BASIC WRITING SKILLS AND RULES

Capitalization Rules

1. Capitalize the first word of a sentence. Example:

He works in Jimbaran.

2. Capitalize the pronoun I in any location. Example:

My sister and I love books.

3. Capitalize the first word and all titles and nouns in the salutation of a letter and the first
word in the complimentary close. Examples:
Dear Ms. Mohamed,
Sincerely yours,
4. Capitalize a proper noun (names). Example:CandiPrambanan, Indonesia, Bali
 5. Capitalize the specific names of geographical sites & places, regions, organizations,
buildings, works of engineering, abbreviations. Examples: Uluwatu, Mount Batur, Kuta
Beach, United Nations, BajraSandhi Monument, GWK
6. Capitalize a person's title when it precedes the name. Do not capitalize when the title is
acting as a description following the name. Example:President Obama
7. Capitalize the person's title when it follows the name on the address or signature line.
Example:
Mr. Otto, General Manager
8. Capitalize the names of the days of the week, special days (holidays), months of the year,
historic events, and eras. Examples: Tuesday, Galungan, July, SumpahPemuda
9. Always capitalize the first and last words of titles of publications regardless of their parts
of speech. Capitalize other words within titles, including the short verb forms Is, Are,
and Be. Example:A Tale of Two Cities, The Present Simple Tense
Exception:
Do not capitalize little words within titles such as a, an, the, but, as, if, and, or, nor, or
prepositions, regardless of their length.
10. Capitalize the name brand but not the generic products name. Examples: Mercedes-
Benz automobiles, Reebok tennis shoes, Apple personal computers
11. Capitalize words derived from proper nouns. Example:I must learn English.
English is capitalized because it comes from the proper noun England.
12. After a sentence ending with a colon, do not capitalize the first word if it begins a list.
Example:These are my favorite foods: chocolate cake, spaghetti, and artichokes.

Punctuation rules

1. Comma [ , ]. Use commas to separate independent clauses in a sentence. Example: We

had a site inspection yesterday, so we missed the English class.
2. Period or FullStop [ . ]. The primary use of a period is to end a sentence. Its second
important use is for abbreviations. Examples: Noted. However, we need to check the
itinerary, etc.
3. QuestionMark [ ? ]. It goes at the end of a sentence which is a question. Example: How
many people will come to the meeting?
4. ExclamationMark [ ! ]. Only use this when issuing a command or speaking forcefully!
Note: use only one. Two or three exclamation marks in a row is completely unnecessary.
Example: Please put back all the files to their original places!
5. QuoteMarks [ ]. Quotation marks are used to quote another persons words exactly,
whether they be spoken, or written. Example: Andy said, Thanks. I have checked the
email.
6. Colon [ : ]. A colon should be used after a complete statement in order to introduce one
or more directly related ideas, such as a series of directions, a list, or a quotation or other
comment illustrating or explaining the statement. Example: The requirements are:
payment, confirmation.
7. Semicolon [ ; ]. Use a semicolon to join related independent clauses in compound
sentences. Example: Bima forgot to set the alarm; consequently, he came late.
8. Apostrophe [ ]. The apostrophe is used to form possessives of nouns and to show the
omission of letters. Examples: Anas book, hell go, I dont know
9. Parentheses [ ( ) ]. Parentheses are occasionally and sparingly used for extra,
nonessential material included in a sentence. For example, dates, sources, or ideas that
are subordinate to the rest of the sentence are set apart in parentheses. Parentheses always
appear in pairs. Example: Thank you. I have received your email (the one you sent me on
Monday) and will proceed accordingly.
10. Dash or Hyphen
Dash [ ] . Use the dash to emphasize a point or to set off an explanatory comment; but
dont overuse dashes, or they will lose their impact. The dash can also be used in the
same way as parentheses. Example: All the groups Ms. Changs, Mr. Lees, and Mr.
Chows have confirmed their arrival on September 12, 2013.
Hyphen [ - ]. Use a hyphen to join two or more words serving as a single adjective
before a noun, with compound numbers, with the prefixes ex- (meaning former), self-,
all-; with the suffix -elect; between a prefix and a capitalized word; and with figures or
letters. Examples: all-you-can-eat restaurant, ex-husband, mid-September, all-inclusive,
anti-American, T-shirt.
Practice

Correct the capitalization and punctuation in this paragraph:

sanur is a seaside town in the southeast of the island of bali in indonesia its long stretch of beach
offers shallow waters colorful jukung fishing boats rest on the sand backed by a paved cycling
path the purablanjong temple is built from coral and has inscriptions dating from the 10th
century the leafy main street jalandanautamblingan is lined with art galleries and restaurants

WRITING POLITE EMAILS: HOW TO BE INDIRECT AND POLITE

Sometimes we want to be direct and brief in our emails (giving status updates, summarizing
meeting minutes, describing technical issues, etc.). Other times, we want to be polite and
indirect. The chart below provides examples of situations in which we normally write in an
indirect, polite way.
Situations Language Notes
Simple Requests -Asking an Could/can For simple requests, we
(the reader has an employee or youplease? can be fairly direct. Keep
obligation to coworker to do Would you mind? in mind that Would you
comply with your something that mind is a bit more polite
request) he/she normally than Can/could
handles you? Also, could is a
little more polite
than can. Remember that
mind is followed by the
gerund (ing). For
example, Would you
mind taking to take a
look at this.
Favors and Big -Getting help with I was hoping you Favors and big requests
Requests something that you could require softer
(the reader does normally handle I was wondering if language. One way to
not have an yourself you could make language softer is
obligation to -Special requests Do you think you by using past tenses (I
comply with your might be able to? was hoping, I was
request) wondering, I wanted to,
etc.) Another way we
make language softer is
by using modals
(might, could, etc.).
Permission -Vacation requests I was hoping I Just like with favors and
-Time off requests could big requests, we use
-Borrowing I was wondering if I softer language to ask for
something could permission (past tenses,
Would it be okay if modals, etc.).
I?
Do you think I might
be able to?
Suggestions -Offering your What about if? Using these expressions
point of view Maybe we could? sounds more polite
-Suggesting a I thought it might be than Well, I think we
better way of a good idea to need to
doing something
Rejecting/ -Rejecting Im not sure that Expressions like Im not
Refusing/ offers, suggestions, I dont know if sure that, and I dont
Declining proposals/ideas know if are more polite
than That wont work.
Pointing out a -Billing mistakes It looks like These introductory
Mistake It seems statements help to make
the message softer.
Checking on the -Finding out if Have you had a Have you had a chance
Status of something is chance to to finish/work on is
Something finished finish/work on? much more polite
 -Gently reminding than Are you finished
someone that you yet? Or Is it ready yet?
need something
he/she is working
on

LANGUAGE WE USE TO SOUND MORE POLITE

1. Modals
might, can, could, would
2. Distancing phrases (not using the present tense)
I was hoping, I was wondering, I wanted to
3. Tentative language
Maybe, Perhaps, Im not sure if, I dont know if, might
4. Introductory phrases
It looks like, It seems like, Actually,To be honestWell, I see what youre
saying (but),
5. Positive language (avoiding negative expressions like bad, wont work,
ineffective, etc.)
It might not be the best approach.

PRACTICE

Make the following more polite and indirect:

1. There is a problem.
_______________________________________________________________________

2. I completely disagree with your proposal.

_______________________________________________________________________

3. We cant do that in three days.

_______________________________________________________________________

4. We need more time.

_______________________________________________________________________
5. It will be better to ask Brad.
_______________________________________________________________________

6. You made a mistake on the invoice.

_______________________________________________________________________

7. Its a bad idea.

_______________________________________________________________________
 MEETING 3
WRITING FORMAL AND / OR BUSINESS EMAILS
Parts of a Business Letter / Email
Subject: Assistant Manager Job Application Subject

Dear Ms. Thompson, Salutation

I would like you to consider my application for the role of assistant manager at Thompson's Bar
and Grill as advertised on Seek. Opening Line

Working in the hospitality industry over the last few years, I have developed a passion for
providing top-quality customer service, and contributing to a memorable dining experience. I
would love to apply my knowledge to a career in restaurant management and am keen to join
your team.

I have completed a Certificate III in Hospitality, as well as a short course in bar and waiting. I'm
currently studying for my Certificate IV in Hospitality.

This position interests me greatly because I believe I have the leadership skills and attention to
detail to make a valuable contribution to Thompson's. Email Body

Please find my resume attached and I look forward to discussing the position with you.
Closing Line

Yours sincerely, Leave-Taking

Jane Doe Signature (with Full Name)

STARTING AND ENDING A BUSINESS EMAIL, MAKING INQUIRIES

Uses Formal Informal

Salutation Dear Sir, Hi Jane,
Hiya Andy,
Dear Madam,
Dear Cathy,
Dear Sir or Madam Dear Mr Brown,
Gentlemen Dear Ms White,
Hello,
Dear Mrs. Brown
Starting We are writing to inform you that/to Im sorry I havent written/havent
 confirm/ to request/ to enquire about been in touch for a very long time.
...
I am writing to tell you about ...
I am contacting you for the following
I recently read/heard about .....and
reason.
would like to know ....
Having seen your advertisement in ...,
Thank you for asking/inviting me
I would like to ...
to
I would be interested in (obtaining/
Glad to hear from you again / It was
receiving) ...
good/nice/great to hear from you
I received your address from ... and
again.
would like to ...

Closing If we can be of any further assistance, Anyway, I must go and get on with
my work!
remarks please let us know.
If I can help in any way, please do not Anyway, dont forget to let me
know the dates of the party.
hesitate to contact me.
If you require more information ... Ill try and call you at the weekend
to check the time.
For further details ...
Thank you for taking this into Give my love to
consideration.
I cant wait to hear from you. / Hope
Thank you for your help. to hear from you soon.
We hope you are happy with this
arrangement.
We hope you can settle this matter to
our satisfaction.
Ending Sincerely, Lots of love,
Best wishes,
Sincerely yours,
Take care,
Yours faithfully, Yours sincerely,
Regards, Love
Best,
All the best,
MAKING REQUESTS AND RECEIVING ORDERS

Uses Formal Informal

Making We would appreciate it if I am interested in (obtaining/ receiving) ...
requests you would ... Im writing to ask for your help/to ask you
(if you could do me) a favour.
I would be grateful if you
could ... I hope you dont mind me asking but could
you (possibly)?
Could you please send me ...
Could you possibly tell us/ Id be very / really / terribly grateful if you
could
let us have ...
In addition, I would like to I wonder / I was wondering if you could help
me / do me a favour.
receive ...
It would be helpful if you
could send us ...
I would appreciate your
immediate attention to this
matter.
Please let me know what
action you propose to take.
Making and We are pleased to place an Thank you for your quotation of ...
receiving order with your company
orders for.. It will take about (two/three) weeks to
We would like to cancel our process your order.
order
Please confirm receipt of our We can guarantee you delivery before
order. ...(date)
I am pleased to acknowledge
receipt of your order
Your order will be processed
as quickly as possible.
Unfortunately these articles
 are no longer available /are
out of stock.
Apologizing I regret any inconvenience We are sorry for the delay in replying to ...
caused (by) ... Really sorry for the inconvenience.
I would like to apologize for
I hope you will understand when I say that...
the (delay, inconvenience)...
There is no excuse for ... and I hope you'll
Once again, please accept my
forgive me...
(our) apologies for ...
Please accept my (our)
sincerest apologies for...

How can I apologise enough

for...

COMPLAINING, DEALING WITH PROBLEMS, APOLOGIZING

Uses Formal Informal

Complaining I am writing to express my Im not sure its necessary to
dissatisfaction with ...
Can you think of a way to improve your
I am writing to complain about service?

... Overall, Ive been very disappointed with

your service.
Please note that the goods we
ordered on (date) have not yet
There are a few things which I think could
arrived. be improved
We regret to inform you that our
If I were you, I would consider
order no. ----- is now
considerably overdue.
I would like to query the
transport charges which seem
unusually high.
Responding Thank you for your email. We Thank you for bringing this matter to my
to appreciate customers who let us attention.
complaints know when things arent right.
Thank you for taking the time to write to
us.
Thank you so much for taking
the time to write to us. We
Thank you for your email. I was sorry to
appreciate the opportunity to
read about the problems you have been
clarify what we think has
experiencing and I note the details of your
happened.
complaint.

We take all complaints seriously

and to advance this further I
would be grateful if you
would

We have already taken all the

necessary measures to ensure
that this doesnt happen again in
the future.
Apologizing Please accept our apologises for Im sorry. I feel awful about your problem.
any inconvenience caused.
Im sorry for any frustration you may
have experienced.
Please allow me to apologise
for
Im sorry for any inconvenience this
misunderstanding may have caused you.
Rest assure that I will sort out
this issue as a matter of
urgency.