency of executives.
2. Medium-speed copiers and fax machines maximize cost-effectiveness when used on
a departmental basis.
3. Programmable electronic calculators function at a fraction of the cost of electronic
adding machines.
From these conclusions, it is therefore recommended that:
1. An in-depth investigation of currently available electronic typewriters, fax machines,
and word-processing systems be conducted to determine the cost and feasibility of
installing such equipment.
2. A cost analysis be made to compare the copiers presently in use at ANDMAR to
alternatives now on the market.
3. The services of an electronic calculator system sales specialist be engaged to
determine the equipment best suited to ANDMAR's particular application.
Figure 11-4
Formal Report (Conclusion and Recommendations)
The most difficult part of a report to prepare, of course, is the body. Since
this is where the bulk of your work will be focused, you should proceed
systematically:
1. Research – Your report will consist of information, and you must
determine where to find it. Sources may include your own experience,
company files, the Internet and other computer-based data sources,
people (by means of interviews and questionnaires), industry and
government publications, and other printed literature (such as books
and articles).
2. Organization – When you have gathered the necessary data, you must
arrange it logically. The system you use will be determined by your
topic. Some reports require a chronological presentation. In other
reports, the purpose will suggest division into categories: Are you
comparing, ranking, examining cause and effect? Whatever
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arrangement you decide on should be emphasized with subtitles and
headings.
3. Illustration – The body of your report can be substantiated by the use of
charts, graphs, tables, diagrams, and photographs. These should be
used to present data not easily expressed in prose; they should not be
used to repeat data already presented in your text. Each illustration
should be labeled and, if many are included, numbered as well.
Finally, you must be sure to cite your sources! When you quote another
person's words and ideas, you must give that person credit for the words or
ideas. Failure to do this constitutes PLAGIARISM, which is essentially
information theft. If you interview people, give their names. If you refer to
books or articles, footnote them. You lose no credit when you acknowledge the
source of your information, but you lose all credibility (and maybe even your
job) if you are caught presenting another person's ideas as your own.
When your report is complete and ready to be printed, keep in mind these
guidelines for preparing the manuscript:
1. Use standard manuscript form – double space on one side of paper.
2. Number every page – except the title page – in the upper right-hand
corner.
3. Leave lots of white space – allow ample margins as well as space
between subtopics.
4. Use lots of headings and subheadings – make your report logical by
giving headings of equal weight parallel wording; surround headings
with white space.
5. Pay attention to paragraphing – try to keep your paragraphs more or
less equal in length. (A paragraph of 15 lines should not be followed
by one of 6 lines; on the other hand, paragraphs of 15 and 11 lines,
although unequal, would not be too unbalanced.) Also, give each
paragraph, like the report as a whole, a logical structure; start with a
topic sentence and follow with supporting details.
6. Be sure to footnote information that you take from other sources –
quotations should be followed by a raised number and at the bottom of
the page a notation should be made:
7. Proofread your report for errors in grammar, spelling, capitalization,
and punctuation.
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8. Bind the finished manuscript securely.
Proposals
A proposal is a sales pitch for an idea. Its purpose is to persuade someone
to accept your idea and put it into action.
Proposals are required in a variety of situations. For example, you may
want to:
• suggest an idea to your employer to change a company procedure, hire
an additional employee, purchase new equipment, and so on.
• recommend an idea or project to a committee or board.
• apply for a grant to fund a project.
• solicit financial backing from investors for a new business or project.
• solicit a contract from a potential customer or client.
The information you include and the format you choose for your proposal
will vary with the purpose of the proposal. Some proposals, particularly grant
applications, require the completion of extensive application forms and must
follow a format prescribed by the organization offering the grant. In any case, all
proposals must:
1. Define the idea. Early in the proposal you must state CLEARLY your
actual idea. You must define its purpose, as well as its scope and
limitations. If you are presenting the idea to people unfamiliar with the
background for the idea, you must inform them, creating a context in
which the idea fits logically.
2. Be persuasive. Offer specific reasons for your idea, including the
benefits or advantages to be gained from it. Present these reasons
logically, not just as a list, but as an organized progression. You want
to gradually build an irrefutable case for your idea.
3. Anticipate objections. Provide answers to questions or doubts before
they occur. This may include credentials of people involved,
justification of costs or expenditures, or arguments against alternative
ideas.
4. Explain how to proceed. What must be done to implement your idea?
What would you like your reader to do? Is there a deadline by which a
decision must be made?
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The size of your idea will determine the length of your proposal. If you
are proposing the purchase of an extra computer terminal for your secretarial
staff, you will need a briefer argument than you would for a proposal for a bank
loan to start up a new business. Still, all proposals contain:
• TITLE: This identifies your idea clearly. It should be short.
• HEADINGS: Divide your persuasive argument into subtitled sections.
You will make your proposal easier to read and your argument easier
to follow.
A long proposal may also include:
• SUMMARY: At the beginning, you will provide the busy executive
with a synopsis of your idea and main supporting points.
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