II.Read the following document and define the type of it. Choose one of the

following: a private letter, a fax, an email, a report, a memo, an agenda.

Write down your answer below.

A.

From: The Managing director To: Divisional Personnel Manager

Subject: Coffee-Making Facilities Date: 27/ 5/ -

There have been a number of comments about the amount of coffee consumed in our company. Do not want to sound as though I am against

Coffee-drinking; indeed our personnel consultants have emphasized how important coffee can be if you want an efficient and motivated staff. But time-saving machines for making coffee do exist.

We can expect a little opposition to the idea if we are not careful. You can never be sure how the office staff will react. They might well take it badly.

In any case, we’re thinking of putting in coffee machines. Please send me

a report.

The document is ……………………

B.

Read the document above again. As a divisional personnel manager define:

a) What were the managing director’s aims in writing the memo?

……………………………………………………………………….

b) Were the managing director’s intentions clear or unclear?..............

………………………………………………………………………

c) What –if anything- are you expected to do as a result of reading the memo?............................................................................................

C.

Read the following report which was written after receiving the above

document from the MD and decide whether the Personnel Manager and

the staff are for or against the idea of coffee machines.

For __________

Against __________

6 / 5 / ___

Report on Coffee- Making and Breaks.

It is very interesting that the coffee-making habits of our employees

have been noticed by other people in our company. It appears as if the

taken up by the making of coffee could be put to more productive use.

We have also known for several years that there have been a number of

problems connected with the motivation of our workforce, but the role

played by coffee-drinking has so far not been clarified.

In one or two departments, staff seem to talk about nothing else but coffee breaks: how long is it till the break, whose turn is it to make it, etc.

This unfortunate development has been discussed with the heads of

department in my division o several occasions. They believe the subject of

automated coffee machines, one for each department, is not very popular

with a large number of staff. The staff thinks that the company would be

trying to make money out of therm. So I think that there is a grave danger

that the actions of the management could be misunderstood.

Nonetheless, I feel that we should try and limit the coffee-breaks.

We should try to prevent the staff from gathering round the coffee-making

area and chatting for so long. I wonder if you have heard of the experience

of our American sister company. They have a central coffee-making

facility for all the divisional offices. This is the brought to the staff at

their desks. In this way there is no need for a break. In theory this is

surely one way of making working time more efficient.

REMEMBER:

It is important in any writing- and especially in business- to be clear about

the aims and purposes of your writing. In order that your reader can make

sense of what you have written, follow these “Golden Rules”:

be accurate be brief be clear

They are easy to remember – as A,B, C.

III. Read some notes about reports. Find the answers to the following questions:

A

1) Why are reports important? …………………………………………………..

…………………………………………………………………………………

…………………………………………………………………………………...

……………………………………………………………………………………

…………………………………………………………………………………...

2) Why are they difficult to write? ………………………………………………….

…………………………………………………………………………………….. ……………………………………………………………………………………..

…………………………………………………………………………………..………………………………………………………………………………………..

3) Which parts are included in a report? …………………………………………

………………………………………………………………………………………

……………………………………………………………………………………. 4) What language should you use in writing a report? ……………………………

….…………..……………………………………………………………………………..,,………………………………………………………………………….

Reports are important because they often influence decisions made, so can have far-reaching effects, However, they are difficult to write because they usually involve collecting, summarizing and organizing large quantities of information and making recommendations which make sense. Selection of information is probably the most important part of writing a report. The reader, as well as the purpose behind the report must be remembered at all times and irrelevant or unnecessary detail omitted.

Typically, reports include the following sections: Introduction, Findings (body), Conclusion, Recommendations, although these headings may not be used. If very long, the body will be subdivided into many sections and paragraphs or sections will be numbered carefully for ease of reference.

In addition to long, analytical reports (which may be written annually or in order to analyse the problem situations) there are other types of report, e.g. visit reports (written by sales people about visits made to clients), personnel reports (which will help Human Resources Managers to keep track of employees’ performance and attitudes) and weekly or monthly reports (which will provide an update on work done for supervisors and other senior staff).

The language you use in any report should be clear and succinct. Never add extra phrases merely to impress and never disguise opinions as facts. The key to success

B. Analyze the structure of a typical internal report below and say whether it is structured according to the information from the text above.

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