Instructions for Writing Business Report
（1)Write out your front matter.The front matter of the report consists of the cover,title page,abstract,table of contents,list of illustrations and executive summary.The abstract is a short technical summary of the document that usually contains no more than 200 words.The executive summary presents the background of the report and major findings and implications to managers.
（2)Write the introduction for your report.The introduction helps the audience understand the technical discussion that is going to follow.
（3)Write the methods used for your report.The methods answer the question of what was done for the report.Supply enough information here so that the audience can understand what you did and why you did it this way.
（4)Write the results section for your report.This is the data that you've discovered or compiled after finishing your methods.Present results objectively, without comment.
（5)Write the conclusion.The conclusion section is the implication（s)of the results.The conclusions tell the audience what the methods and results all mean.
（6)Write the recommendations section for your report.This section consists of suggestions of particular actions to take.It tells the readers what they should do after reading the conclusions.
（7)Compose the back matter,which consists of any or all of the following items:glossary,list of symbols,references and appendices.
2.1 Progress Reports
A progress report is used to inform a supervisor,associate,or customer about progress you have made on a project over a certain period of time.The project can be the design,construction,or repair of something,the study or research of a problem or question,or the gathering of information on a technical subject.Progress reports can be used when it takes well over three or four months to complete a project.
How to Write Progress Reports
A progress report consists of a header,an executive summary,a description of the smaller components,and indication of when the next report is due.You would write the report following this template and then send it to your boss or another reporting superior as designated.
Header
The header contains identifying information for the report.You will enter the title,the date on which the report is published,the stoplight status of whatever you're reporting on（red yellow green),and the overall metric,perhaps percent complete,plan versus actual.Note:a progress report such as this is most often used for projects,but can also be used to report on other things.For example,if you have been assigned the task of reducing the number of hours per drawing for an engineering firm you would use a progress report to show your progress in reducing the number of hours per drawing.
Executive Summary
This is the summary of all of the major points listed below in the body of the report.Depending on your audience,sometimes the executive summary is limited. That depends on your audience,the number of people receiving the report and their levels within the organization.An executive summary is targeted to those senior managers who may not have the time to read the entire report.If your report is directed to your immediate supervisor,it is expected that he or she will read the report and the executive summary may not be needed.However,if this is a report that is widely distributed,to many executives throughout the organization,it may be necessary to include an executive summary for those individuals who do not have the time to read the entire report.
Progress of the Component Pieces
This is the main body of the report.In this section of the report,you detail your progress in all of the component areas of the project.You list your progress and accomplishments regarding all of the metrics during this time period.You show what your plan is for the next time period.And then you list not only the blockers, but also what efforts you are taking to clear them.Finally,the section will show what additional assistance is needed from your boss or other recipient of the progress report.
Summary
The body of the report is followed by in the summary section.It includes fewer details than the progress reported in the previous section.You would include the same information,metrics,accomplishments,plan for the next period,and any blockers,but provide fewer details for each category.
Samples of Progress Report
①Progress Report for Engr 190:Robot Project
Our assignment was to design,build,and program a robot that would be able to balance itself and operate without outside interference or assistance.This project has presented us with many challenges,from testing and choosing a design to writing a correctly functioning program in MatLab.
We first started out with a design found on the internet called the NXT Way （cite)but soon found that the NXT Way design was not going to work for us.Next we decided to modify the design to try and lower the center of gravity and point of rotation of the axis by moving the wheels to the outside rather than underneath the robot and also moving the NXT down as low as we could put it.After continued testing we found that lowering the center of gravity made it so that our hardware and software could not successfully run in the manner that was needed to achieve balance and stability.So,we then decided to go with the Segway design found on a link from the LEGO Mindstorms webpage（cite),which consisted of a robot with a much higher center of gravity and an attached“rider”.This“rider”helped to balance the vehicle and could possibly be mechanized at a future point once the balance programs had been finalized.We have also decided to add a second light sensor to help with obtaining accurate readings.After running tests on the robot using both light sensors we determined that in order to make a more precise reading from the second sensor we would have to modify the design again to allow for a lower mounting point for the second light sensor.And now both of the sensors are at approximately the same height from the surface.This allows for more consistent readings.Since we have had the best results by far we have decided to stick with this design for the remainder of the project.
Our design was not the only thing to undergo many changes.We have constantly been changing and rewriting our program for the robot.Due to the constantly fluctuating light in the project lab we have to continuously change our “target”for the light readings and then fix the other variables that depend on the “target”.Also,we have opted to use a free whiteboard as our test sheet because it is smooth and one continuous color,unlike the test pad.A significant change to the program occurred when we decided to use“direct motor command”instead of“NXT Motor”because it offers a faster response and quicker activation of the motors.We have also replaced the“GetLight”commands in the program loop with a set variable“current”so that the light sensor will not return more than one reading per loop.This allows the robot to act more accurately and with less confusion.Also, upon adding the second light sensor we have begun using more complex commands such as“If-Or”instead of just“If”statements,which allows for more flexibility and for the reading of multiple sensors at one time.
We have not fixed all of the bugs,but the problems yet to be solved are few though important.A difficult challenge yet to be overcome is finding the balance between reactivity and power.We've written programs that have the necessary fast reaction time,but lack the power to keep the robot upright.We have also written programs that allow for the necessary power for the corrections,but it does not have the quick reaction time.To solve this we are working on splicing these two programs together,though so far we have been unsuccessful.
②Progress Report
To:Smith Longfellow
Manager of information Department
Date:October 30，2013
Subject:Progress on the Installation of the 8010 Information System
As of this date（October 30),the installation of the 8010 Information System is ahead of schedule and within the budget.The January 1 operational dates should be met as planned.
Work Completed
The“ethernet”cables from the trial installation were left in place after the trial,even though the rest of the equipment was temporarily removed.Accordingly, there was no need to remove ceiling panels to install the cables.In addition,the individual video display terminals and the master printing station have been installed and are awaiting hookup and testing.
Forecast
Acceptance of the system should be possible in December.Our assuming control of the system depends upon two items:（1)completion of final testing and（2)our payment of the amount specified in the contract.
③Progress Report
To:Managing Director
From:Personnel Assistant
Date:July 27，2013
Subject:Word Processing Conference
I attended the one-day conference by the chamber of commerce on July 24 to find out the need and possibility of introducing word processors.The most relevant information given by the speakers is summarized below.
Office supply
The initial step in deciding on the usefulness of a word processor is to conduct a survey of the work carried out in the office.This survey should cover:
（1)Information handled—this should be a detailed analysis of all the documents coming into and leaving the office.The analysis should answer several questions about each document including what it is,where it comes from,how it is used,what happens to it,etc.
（2)Time utilization—This should be a record of everyone's major tasks during the day.
（3)Survey of word processing equipment—this is a detailed survey of the type of equipment and the facilities offered.From the equipment on show it was clear there is a wide range of different machines.
（4)Staff planning—this is a crucial part of the introduction of word processors as they can reduce the number of staff needed,create new jobs and free secretaries for other work.
Conclusion
（1)For a word processor to be cost-effective,the office must handle a great number of standard documents and texts which are amended before final copy.
（2)Although training time is minimal,staff planning and consultations with staff are vital.
（3)There are many different facilities offered by different machines.
Recommendation
An office survey should be carried out to establish the need or otherwise for one of these machines.
2.2 Business Trip Reports
Business trip reports are a widely used element of organizational communication.They are usually sent to a supervisor or to a group of associates to describe a business trip.Write useful business trip reports that provide details on the purpose of the trip,what you did,what you learned and what recommendations you have for the readers of the report.
How to Write Business Trip Reports
When writing a report about your business trip,stress how it was a good investment for the company to send you.This will help convince managers that future trips also will be needed.Creating a report on your trip to a seminar, conference or trade show should focus on showing a return on the company's investment.These reports follow a basic memorandum format with a header, statement of purpose,discussion and recommendations.
Step 1 Write an accurate memorandum heading.Unless you are writing a long, formal report,skip the cover and contents pages and executive summary.Use a memo format if the document will only be a few pages long,and use a heading that lists the date,topic of the report,your name and who's receiving it.Use section heads to organize the report,such as Trip Purpose,Overview,Benefits,Cost and Summary.
Step 2 Begin with a short introduction—a paragraph will do—stating the purpose of your memo.Describe the reasons for the trip,and explain what you hoped to achieve from it.Include whatever background information your readers need to understand the context of your trip and the reason you are writing the memo.For instance,mention where you traveled.If you went to a seminar,mention who the keynote speakers were;if you went to a business meeting,specify which company you met with and the subject of the meeting.
Step 3 Summarize your trip.If it was a fact-finding trip,describe what your findings were.If it was a seminar,review the highlights.Do not provide a tedious minute-by-minute record of your trip;nobody wants to hear the boring details.For example,do not include extensive notes on every talk or meeting.There's no need to describe the five-course meals you had,or how beautiful the view from your hotel room was.Of course,some lighthearted comments may be welcome,depending on your company policy on business reports.Focus on writing a clear and crisp outline that is easy to understand and covers the main points of your trip.You could provide bullet point notes on the key issues of each meeting,who you attended and the decisions or changes that must be made because of the trip.
Step 4 State any information about the trip that is relevant to your line of work or research.Include here any recommendations you want to share with your readers.Think carefully about this step in your memo,as important decisions could be made based on the suggestions you provide.
Samples of Business Trip Reports
①Business Trip Report
To:Chuck Morones
From:Mike Meier
Date:October 15，2013
Subject:Visits to the Harvey O.Banks,October 8，2013
Purpose
Learn more about the practical engineering and materials issues involved in operating and maintaining a large water pumping facility that uses very large motors and pumps that are no longer manufactured.
About the Site
The Harvey O.Banks water pumping plant was built in 1964 as part of California's statewide water project.It has operated continuously for over 36 years. It is the primary facility responsible for moving water from the Sacramento River Delta along the Diablo Range and into the San Louis forebay.Maximum pumping capacity is 10，670 cubic feet per second,made possible by the nine 34，500 and two 11，250 horsepower electric motor driven Francis pumps.This facility is staffed by 18 engineers,operators,mechanics,electricians and technicians.The facility is operated by the California Department of Water.
About the Tour
The first thing we were shown was the worn parts of a pump that was being repaired.The parts were outside,about 50 yards from the main building.The parts were large,feet diameter,pounds,and impellers.Close examination showed evidence of cavitation and erosion corrosion on the impellers that was severe enough to wear away the stay vanes.This pump had been taken out of service for scheduled inspection.Repairs were underway as required to restore effectiveness of the pump and impeller.
Inside the building,we were shown both the upper and two lower levels of this facility.On the upper level the large 40，000 horsepower motors were visible.One motor was partially disassembled allowing us to examine the 18 feet diameter motor more closely.These motors operate at 400，225 and 200 rpm and require 60 and 4.16 kV.
Our tour of the lower level gave us a chance to examine the pump sections and controls.Most of the pumps were closed but one did have an access port open and allowed us to look inside.This port,which measured approximately 30″×30″，was large enough to easily crawl through and into the pump itself.The cover to this port is normally secured by 60 1-inch bolts.Water pressures in the pump can reach 150 psi.The result would be a load of approximately 135，000 pounds on these bolts,or 2，250 pounds per bolt.
Our tour was at night so it was not possible to see where the water came into the facility and where it left.
We also did not see where the electrical power was brought in.
Overall,the facility was quite clean,with everything painted,rust-free and dry. They pump millions of gallons of water per day here and don't seem to be spilling any of it on the floor.
Observations
This building was quite large,measuring 100 feet by 35 feet.Considering the size an importance of this facility,I was really impressed that years ago there was an engineer who was responsible for putting the whole design on paper and yet another engineer who helped put in a bid and then build the whole thing.That level of responsibility for a project is difficult to imagine.
As large as the facility was it appeared to be a fairly straightforward design. The main building housed all 11 pumps,all in one line running the length of the building.Controls were grouped together and tended to be away from the pumps, and offices and support facilities were located in different buildings.
Any repair of any pump would be difficult and expensive,especially since these motors and pumps are no longer manufactured and the company that made them is long gone.The importance of preventative maintenance,regular inspections and monitoring is clear.
Repair of these motors,pumps and smaller components necessitated in-house machine shops.The people and equipment in these shops make in-house repairs of practically any component possible.
The pump that was being rebuilt would take one month to complete.Once back in operation it is expected to run for another 5 years.
One of the surprise lessons from this visit was how the operation of this facility was effected by the Department of Fish and Wildlife.Operations were expected to have a minimal impact on the fish and crabs,and crabs taken from the pumps were subject to Fish and Wildlife limits,just like they would have been for fishermen.
Relevance
Several issues related to the operation and maintenance of this water plant is interesting and perhaps relevant to my job.The first is the size of the facility coupled with its importance to people who need the water.Decisions made at this plant will affect a lot of people.This is very different from this educational environment where errors are simply marked on exams and reports and then we move on.Within a few years our students will be in a position to be making critical, expensive decisions that have real consequences.
The work environment was quite different from what we normally see in California.It was located in a remote,almost outpost-like location,at the base of the Diablo Range.All facilities（lunch,gas,shops,etc.)are miles away and the nearest neighbor is about a half mile away.This might limit its appeal to the newer crop of engineering students,but on the other hand might be ideal for someone who grew up in a rural setting.
The existence of the plant itself speaks of the state government's recognition of the need for this facility and its willingness to build and operate this plant, presumably,forever.That is an interesting prospect in light of how engineering education is changing to emphasize the new technologies.While established technologies and infrastructure seem to be out of the lime light they are as important to us today as they have always been.
②Business Trip Report
March 20，2013
To:Professional Lewis Phillips
Department of Corrections and Social Works
From:Reed Grant
Corrections Major-Senior
Subject:Visit to Bryson City Training Center,March 17，2013
Purpose
As a number of the SW 429 class,I visited the Bryson City Training Center （BCTC)to learn how a typical juvenile correctional facility operates.BCTC is one of six such facilities under the jurisdiction of the State Division of Human Resources.
Agenda
The visit consisted of a briefing by Dr.James Mitebell,Superintendent of BCTC,a tour of the inmate dormitories;lunch with staff and inmates;and a tour of classrooms and workshops.
From 9:00 to 10:30 Dr.Mitchell gave us a brief history of the establishment of juvenile correctional facilities in the state and the history of BCTC.He described the progress of a typical inmate's stay at BCTC.
Mr.Stan Fralex,a resident counselor at BCTC,gave us a thorough tour of the dormitory area between 10:30 and noon.
After the tour we had a lunch together with the staff and inmates.Starting from 1 pm Mr.Tom Weaver,BTCT Coordinator of Education and Training,briefed us on BTCT's educational and training programs,which consist of classes in English,arithmetic,mechanical drawing,automotive maintenance,and woodwork-ing.All inmates take English and arithmetic and one of the vocational classes every day.A new water pumping station and sewage disposal plant are planned for the facility,and a course in a resources technology is to be added to the curriculum. Upon the briefing,Mr.Weaver led us on a tour of the educational and training area. We also visited classes in session.
Between 2:30 and 3:30 Mr.Raymond Bissell,a BCTC counselor,explained how Positive Peer Culture was used as one part of the re-habitation process at BCTC.All inmates are assigned to a group that meets daily to work on the personal problems and conflicts of the members of the group.
Evaluation of trip
I learned a lot of from the visit.The BCTC staff was very courteous and helpful in explaining the way the facility operates.However,I would recommend that two additional items be added to the agenda of future trips.
（1)An opportunity to visit privately with some of the inmates.The subject of inadequate recreational and sports programming came up during lunch,but most of the inmates were reluctant to say much about it since the staff members were present.
（2)An opportunity to discuss more thoroughly the responsibilities of resident counselors at BCTC.Since I am considering serving my practicum at one of the juvenile correctional facilities,I believe such a discussion would help prepare me better for such service.
Notes
pump hours 泵水时数
levels in storages 库存水平
flow rates 流速
water quality parameters 水质参数
routine report 例行报告
task report 专项报告
data sheet at annex A 附件中数据表
sessions of brain storming 头脑风暴会议
deliberations 商议
APW（Agreement for performance of Work) 工作业绩协议
modalities 形态；模态
uniform salary scale 统一薪级
staff functions 员工职能
output based 以结果为导向
consultants/contract holder 咨询/合同持有人
executive summary 执行摘要；行动纲要
light sensor 光敏感器
accurate readings 准确读数
robot 机器人
rewriting program for the robot 重编机器人程序
fluctuating light 光波动
whiteboard 白板
test pad 测试点
motor command 电机指令
loop 圈
multiple sensors 多敏感器
rotation of the axis 轴旋转
worn parts 磨损原件（零件)
diameter 直径
impellers 叶轮
cavitation 空穴作用
erosion corrosion 侵蚀性腐蚀
stay vanes 固定导叶
18 foot diameter rotor 18 英尺直径转子
rpm 每分钟转数
4.16 kV 4.16千伏
maximum pumping capacity 最大泵水能力
cubic feet per second 每秒立方英尺
horsepower 马力
electric motor 电动机
Francis pumps 弗朗西斯水泵
electricians 电工
technicians 技术员
California Department of Water 加利福利亚水利部
Department of Fish and Wildlife 鱼类和野生动物部
rural setting 乡村环境
lime light 灯光
jurisdiction 司法管辖区
State Division of Human Resources 国家人力资源部
arithmetic 算术
mechanical drawing 机械制图
automotive maintenance 汽车修理
woodworking 木工
pumping station and sewage disposal plant 泵站和污水处理厂
positive peer culture 积极的同侪文化
inmates 被收容者
recreational and sports programming 娱乐和体育设施
counselors 辅导员
juvenile correctional facilities 少年矫正场所