ENGLISH FOR OCCUPATIONAL PURPOSES

Business Correspondence
Week 7—Business Reports
Lesson Objectives
By the end of the session, students would be
able to
⮚ write the introduction and the body of their
reports.
Week 7—Business Reports
Lesson Content
Content of the lesson:
⮚ The introduction part of a report
⮚ The body part of a report
⮚ Review types of sentences
Week 7—Business Reports
Let’s have a look at the questions below.

A. How do you organize your report?

B. Does a business report have the same structure as an
essay?
C. What is the difference between writing a report and an
essay? And what is the similarity?
Organizing your Report
The Introduction
Week 7—Business Reports
Writing a report will follow the steps below:
⮚ Pre-write.
⮚ Draft the main body and appendixes.
⮚ Review the main body and appendixes.
⮚ Draft the conclusions, recommendations, introduction
and summary.
⮚ Check and edit the report.

In this session, you will start with the introduction and

the body of a report.
 Week 7—Business Reports
In the pre writing process, you should
I. have your readers in mind.
II. make an outline that covers your purpose and objective(s).
III. develop your draft.

When you think about your readers, consider the factors below:
✔ Which particular people the report is for
✔ Why these people want the report
✔ What they want from the report, in what detail and what they do not
want;
✔ What result they look for
 Week 7—Business Reports
Now, let’s have a look at the structure of the report.
 Week 7—Business Reports
What do you have to put in your report introduction?
✔ past discussions requiring the report to be written
✔ the topic and theme
✔ clear objectives
Let’s see the sample introduction:
1. What is the topic and the theme
of this report?
2. What is the objective of this
Report?
Organizing your Report
The Body or the Middle
 Week 7—Business Reports
When writing the middle or the body of the report, you have to write your
topic sentences carefully.

The topic sentence introduces the main idea of a paragraph and may
include a brief comment about that idea. A paragraph should consist of
only one topic, and should develop that topic through the sentences that
follow.

The Topic Sentence = main idea + elaboration

 Week 7—Business Reports
When writing the middle or the body of the report, you could use the
Method of presenting your ideas.
The method are as follow:
⮚ Chronological Order:
In a chronological presentation, information is presented in sequence.
Though a technique typically used in narrative writing, chronological
order might be used in business writing to clarify a specific order of
events or to explain a process: for instance, the sequence of events
leading up to business deal.
⮚ Spatial Order
Frequently used in descriptive writing, spatial order, like a camera moving
around a room, finds a starting point and then moves around focusing
on details or key points as they appear.
 Week 7—Business Reports
When writing the middle or the body of the report, you could use the
Method of presenting your ideas.
The method are as follow:
⮚ Logical Order
This technique arranges information to suit logical associations. It also
allows the freedom to present illustrations, explanations, cause and-effect
relationships, and problem-solving action.
Two arrangements of presenting ideas lie within this category:
✦ general-to-specific: the topic sentence presents a general idea that
requires elaboration or explanation.
✦ specific-to-general: arrangement the topic sentence states the controlling
idea of the paragraph and the supporting information the paragraph
will give.
 Week 7—Business Reports
Now, let’s have a look at the example.
 Grammar
Review of Types of Sentences
Week 7—Business Reports
Compound Sentences
⮚ A compound sentence is composed of two simple
sentences joined together by a comma and a
coordinating conjunction.
⮚ Compound sentences use coordinating
conjunctions (and, but, or, so, or, for, nor, yet).
 Week 7—Business Reports
Rules for using the coordinate conjunctions
• Use and to join sentences that
are alike.
• Use but to join sentences that
are opposite or show contrast.
• Use so to join sentences when
the second sentence expresses
the result of something
described in the first sentence.
• Use or to join sentences that
give choices or alternatives.
• Use yet when the second
sentence says something
unexpected or surprising.
• For has the same meaning as
because. Use for to introduce a
reason or cause.
• Use nor to join two negative
sentences.
Week 7—Business Reports
Complex Sentences
⮚ A complex sentence consists of a dependent clause
that must be connected to an independent clause
using subordinate conjunctions.
⮚ The independent clause can be an adjective clause,
noun clause or adverb clause.
⮚ A dependent clause is a clause (a group of words
with a subject and a verb) that does not express a
complete thought and cannot stand alone.
Week 7—Business Reports

Now, go to your worksheet and do

the exercise.
Discuss the questions and the tasks
with your friends.