TRƯỜNG ĐẠI HỌC VĂN LANG

KHOA NGOẠI NGỮ

BUSINESS CORRESPONDENCE
 Unit 8:
BUSINESS REPORTS
(cont.)
 Contents

1. What makes a report affective

2. Structure of a report
3. The Introduction
4. The Findings
5. The Conclusion
6. The Recommendations
7. The Exclusive Summary
8. Editing and finishing the report
 The
CONCLUSIONS Section
of a Business Report
Add these linking words and phrases to the functions:
This is because for example furthermore since due to
In conclusion e.g. Although besides so
Also in addition in other words however as a result
Such as because of
Use the words and phrases from previous task to complete the Conclusions section
of a report

for example
Although
because
due
The CONCLUSIONS section of a Business Report
Look at the statements about the Conclusions section of a Report. Are they True
or False?
DO DON’T







The CONCLUSIONS section of a Business Report
Look at three extracts. Which one is the best?
=> Too
short; not
include any => OK at the
conclusion beginning but
include
recommenda
tions. OK for
very short
reports
The CONCLUSIONS section of a Business Report
A group of researchers was asked to write a report on when would be the best time
to launch a high-value toy in order to maximize sales. Part of the data they used is
presented in the graph.
MONHTLY TRADITIONAL TOY SALES (£m)
The CONCLUSIONS section of a Business Report
FOUR main findings:
1. Pattern similar in 2 years
2. Seasonal pattern with high sales in last 2
months of the year
3. Small peaks in sales in Mar last year and
Apr this year, and Jun in both years
4. Oct to Dec: volume of sales not changed
much, but increased value of sales

What CONCLUSION could you draw from such findings?

- regular & seasonal pattern: value of sales increasing despite of unchanged volume
- Steady increase in value of sales from Oct  should launch the product around
this time
The CONCLUSIONS section of a Business Report

Write the CONCLUSIONS section of the report on toy sales based on the findings
The CONCLUSIONS section of a Business Report
Study the CONCLUSIONS section of a marketing report (given in worksheet) and
answer the questions:
1. How are the Conclusions presented in this report?
2. When is this kind of presentation of Conclusions appropriate?
3. How appropriate would this type of conclusion be for the sales report in
previous activity?
 The
RECOMMENDATIONS
Section of a Business Report
Use the following linking words and phrases to complete the
Recommendations section of a report:
This is because for example furthermore since due to
In conclusion e.g. Although besides so
Also in addition in other words however as a result
Such as because of

addition
Although
a result

also
The RECOMMENDATION section of a Business Report
Examine TWO
versions of the
recommendations
for the prevention
of theft.
Which one is
clearer and why?
The RECOMMENDATION section of a Business Report
NOTES:
- Be the most practical section
- Be like an action plan
- Based on evidence and research
- Use language that suggests actions: The company should…, we recommend
that…
- Be in several formats:
o A plain text: for better explanation
o A table: for clearer recommendations
o A bullet-point list: concise and easy to read
o A numbered list: for a sequence or order of priority in the list
The RECOMMENDATION section of a Business Report
Highlight the phrases used to make recommendations:
The security manager should be relieved of his duties and replaced immediately.
There is evidence of both careless work and involvement in theft.
We recommend that the number of CCTV cameras is increased from the current
15 cameras to 20 cameras. This will eliminate a number of 'blind spots' which are
not covered at the moment, and where theft has occurred.
The store should increase the number of uniformed security staff from 8 to 10.
This will mean there can be at least four uniformed staff on duty at any one time
during opening hours.
We strongly recommend that the responsibility for and management of security
come directly under the management of the store manager, as the management
so far has been unclear and inconsistent.
The RECOMMENDATION section of a Business Report
Re-order these words to make recommendations:
The RECOMMENDATION section of a Business Report
Rewrite these sentences to make recommendations:
1. It’s extremely important for the company to change the way it makes
payments to suppliers.
2. We think it would be useful for the company to review how it chooses
suppliers.
3. It would be very good to provide refresher training for staff in standard
procurement procedures.
4. It is vital that the company acts on the recommendations in the audit report.
5. The company would benefit from increasing the number of finance staff.
The RECOMMENDATION section of a Business Report
Rewrite these sentences to make recommendations:
1. It’s extremely important for the company to change the way it makes
payments to suppliers.
=> The company should change the way it makes payments to suppliers.

2. We think it would be useful for the company to review how it chooses suppliers.
=> We recommend that the company reviews how it chooses suppliers.
The RECOMMENDATION section of a Business Report
Rewrite these sentences to make recommendations:
3. It would be very good to provide refresher training for staff in standard
procurement procedures.
=> We strongly recommend that the company provides refresher training for
staff in standard procurement procedures.

4. It is vital that the company acts on the recommendations in the audit report.
=> The company should act urgently on the recommendations in the audit report.
The RECOMMENDATION section of a Business Report
Rewrite these sentences to make recommendations:
5. The company would benefit from increasing the number of finance staff.
=> We recommend that the number of finance staff is increased.
The RECOMMENDATION section of a Business Report
Use the following notes to write the Recommendations section of a report. Use
the plain text format.

RECOMMENDATIONS ABOUT SECURITY OF MONEY COLLECTED:

1. At least 2 people take cash to the bank, where possible including a security
guard.
2. Install a new fireproof safe, fixed to the wall or floor.
3. Regular reminders to keep cash tills locked and spot checks by duty manager.