Business Writing Course

Business Writing and Grammar Skills Made Easy and Fun
Instructor: John C. Rich, CSP, CPC, DTM
Three Steps in Writing

Pre-Write
Free Write
Re-write
Getting Started
Avoid Interruptions:
Writing isnt typing. When you're interrupted while you're writing, you can't just pick up where you left off. You have to go through the terrible process of starting all over again.
The fewer the interruptions, the fewer times you have to start again. That's time and energy saved that you can devote to other tasks.
Getting Started
Do All Your Writing at One Time:
Some people tend to answer a letter right away while it's fresh in their minds or at least at the first chance they get. As a result, most people engage in two or three writing sessions during the course of a day.
Let those writing assignments pile up. If you're a morning person, complete them all in the morning; if you're an afternoon person, complete them all in the afternoon. That way you have to get started only once.
Getting Started
Do the Easy Stuff First
Write your easy memos and letters first. Then, once you're warmed up, you can move on to your more difficult writing tasks.
Getting Started
Say It To Someone Else:
Having a hard time making what you want to say clear? Say it to a friend or colleague.
Getting Started
Break the Material Down:
Are you inundated with more thoughts than you can handle? Write each one down on a 3-x-5 card. Then lay the cards out where you can see them all at once.
Each card, each idea, stands for a separate paragraph in whatever you're writing. Decide the order in which to present your ideas
Getting Started
Do Something Different:
Sometimes people get stuck in a routine without realizing it. If you usually write in the morning, try writing in the afternoon. If you usually work on a computer, try writing on paper. If you usually write on white paper, try yellow, or lined.
Freewriting
Set a five-minute time limit
Write without stopping
Write as quickly as you can

Write with NO FEAR! No editing!
Benefits of Freewriting
You get started faster
Youll be more creative

Youll write better Youll revise better Youll save time You can write with No Fear!
Student Assignment
Create a Mindmap using one of the following topics:
Best or Worst: Vacation Childhood Memory Sports Experience Date Job Car Boss Surprise Pet Movie or Concert
Ordering Your Paragraphs

Opening Paragraph:
Introduces idea being considered 1st impression Grab readers attention Engage your readers!

Middle Paragraphs:
Support or clarify Remove paragraphs that restate ideas

Closing Paragraph: Brings together all ideas Restate your major points Draw conclusion Make recommendations or suggestions Summarize ideas
Paragraph Guidelines
Begin with an outline
Limit each paragraph to one topic one main idea per sentence Vary the length of paragraphs
Open or end each paragraph with your main idea
Short Words and Phrases for Transitions

Transitions draw together ideas from paragraph to paragraph and sentence to sentence.
Transitions provide readers with a clear sense of how a writer moved from Point A to Point B.
Types of Transitional Terms

Example: Similarity: Contrast: for instance, for example, in fact, namely likewise, similarly, again, also, furthermore however, in contrast, on the other hand, instead, otherwise, nevertheless, still
Types of Transitional Terms

Cause/effect consequently, therefore, thus, accordingly, subsequently indeed, in fact, certainly, undoubtedly subsequently, finally, then, next, now
Emphasis Sequence
Transitions Exercise
Original Sentence:
Succeeding in college often is a challenge for students. Most colleges provide services designed to help students. They include peer tutoring and personal counseling. Colleges need to provide more services to help students succeed.
Transitions Exercise
Revised with transitions: Succeeding in college often is a challenge for students. Therefore, most colleges provide services designed to help students, such as peer tutoring and personal counseling. However, colleges need to do more to help students succeed.
Transition Words - Exercise

Polls show that Tony Blair is the most popular Prime Minister this century. ________________ , there are even members of his own party who are uneasy with his approach. In particular However For instance

There are some slight variations in temperature, but _______________ 26 to 27C should be expected.
consequently
otherwise
as a rule

It was announced that nurses' working hours would be increased by 25%. ______________ , even fewer trainee nurses are expected to join the profession.
As a result So that Likewise

In order to try to reduce car use in the inner cities, the government has announced new restrictions on company parking spaces and ______________ , a new tax on individual car use.
as well as
in addition
in the same way

Essays must be handed in by the deadline, ______________ they will not be marked.
obviously
otherwise
as a result
Mindmapping
A mind map consists of a central word or concept; around the central word you draw the 5 to 10 main ideas that relate to that word
Mindmapping enables your thoughts to emerge naturally, without pressure or constraints.
How to Mindmap or Pre-Write

1. Start by putting what it is you want to write about in the middle of a blank piece of paper and draw a circle around it.
2. Continue to think about your topic and jot the ideas down around the topic and circle each idea.
3. Write down as many thoughts as you can think of.
How to Mindmap or Pre-Write

The next step is to organize the ideas try to see each idea as a separate paragraph. 4. Assign a number or letter to each idea/paragraph
Mindmap Exercise
You have received a promotion and are moving to a new position in your company. A co-worker has expressed interest in your job and has asked you to send them an e-mail describing your position.
Using Graphics to Ensure that Your First Draft Isnt Missing Any Points
As you move from mindmapping and

free writing, a good way to make sure youve included all of the content you intended is to use graphics.
Understanding How Business Writing Differs from Other Forms of Writing

Academic Writing Business Writing Fiction Non-Fiction Journalistic Writing
5 Major Functions of Business Writing Inform:

provide the reader with written information in an objective manner
Request:
asking for something the kind of request will dictate your approach
5 Major Functions of Business Writing Record:

record, in writing, an event or series of events
Instruct:
teaching something to someone, possibly other employees
Persuade:
attempting to convince someone to support a particular point of view
"We are judged by how well we represent ourselves in our writing" When writing your various types of correspondence, you need to "Do it right and with style" Your writing reflects directly upon the business you are representing
Before You Start

Know Your Subject
Know Your Readers

Know Yourself
Where Do You Get Your Information From?

First-hand Experience Interviews Books Files Magazines and Journals Electronic Media and Computer Search
Search Engine Sites

www.google.ca
www.ca.yahoo.com
www.ca.altavista.com
www.dogpile.com
www.ask.com
(used to be Ask Jeeves)
www.lycos.ca
Other Useful Sites

www.unc.edu/depts/wcweb/handouts/ business.html http://www.4hb.com/letters/index.html www.itools.com/lang www.dictionary.com www.instantweb.com/D/dictionary http:silmaril.ie/cgi-bin/uncgi/acronyms www.refdesk.com
RESEARCH
RESEARCH is the key to effortless writing. "Do your homework" before you begin to write and you'll be amazed at how effortlessly the words will flow after that.
6-Step Process for Tuning In to Your Audience

#1 Who?
Knowing all you can about your reader will help keep your reader's attention. Knowing all you can about your reader will increase the positive impact your writing has for your reader. You can't write effectively for your reader unless you have a lot of information about them

#2 What? Doing your homework (research) will help focus your writing and make the words flow more readily. #3 When? When will your reader read the message and how much time will the reader spend on it? When do you want the reader to act?

#4 Where?
Where in the company hierarchy is this reader located (top management, middle management, branch office, plant worker, and secretary, other)? Where is most of the readers work done (at a desk, at a machine, walking around or elsewhere)? Where else in the company does the reader have to go for approval to act?

#5 How?
How interested is the reader in the arrival of this message?
How will the reader feel about it (good news or bad news)? How will the readers job be affected by this message?

#6 Why?
Why am I writing?
Why should my reader respond?
Seven Cs of Letter Writing

Clear Concise Correct Courteous Conversational Convincing Complete
Choosing the Right Word

In the beginning was the word. And theres been a lot of confusion since!
Our usage of words changes constantly, as does the standard acceptance of words. One writers slang can be another writers powerful expression.
Correct Word Usage
http://writing2.richmond.edu/writing/ wweb/conford.html
http://www.infoplease.com/ipa/A020 0807.html
Reasons Why The English Language Is Hard To Learn:

1. The bandage was wound around the wound. 2. The farm was used to produce produce. 3. The dump was so full that it had to refuse more refuse. 4. We must polish the Polish furniture.

5. He could lead if he would get the lead
out. 6. The soldier decided to desert his dessert in the desert. 7. Since there is no time like the present, he thought it was time to present the present. 8. A bass was painted on the head of the bass drum.

9. When shot at, the dove dove into the bushes.
10. I did not object to the object.
11. The insurance was invalid for the invalid.

12. There was a row among the oarsmen about how to row.
Reasons Why The English Language Is Hard To Learn: 13. They were too close to the door to close it. 14. The buck does funny things when the does are present. 15. A seamstress and a sewer fell down into a sewer line. 16. To help with planting, the farmer taught his sow to sow.
Reasons Why The English Language Is Hard To Learn: 17.

18. 19. 20.
The wind was too strong to wind the sail.

After a number of injections, my jaw got number. Upon seeing the tear in the painting, I shed a tear. I had to subject the subject to a series of tests.
Contractions
When we talk, we talk in contractions much of the time. Im sorry, I wont be able to attend the class with you today. Im busy and cant keep up with my work now. Instead of I am sorry, I will not be able to attend the class with you today. I am busy and cannot keep up with my work now.
Contractions
Words that cause difficulties when using contractions: Hes the candidate (whose/whos) from our neighbourhood. (There/Their/Theyre) headed to the mountains for a fun weekend of skiing. (Your/Youre) my choice for the new committee seat. Can you imagine why (theirs/theres) a need for discussion on this?
Verb Tense/pronouns/antecedents
A verb must agree with its subject in number A pronoun must agree with its antecedent in number and gender
Workbook Exercise
1. The owner asked how the construction will (affect/effect) his customers.
2. I am (anxious/eager) for the weekend to arrive. 3. Please (assure/ensure/insure) your readers that you meant well. 4. I am going to meet with the (counsel/council) on urban development.
Workbook Exercise
5. There seem to be (fewer/less) people at the picnic this year.
6. Please take my (advice/advise).

7. Shelley (adapted/adopted) quickly to her new job. 8. That was quite a (complement/ compliment) you gave her.
Fewer/Less
Fewer or Less?
Use fewer with objects that can be counted one-by-one.
Use less with qualities or quantities that cannot be individually counted.

Incorrect: There were less days below freezing last winter. Correct: There were fewer days below freezing last winter. (Days can be counted.) Correct: I drank less water than she did. (Water cannot be counted individually here.)
Fewer/Less
When referring to time or money, less is normally used even with numbers. Specific units of time or money use fewer only in cases where individual items are referred to. Examples: I have less than an hour to do this work. I have less time to do this work. I have less money than I need. I have less than twenty dollars. He worked fewer hours than I did. The only occasion in which you might say, "I have fewer than twenty dollars," would be when you were talking about specific dollar bills or coins, such as "I have fewer than twenty silver dollars in my collection."
Which or That?
Rules: Use which for parenthetical remarks and asides (nonrestrictive clauses). Such remarks are not essential to the meaning of the sentence and can be omitted without losing the sense of the sentence. Nonrestrictive clauses are set off by commas. Use that for clauses that limit or define (restrictive clauses). These clauses are necessary to the meaning of the sentence. You can omit that in a sentence, but don't leave it out if there's any possibility of confusion.
Which or That?
When referring to a person, use who rather than which or that.
Which, that, and who are not interchangeable. Which usually refers to things, that to either things or people, and who to people. When you can replace that with who, do so. Other life forms take that. But how should you refer to a dog with a personality? There are always exceptions.
Which or That?
Examples:
The wagon, which [incidentally] is now broken, was purchased at a home improvement store. The clause, which is now broken, can be omitted without disrupting the meaning of the sentence. It is not essential to the sentence (nonrestrictive). It's simply additional information. The wagon that is broken was purchased at a home improvement store. This one particular wagon is broken; others are not broken. The clause that is broken restricts the meaning of wagon to the one that is in disrepair (restrictive).
Which or That?
The brochure, which was designed by our marketing department, won high praise at the meeting. The nonrestrictive clause which was designed by our marketing department provides parenthetical information and can be omitted without destroying the meaning of the sentence. The brochure that was designed by our marketing department won high praise at the meeting. The marketing department brochure was a winner; the brochures designed by other departments did not win kudos.
When Its Okay to Bend the Rules

Ending sentences with prepositions:
Formal writing style traditionally avoids ending sentences with prepositions, even though it can sometimes lead to clumsysounding sentence construction.
Whereas, in casual speech and informal writing, it is no longer considered improper to avoid ending a sentence with a preposition.
Prepositions
A preposition is a word that can indicate a relationship between nouns and pronouns (and phrases) within a sentence. For instance in the following sentence: The journal is in the library.
The bolded word in is the preposition, indicating the relationship between the journal and library;.
Common prepositions:
about before by like out with above behind for near through against beneath from of throughout around beside in off to at but into on under

Formal Style Examples: For whom is the present?
You are the cousin to whom I feel closest.

With what shall I serve the pie?
Informal Examples: Whos the present for? Youre the cousin I feel closest to. What should I serve the pie with?

Remember the famous Churchill quote: Ending a sentence with a preposition is something up with which I will not put. The idea is that if it sounds okay to end a sentence with a preposition then it is perfectly okay to write it that way as well.
Sentences Ending With Prepositions

There is no need to notify us about problems that we are already aware of. Officials in Iraq still have not decided whom he will be allowed to meet with.

Splitting infinitives An infinitive is a verb form usually using the word to with the verb: to grow, to call, etc. Once we were taught never to put an adverb between the to and the verb. Now it is acceptable and sometimes preferred:
He agreed immediately to leave the grounds. He agreed to immediately leave the grounds.

Split Infinitives Exercise
Correct the split infinitives in the sentences below:
We tried to carefully reassemble the parts. We tried to reassemble the parts carefully.
Try to, if you can, exercise two or three times every week. Try to exercise, if you can, two or three
They began to gradually pick up the pieces. Gradually, they began to pick up the pieces. We want to really understand what youre trying to say. We really want to understand what youre trying to say.

Making a distinction between who and whom
Who is the subjective/nominative form. Use who whenever he, she, they, I, or we could be substituted in the who clause Examples: Who is arranging the teleconference? (She is arranging the teleconference.) Who booked our sales conference in March? (He booked the sales conference in March.)

Whom is the objective form. Use whom whenever him, her, them, me, or us could be substituted as they object of the verb or as the object of a preposition in the whom clause.
Examples: Whom did you see today? (I saw her today.)

Whom did you say you wanted to see? (You wanted to see him.)

The humourist Calvin Trillin, has said, As far as Im concerned, whom is a word that was invented to make everyone sound like a butler. In conversational speech, most people are likely to say, Who ya gonna vote for?, rather than Whom are you going to vote for?. But in a business document, be sure to use whom when the objective form is called for. If whom strikes you as too stilted or sounds unnatural, reword the sentence; for example, Who is your choice in the next election?
Who/Whom Exercise
Fill in the blanks using who/whom/whoever/ whomever, as appropriate: 1. To ________ it may concern. 2. A child ________ is in school and ________ earns less than $5,000 is a dependent. 3. You may nominate ________ you wish as your executor, but it should be someone ________ you trust and ________ is able to take on the responsibility.

Starting sentences with And, But, or Because
This is an acceptable practice. The best way to judge the correctness is to read the sentence aloud. If it sounds better starting the sentence with and or but, then do it.
Re-using words Using simple contractions
Abbreviations, Acronyms & Jargon

The most important thing to remember when using abbreviations is to make sure your readers understand them and to use them consistently within a document. It is important when using acronyms to spell the name in full the first time you use it. Jargon is only okay when your reader knows the vocabulary and is comfortable with it.
Rules for Abbreviations & Acronyms

1. Always use a period at the end of the standard abbreviation for a single word.
Eliminate period between the letters of acronyms they interfere with the reader's ability to quickly and clearly understand your meaning.
2.

3. If you are unsure of your reader's familiarity with a particular abbreviation (or acronym or set of initials), place the unabbreviated form in parentheses after your first use of the abbreviation in your writing When an abbreviation, acronym or set of initials ends a sentence, use only one period to end the sentence. If the abbreviation, acronym or set of initials requires a punctuation mark other than a period after it, use that punctuation mark immediately after the final period of the abbreviation or the last capitalized letter of the acronym
4.

5. Use the two-letter province codes designed by Canada Post on all correspondence to the provinces and territories of Canada. 6. Whatever you do, remember that consistency and clarity must be your watchwords. Use abbreviations, acronyms and initials to communicate, not impress.
Two-Letter Province Postal Codes

The official two-letter abbreviations for the provinces and territories in Canada:
Alberta British Columbia Manitoba New Brunswick Newfoundland and Labrador Northwest Territories Nova Scotia Nunavut Ontario Prince Edward Island Quebec Saskatchewan Yukon
AB BC MB NB NL NT NS NU ON PE QC SK YT
Abbreviations
Personal Titles: Mr. Mrs. Junior and Senior: Jr. Sr. Professional titles after a full personal name: Ph.D. Esq. M.D. NP CGA MBA Prof. Rev.
Ms.
Abbreviations
Time and Temperature: 10:30 a.m. or 10:30 A.M. 11:30 EST 734 B.C. The word number when accompanied by a numeral: Train No. 55 Flight No. 1 will depart from Gate No. 3.
Abbreviations to Avoid
Names of People: Robt. Burns was a poet.
Names of geographic locations: The Bdwy. show Cats has been staged a record number of times. Names of countries, states and cities in formal writing: I recently visited L.A. Calif. (Its okay to use the abbreviations in address or tables or charts.)
Abbreviations to Avoid
Names of months, days and holidays: Marys anniversary is Jn. 30, 1962. (Its okay in addresses, tables or charts)
Note: A single period is used when an abbreviation ends a sentence. You dont need to use a period both for the abbreviation and to end the sentence. I will arrive in San Antonio at 10:30 A.M.
Quotation Marks
Quotation marks are always used in pairs. They enclose exactly quoted statements from either someones writing or someones speech. Example: William Shakespeare dismissed the importance of a name when he wrote, Whats in a name? A rose by any other name smells as sweet. (Romeo & Juliet)
Quotation Marks
Use quotation marks to set off words that have been directly quoted from someone, whether you are quoting something said or something written. Example: Yikes! Mary said, When did that happen?
Quotation Marks
Use to identify titles taken from a complete published work, for example a chapter of a book or a magazine or newspaper article (italicize the titles of complete published works) For example, if you cite a particular short story from a collection of short stories, the particular short story would be enclosed in quotation marks and the book title would be italicized Example: You can find Thomas Manns The Cockroach in the book An Anthology of German Literature.
Quotation Marks
Use to indicate words that are used ironically Use quotation marks to identify words or phrases that are used in context but contain a special meaning. Example: When Faulkner was writing about death and dying in his book, As I lay Dying, his use of the word dying meant much more than the physical act of dying.
Quotation Marks
When used with other punctuation marks: _____. or _____, _____: or _____;
The experts dont agree on whether quotation marks go inside or outside other punctuation. The rule is to be consistent in your writing with your use of punctuation and quotation marks. Generally, in the UK punctuation goes outside the brackets, which is the opposite in the US.
Numbers vs. Words

Spell out: Numbers that begin a sentence Example:
Twenty years ago I began this job.
Numbers vs. Words

If the previous sentence had started with a larger number it would be awkward to start the sentence with the number. Rewrite the sentence and put the number somewhere other than the first word. Example: (Not preferred) Three hundred and forty-seven years the company has been in business.
The better way to write it: The company has been in business for 347 years.
Numbers vs. Words

Spell out: Approximations of numbers that are used for effect rather than for accuracy Example: Ive told you a hundred times to lock the car.
Numbers vs. Words

Spell out: small numbers in street addresses Example: My new address is 4515 SW Fifth Avenue.
Numbers vs. Words

Use figures: for numbers containing fractions and ratios Examples: Be sure you use 8 by 11-inch paper to do your report. The odds for the 2008 super bowl are 10-to-1.
Numbers vs. Words

Use figures: for percentages and numbers containing decimal points Example: The research indicates that 51.6% scored below the national average.
Numbers vs. Words

Use figures: for dates
Example: I started this job on the 28th of August.
Numbers vs. Words

Use figures: to number lists
Example:
This is the correct order to complete the job: 1. Do the research. 2. Outline the material. 3. Write the rough draft. 4. Edit the work. 5. Proof read the document.
Numbers vs. Words

Use figures: for a.m. and p.m., but spell out the number before oclock
Examples:
The arrival time for the flight from Dallas is 10 a.m. The flight from Dallas is scheduled at ten oclock.
Numbers vs. Words

Use figures: to emphasize ages
Example:
Hes 70 and still working full time.
Numbers vs. Words

Use the letter s or s to form the plural of a figure
Examples:
The 1970s were a difficult time for my grandfather who was a WWI veteran. The 1970s were a difficult time for my grandfather who was a WWI veteran.
Numbers vs. Words

Combine figures and words for large, round numbers: Example:
Its reported that Tiger Woods will earn over $50 million this year just from Nike.
Numbers vs. Words

Combine figures and words to distinguish one set of numbers from another set in a single sentence: Example: One high school in the tournament has a total student body of 156, yet their girls starting line up has 2 six-footers.
Simple Guidelines for Mastering the Most Commonly Used Punctuation Marks
Punctuation marks are the mechanical means for making the meaning of a sentence easily understood. There are two main purposes of punctuation in writing: 1. To join ideas together in a meaningful way. 2. To separate ideas from each other.
Apostrophes
Use to replace the missing letters in contractions Note: Please note that in business writing the use of easily understood contractions is allowed and encouraged. They can speed up the reading for your busy reader.
Apostrophes
Examples:
I will cannot We are You have I am
Ill cant Were Youve Im
Apostrophes
The problem of its and its
Its is the contracted form of it is.

Its is the possessive form of the
personal pronoun it.
Apostrophes
To indicate possession
1. Use an apostrophe followed by an s to make the possessive of any noun
Examples: the managers recommendations the trainers comments Jonathans birthday
Apostrophes
Forming the Possessive of Plural Nouns:
Form the plural first; then apply the possessive rule

Examples: Singular boy boss hero man child woman Plural boys bosses heroes men children women Possessive boys bosses heroes mens childrens womens
Apostrophes
To form the singular possessive of a compound noun, add an apostrophe plus s to the last element of the compound. Examples of Compound Nouns:
my son-in-laws job prospects the secretary-treasurers report the owner-managers policies the notary publics seal a do-it-yourselfers obsession
Test Yourself!
3. The (childrens, childrens) knowledge of the apostrophe was better than anyone (elses, elses), including the word (columnist, columnists). 4. After giving her employer four (months, months) notice of her departure, Jill received a (weeks, weeks) salary.
Capitalization
The first word in sentences, listed items, quotations, salutations, and complimentary closings: Examples:
Your clothes are ready. The first directions in the guide said, Open the box from the top. Dear Sir or Madam: Sincerely, Sincerely yours, Best wishes, Your friend,
Capitalization
Capitalize the first word and all the important words in the titles of books, periodicals, reports, poems, stories, plays, paintings, songs, and movies. The definition of an important word is: all the words except articles (a, an, the), conjunctions and prepositions less than five letters long. Examples: Moby Dick Death of a Salesman The Raven How to Buy a Home
Capitalization
The first word and all the main words of headings and subject lines: Examples: Parking Regulations How to Read This Article
Capitalization
Names of people, places, schools, religions and organizations: Examples: University of Toronto, James Scott, Roman Catholic, Grand Canyon, Time-Warner Group, Lake Erie
Capitalization
Names of races and nationalities: Examples: Asian, Caucasian, African-American
Capitalization
Names of geographical regions when they refer to a definite region or are part of a proper name:
Examples:
Midwest, South, Middle East
Capitalization
Names of one-of-a-kind events: Examples:
the Derby (Kentucky Derby) the Series (World Series)
Capitalization
Names of the months and holidays Examples: December, Christmas, Fourth of July
Names of brands Examples: Pepsi-Cola, Kleenex, Tide, Maytag, Chevrolet
Capitalization
Names of peoples titles or positions when they precede the peoples names:
Examples: Human Resources Director Linda Walker, Vice-President Bill Cowles

But: when the title appears after the name, it is not capitalized Examples: Herschel Farman, professor of history Initials of a name:
Examples: H.D. Smith
Capitalization
Names of departments within a company or organization for internal communications:
Example: The Faculty Department had the most members contribute during the blood drive.
Capitalization
Two additional guidelines:
1. When in doubt, look it up in your dictionary or style guide 2. Be consistent
Punctuation/Abbreviations/Capitalization Exercise
1. Mr. Jos. Buchmueller is our representative in Borden, Ont. Mr. Joseph Buchmueller is our representative in Borden, ON. 2. mr r g simpson president of moore corporation is flying to england on mon Mr. R. G. Simpson, President of Moore Corporation, is flying to England on Monday.
3. the east coast fishing industry is in a recession at the moment The East Coast fishing industry is in a recession at the moment.
4. farley mowats book the people of the deer is a fascinating account of life among Canadas native people Farley Mowats book, The People of the Deer, is a fascinating account of life among Canadas native people.
5. the names dominion day and canada day are both used when referring to july 1 The names Dominion Day and Canada Day are both used when referring to July 1. 6. we currently offer courses in carpentry plumbing and home insulation auto repairs for the non-mechanic is the title of a course especially suitable for the beginner We currently offer courses in carpentry, plumbing, and home insulation. Auto Repairs for the Non-Mechanic is the title of a course especially suitable for the beginner.
Periods
Use at the end of a sentence: Examples: 1. 2. All monthly expense reports must be in by the 10th of the following month. A nanosecond is one-billionth of a second.
Periods
Use with abbreviations, except organizational names: govt., st., UCLA Do not use a period with lowercase abbreviations of a singular or compound measurement term, unless omission could cause confusion by spelling another word cm, km, wt, but: in., no.
Periods
If words are omitted at the end of a quoted sentence, use ellipsis marks followed by the necessary ending punctuation mark.
Example:
The regulation states, "All agencies must document overtime . . ."
Periods
If words are omitted within a quoted sentence, use ellipsis marks where you have left out the word(s). Example: According to our records, Callan received . . . awards for best actress.
Periods
Dont use after a sentence ending in a punctuated abbreviation: Example:
Class starts promptly at 8:00 a.m.
Periods
Dont use when the numbers or letters in a list have been enclosed in parentheses.
Dont use after even amounts of dollars: Example: Please pay $225 as noted on the past-due invoice.
Periods
Dont use after a Roman numeral that is part of a name: Example: II IV X
Spacing after a Period

As a general rule, use one space after the period at the end of a sentence, but switch to two spaces whenever you feel a stronger visual break between sentences is needed. In all cases, the deciding factor should be the appearance of the breaks between sentences in your document.
Semicolons
The semicolon is used to separate two parts of a compound sentence where no conjunction is used.
Examples:
Abdominal exercises help prevent back pain; proper posture is also important. Jo will make the arrangements for the golf course; I will take care of the tee times.
Semicolons
Use to separate two independent clauses joined by transitions such as however, nevertheless and therefore: Example: Jo will make the arrangements for the golf course; however, to make sure it gets done, I will take care of the tee times.
Colons
Colons are used to introduce something that explains or illustrates what has come before it Example: Heres how to use this guide: start with page 1
Colons
Colons are used to introduce a list or a series of examples: Example:
I will bring the following equipment to class tomorrow: a board, a fish-tank, a bucket, and a light.
Colons
Used to introduce quotations that are more than three lines long: Example: At the school assembly, the principal said:
Please read the new handbook being handed out right now. In it there are many new rules that apply to everyone in the school. The first states that there are no cell phones allowed within school properties. Also, no drinks are allowed on the busses. In addition...
Colons
Colons are used after a salutation in formal correspondence:
Example: Dear Chairperson: Dear Sir: Dear Dr. Smith: Colons are used between hours and minutes in the time of day: Example: It is already 5:14 p.m.
Comma
The comma means pause and it helps make clear the syntax of any sentence.
Comma
The comma is often used to separate two independent clauses (a group of words that can function as a sentence) that are joined by a coordinating conjunction (for, and, nor, but, or, yet, and so, when they are used to connect; the acronym FANBOYS can be used as a memory aid).
Comma
Examples of Independent clauses : I passed the test, but he failed. The game was over, but the crowd refused to leave. Example of a dependent clause : After I brushed the cat, I lint-rollered my clothes.
Comma
Use to separate introductory phrases and clauses from the main parts of sentences Example: Besides being a good golfer, Joanna is an exceptional speller and has won many spelling bees.
Comma
Use to separate items in a series:
Example: Joanna is a golfer, speller, writer, and a great organizer.
Comma
Use to separate phrases and clauses that arent a part of the main sentence. Example: Joanna, a great organizer, enjoys helping Lynn and others get better organized.
Comma
Use to separate adjectives in a series: Example: This is a clear, simple, easy to understand guide. Note: To determine when to use a comma, substitute the word and for each of your commas. If the sentence still makes sense, the commas are needed.
Comma
Use to separate transitional words from the rest of the sentence:
Example:
Furthermore, she is always right.
Comma
Use to separate the names of people addressed in a sentence: Example: Well, Joanna, Lynn finally beat you!
Comma
Use to separate titles and degrees from the names theyre associated with: Example: Mary Anne Walker, Ph.D., will share her work on specialized instruction.
Comma
Use to separate items in dates, addresses and geographical locations: Example: Mary Anne published her first book on May 17th, 1971.
Dash
It was common in the nineteenth century and then disappeared. It has come back again and is kind of an all-purpose punctuation mark. It can be an effective way to emphasize points or call attention to specific information.
Dash
Use to connect thoughts to the beginning or end of a sentence: Example: What made Mickey Mantle great was he could hit just as good right-handed as he could left-handed - hes naturally ambidextrous.
Dash
Use to take the place of colons: Example: My bus driver said three things were not allowed on the bus - food, water, and gum.
Dash
Use to insert a thought into a sentence: Example: Not playing golf anymore - a real possibility for some - is unlikely to happen for Joanna.
Dash
Use to add information to some word, phrase or clause in a sentence. Example: Writing, speaking, and teaching - activities which Mary Anne excels at - are unreachable goals for persons like myself.
Parentheses
Use parentheses to add information or to enclose an explanation that is extra information.
Examples: Go to Chapter 8 (pages 104-121) for more information on atoms. The idea (that she might ever lose) never occurs to Joanna.
Parentheses
Use to enclose the abbreviations or acronyms of spelled-out forms or vice versa: Example:
The Professional Golfers Association (PGA) often consults with Joanna.
Parentheses
Use to indicate the source of information within text: Example: There have been many articles (Golf Digest, 1966) written about Joannas techniques.
Hyphen
Definition: a short horizontal mark used to connect words or syllables, or to divide words into parts
Hyphen
A hyphen is used to connect compound nouns: Example:
My mother-in-law is visiting us.
Hyphen
A hyphen is used to connect compound verbs: Example: Be sure to double-space that report.
Hyphen
A hyphen is used to connect compound adjectives:
Example: The up-to-date information is on the desktop. Use the hyphen to connect compound adjectives only when the adjectives precede the noun. Example: The information is up to date.
Hyphen
A hyphen is used to indicate a suspension between the first and subsequent words in a hyphenated compound:
Example:
There was a difference between the lowand high-performance engines.
Hyphen
A hyphen is used to separate the numerator from the denominator in spelled out fractions:
Example: one-third
Hyphen
A hyphen is used to divide a word of more than two syllables at the end of a line: Example: We would predict that the hiking adventure into the mountains will be magnificent. (note: only in written or typed form, not on a computer)
Punctuation Exercise
1. After working all day at the office I went home for dinner.
Answer: After working all day at the office, I went home for dinner. 2. I need to pack my computer calculator business cards and toothbrush. Answer: I need to pack my computer, calculator, business cards, and toothbrush.
3. The partners arent going to the retreat nor are they happy about it. Answer: The partners arent going to the retreat, nor are they happy about it. 4. Professor Benson grinning from ear to ear announced that the exam would be tomorrow. Answer: Professor Benson, grinning from ear to ear, announced that the exam would be tomorrow.
5. I thought I had completed the project consequently I was surprised to hear about the additional work. Answer: I thought I had completed the project; consequently, I was surprised to hear about the additional work.
6. My new office contains the following items a desk lamp a swivel chair and an in box thats always full. Answer: My new office contains the following items: a desk lamp, a swivel chair, and an in-box thats always full.
7. We have prepared your estimate however you shouldnt sign it before Friday.
Answer:
We have prepared your estimate; however, you shouldnt sign it before Friday.
8. The three largest earthquakes occurred in San Francisco Tokyo and Lima. Answer: The three largest earthquakes occurred in: San Francisco, Tokyo, and Lima.
9. The executive watched the competition but the competition went ahead with the takeover.
Answer:
The executive watched the competition, but the competition went ahead with the takeover.
10. We wanted to go to the partners meeting but we were unable to leave before the weekend.
Answer: We wanted to go to the partners meeting, but we were unable to leave before the weekend.
Punctuating Titles
Use quotation marks when you want to quote or show the titles of short stories, novellas, articles, chapter titles in books, poems, television shows, songs, and papers that you write. Example: Incorrect: I read the poem The Tyger, the other day. Correct: I read the poem The Tyger, the other day.
Punctuating Titles
Using Italics: 1. Use italics (or underlining) to indicate the title of any complete work published or produced as a separate item.
Examples: Two of my favourite books were written by Ayn Rand: Atlas Shrugged and The Fountainhead.
The novel, Gone with the Wind, was incredible.

The novel, Gone with the Wind, was incredible.
Punctuating Titles
2. Use quotation marks to enclose the titles of anything that is only a PART of a complete work. This would include sections of a report, articles in a magazine or journal, song titles from a complete CD, and titles of separate sessions of a conference.
Examples: His Executive Summary and Final Recommendations sections contain the best information. Did you read What I Know for Sure in the October magazine? Should we play Jackson Brownes or Eddie Vedders version of I am a Patriot with the slide show at this years picnic?
Punctuation Exercise #2
the continuing care retirement community CCRC has become one alternative to the impending increase in our elderly population according to estella espinoza professor of gerontology at the university of connecticut. nursing homes are no longer the answer to this social need she said their simply to costly for todays senior-citizens she added. CCRC's normally require a tremendous down payment. this initial investment together with the continuing high price of socalled maintenance means that many americans will be excluded from the CCRC of their choice. its a shame that getting old has to be so expensive said espinoza there are three things involved here affordability convenience and human dignity
Answer - Punctuation Exercise #2

The Continuing Care Retirement Community (CCRC) has become one alternative to the impending increase in our elderly population, according to Estella Espinoza, Professor of Gerontology at the University of Connecticut. "Nursing homes are no longer the answer to this social need," she said, "They're simply too costly for today's senior citizens." she added.
CCRCs normally require a tremendous downpayment. This large initial investment, together with the continuing high price of so-called maintenance, means that many Americans will be excluded from the CCRC of their choice. "It's a shame that getting old has to be so expensive." said Espinoza, "There are three things involved here: affordability, convenience, and human dignity."
Exercise
dear chris i want someone who knows what love
is all about you are intelligent kind and

thoughtful people who are not like you admit to
being useless and inferior you have ruined me

for other relationships I ache for you I have no feelings whatsoever when were apart I am always happy will you let me be yours pat
Style and Usage Tips for International Correspondence

Be very clear Use complete sentences Avoid all use of jargon, unusual figures of speech and abbreviations Determine correct salutations for specific cultures Avoid long sentences Avoid humour and euphemisms
Style and Usage Tips for International Correspondence

Proofread carefully with reader in mind
Use correct time, date and measurement formats (for clarity, write the month as a word)
Spell Every Word Correctly Every Time Each time you look up a word, add it to a list. When you have trouble spelling the word next time, simply quickly look at your list for the correct spelling.
Spell Every Word Correctly Every Time

Develop tricks to help you spell difficult words:
In Misspellers Guide , Joel and Ruth Schroeder say, Develop tricks to help you remember how to spell difficult words. For example, you want two desserts, so remember to put two Ss in dessert. Or, the principal is your pal, and so is money (principal and interest.) (P. 2) (SkillPath book)

Use pronunciation to help you visualize correct spellings: When you say Wednesday, say Wed-nesday. In other words, over-pronounce to help you spell the word correctly. The same is true for February. Say Feb-ru-ary.

Use a words origin as a clue for words that are difficult for you: When you look up a word in the dictionary, pay attention to spelling clues in the words origin.
For example, harebrained means to act like a rabbit. (Schroeder, P. 3)

Break up words you have difficulty with into their components and reassemble them: This technique as well as writing difficult words down ten times, and checking the origin of the word is what spelling champs use. Mis + spell = misspell Stubborn + ness = stubbornness

For very difficult words, write them down ten times, say the word out loud each time
Keep a misspellers guide handy

Use the spell-check function in your word processing software: Its okay to use your spell checker but be aware there are some instances when this technique wont help you. For example, if you write: Bare with me as I look over the examples before responding.
I before E rule
Exceptions:
beige, codeine, conscience, deity, deign, eight, either, feign, feint, feisty, foreign, forfeit, freight, heifer, heigh-ho, height, heinous, heir, heist, neighbor, neither, peignoir, rein, science, seismic, seize, sheik, society, sovereign, surfeit, veil, vein, weight, weird
Spell Checker
Ode to Spell Check I have a spelling checker. It came with my pea see. It plainly marks four my revue Miss steaks I cannot sea. Ive run this poem threw it. Im sure your pleased to no, Its letter perfect in its weigh My checker tolled me sew. Unknown
Prefixes and Suffixes

Prefixes When adding a prefix to a word, neither the spelling of the (prefix) nor the (spelling of the word) changes. Examples: un + necessary = unnecessary mis + spell = misspell

Suffixes Ending in y preceded by a consonant, change the (y to i) before adding the suffix, unless the suffix begins with i. Then you keep the (y). Examples: study / studies study / studying

Suffixes: Ending in e, drop the e before suffixes beginning with a vowel Example: wage / waging

Suffix: That is only one syllable long or a word that is accented on the last syllable, double the final consonant of the word before adding the suffix Examples: shop / shopped stop / stopped begin / beginning occur / occurred
Suffixes: able and ible

If the root is not a complete word, add ible. aud + ible = audible
Examples: visible horrible terrible possible edible eligible incredible permissible

If the root is a complete word, add -able. accept + able = acceptable Examples: fashionable laughable suitable dependable comfortable If the root is a complete word ending in -e, drop the final -e and add -able. excuse - e+ able = excusable Examples: advisable desirable valuable debatable

Some exceptions: contemptible digestible flexible responsible irritable inevitable
Plural
For most words, just add s Examples: dogs miles highways
cats services nights
Plural
For words ending in s, sh, ss, ch, z or x, add (es): Examples: viruses businesses latches faxes
Plural
For words ending in o preceded by a consonant, add (es): Examples: potatoes, echoes, heroes Note: There are exceptions: egos, photos, memos and many more. According to The Gregg Reference Manual some words have two correct plural forms: cargo=cargos and cargoes; zero=zeros and zeroes. (P. 158)
Plural
For words ending in y:
If the letter in front of the y is a vowel, just add (s): delay delays attorney attorneys guy - guys day days
If the letter in front of the y is a consonant, change the (y) to (i) and add (es): copy copies policy policies liability liabilities proxy proxies
Plural
To form the plural of compound terms, add the s or es to the most important word: Examples: accounts payable rules of thumb letters of credit
Plural
To form the plurals of abbreviations, titles, figures and symbols, add either an s or an s. Let what will cause the least confusion for your reader determine your choice. Example: apts. bldgs.
vols.
Drs.
90s.
Plural Exercise
bush park copy hope potato horizon story church piano __________ __________ __________ __________ __________ __________ __________ __________ __________
Powerful Openings & Closings

Answer the question, Whats this about? The first thing your reader wants to know when picking up your written communication is Whats this about?
Most people today are overwhelmed by the great amount of paperwork that crosses their desks and are not willing to spend a lot of time on each document. So communicating your purpose for writing early on is important.

Focus on the readers goals: Get the reader involved in the beginning. Do that by knowing your readers goals and addressing them early. Dont begin with the action statement: Wait until later in the document to address action. If you want your reader to take some action based on your letter give the goals first and then the action required.

Avoid a narrative beginning:
Laura Brill says that opening with a narrative is weak, similar to the Once upon a time beginning to a fairy tale. This is a weak form of developing ideas, as it forces the reader to search for main ideas. (Brill, P.8) Give the information a logical flow: It may help to begin with mind-mapping and free-writing exercises.

Make the first paragraph long enough to get your points across and short enough so the reader wont get bored:
Your opening paragraph introduces the idea being considered. Remember, in the opening paragraph, youre making the first impression on your readers
Opening Sentence
Begin with the climax
Instead of telling readers about events in the order in which they happened, begin with the climax.
Begin with a quotation People love to read them.
Examples of Quotations
Actions speak louder than words and speak fewer lies. People may doubt what you say, but they will always believe what you do. Action speaks louder than words but not nearly as often. Let all our words be kind, and you will always hear kind echoes.
Opening Sentence
Begin with a startling detail or fact Something that's unusual will catch your reader's attention
You may already know that Toronto is home to the world's 2nd tallest building (CN Tower at 553.33 m) and that the world's longest street starts at the City's lakeshore (Yonge Street at 1,896 km), but did you know that Toronto is as far south as the French Riviera or that more people live in Toronto than in Canada's four Atlantic provinces combined?
Do you know that Starbucks buys over 100 million pounds of coffee each year? Do you know coffee is the second largest commodity in the world?
Opening Sentence
Begin with a question
Opening with a question involves the reader from the very first sentence.
Begin with an opinion

Don't preface it with "I think" or "I believe" or "in my opinion". You are the writer. Of course the opinion is yours.
Begin with a definition

Simply state your definition. Don't write, "The dictionary says "
Opening Sentence
Begin with a prediction
Point to the consequences of a present situation by telling your reader what will happen and why your prediction will come true.
Begin with a description

Characterize the setting for an event or for a scene or drama without revealing immediately what you are talking about.
Opening Sentence
Begin with an anecdote
This should be something that illustrates your subject, not a gratuitous joke.
Begin with something humourous
This is tough to do in a sentence or two, but it's effective when it works. Test what you have written on a friend or colleague before sending it to your reader.
Opening Paragraphs
Opening paragraphs are often the hardest and take the most time. To help keep your opening paragraphs clear and concise: Make a list of the information you want to cover Arrange the list in the best order
Write the paragraphs

Go back and remove excess words and phrases
Write Endings that Motivate Your Reader to Take Action

Tell your readers what you would say if they were sitting in front of you Make the conclusion consistent with the opening Restate the purpose and the major points from the rest of the document Clearly ask for action
Guidelines for using Humour

Use to defuse anger
Use good taste Make humour appropriate to purpose of memo
Persuade, Influence and Convince for Results

Show empathy Determine WIIFMR Think Remember Understand Choose
Personal Pronouns
I We You Your use of personal pronouns is importantdo not use one (or the writer) to refer to yourself; its perfectly natural and appropriate to refer to yourself as I and to the reader as you.
Personal Pronouns
For example: I want you to know that I prefer using pure vanilla rather than the imitation when I bake an apple pie. Rather than: This writer would rather use pure vanilla when he bakes an apple pie, rather than using the imitation.
Subtle Tips for Influencing Your Readers

Use persuasive words
Example: I guarantee you will save money when you use our product for your cleaning needs.
You are persuasive because it directly addresses your reader. Another important point is that the writer must be able to back up the words or risk credibility.
Persuasive Words
advantage certain definitely expect most profitable recommend tremendous workable always/never confident effective interesting most-important should superb truly worthwhile best convenient emphasize magnificent popular strongly superior trustworthy
Action Words
Use action words (see Pg. 56)
http://www.placementmanual.com/resume/ resume-02.html http://www.scrippscol.edu/dept/careers/job search/actionwords.html#sales
12 Most Damaging Business Writing Blunders and How to Avoid Them

1. Inconsistency within a document: Make sure your style and content are consistent throughout the document. Misplaced Emphasis: The judge sentenced the killer to die in the electric chair for the second time. The judge sentenced the killer, for the second time, to die in the electric chair.
2.
12 Most Damaging Business Writing Blunders and How to Avoid Them 3. Unorganized document
4. Number and reference disagreement The subject and verb of a sentence must agree in number. Both must be either singular or plural. Example: Mike and Debra play golf and both is proficient. Corrected: are proficient.

5.
6.
Unclear purpose
Run-on sentences A run-on sentence is caused when two independent clauses are not joined by a coordinating conjunction. This is referred to as a comma splice. Example: Mike is proficient at golf, he hates to lose. Correct: Mike is proficient at golf, and he hates to lose. Or Mike is proficient at golf. He hates to lose. Or Mike is proficient at golf; he hates to lose.
7. Fragmented sentences A sentence fragment is an incomplete sentence used as a complete sentence.
Example: Mike has played golf for many years. Rarely had a hole in one. Note: Rarely had a hole in one is a sentence fragment.

8. Non-parallelism Non-parallelism is when syntax, usage or form arent consistent. Example: Your seminar was interesting and a challenge. (mixing an adjective and a noun) Correct: Your seminar was interesting and challenging. Example: Debra has already started revising seminars to update old workbooks. (mixing a participle and an infinitive) Correct: Debra has already started revising seminars and updating old workbooks.
9. Misplaced modifiers A misplaced modifier is a word or phrase that is intended to modify another word or phrase but is incorrectly applied. It changes the meaning and is unintended and sometimes humorous. Example: He wore a straw hat on his head, which was obviously too small. Corrected: He wore a straw hat, which was obviously too small, on his head.
Misplaced Emphasis/Modifiers
When writing, Clarity is of the utmost importance. It allows us to communicate effectively with our reader, and to show credibility and knowledge as a writer.
Common problems regularly encountered in business writing is the use of misplaced modifiers and emphasis.
Example #1
How would you correct this sentence?
Portia rushed to the store loaded with cash to buy a birthday gift.
Corrected Sentence
Portia, loaded with cash, rushed to the store to buy a birthday gift.
Example #2
A small book sat on the desk that Sarah had read.
Corrected Sentence
A small book that Sarah had read sat on the desk.
Example #3
The young girl was walking the dog in a short skirt.
Corrected Sentence
The young girl in a short skirt was walking the dog.
Example #4
How would you correct this sentence? The dog was chasing the boy with the spiked collar.
Corrected Sentence
The dog with the spiked collar was chasing the boy.
One-Word Modifiers
These one word modifiers often cause confusion in a sentence:
almost even just hardly nearly merely simply only
Best Church Bulletin Bloopers

Bertha Belch, a missionary from Africa, will be speaking tonight at Calvary Methodist. Come hear Bertha Belch all the way from Africa. The sermon this morning: "Jesus Walks on the Water." The sermon tonight: "Searching for Jesus." "Ladies, don't forget the rummage sale. It's a chance to get rid of those things not worth keeping around the house. Don't forget your husbands." The peacemaking meeting scheduled for today has been cancelled due to a conflict.

Potluck supper Sunday at 5:00 pm - prayer and medication to follow. Don't let worry kill you off - let the Church help. Miss Charlene Mason sang "I will not pass this way again," giving obvious pleasure to the congregation. For those of you who have children and don't know it, we have a nursery downstairs.

Next Thursday there will be tryouts for the choir. They need all the help they can get.
The Rector will preach his farewell message after which the choir will sing "Break Forth into Joy." Irving Benson and Jessie Carter were married on October 24 in the church. So ends a friendship that began in their school days. A bean supper will be held on Tuesday evening in the church hall. Music will follow.

This evening at 7 pm there will be a hymn sing in the park across from the Church. Bring a blanket and come prepared to sin.
Low Self Esteem Support Group will meet Thursday at 7 PM. Please use back door.
Weight Watchers will meet at 7 PM at the First Presbyterian Church. Please use large double door at the side entrance. The ladies of the Church have cast off clothing of every kind. They may be seen in the basement on Friday afternoon.
10. Pronoun reference problems (See number 4 above) 11. Overuse of gobbledygook
12. Lack of proofreading
Hints for Letter Clarity

Use bullets
Write shorter sentences

Avoid jargon Avoid cliches Avoid flowery and lengthy descriptions
Writing Clichs
A clich is an expression, phrase, or fad word that has been overused or become commonplace. The problem with clichs is that they rob your writing of force and originality. Examples: We cannot build a new school at this point in time. Who would have thought that slavery could exist in this day and age.
The Prime Minister believed that at the end of the day her policies would be vindicated.
Outdated Expressions
Avoid at this point in time at this date for the purpose of in order to in the event that due to the fact that for the reason that inasmuch as Use now now to to if because because because
Avoid in the final analysis until such time as pertaining to subsequent to transpire try to line up a meeting I would suggest that feel free to call Use finally until about after happen arrange please call me if
Avoid dont hesitate to call please be advised that our situation is such that forward it on to me enclosed please find we are in receipt of per your request Use call me if (delete) (delete) send it to me Ive enclosed we have received as you asked
Stamp Out Biased and Sexist References

Use parallel language:
Examples:
Instead of men and ladies, use men and women. Instead of man and wife, use husband and wife.

Use non-gender-based terms
Examples: Instead of mankind, use people. Instead of policeman, use police officer.

Address people the way they prefer
You wont go wrong if you address people the way they want to be addressed. Initially, and if you know their title, always use it. For example, if you are a student talking to one of your college professors, you would address them as Professor______, unless you were told otherwise.

Use plural forms
Examples: Instead of his or her, use their or theirs.
Convey Bad News Tactfully

Purpose statement: When youre dealing with a problem, your letter should alert the reader immediately about the problem that exists.

Positive tone unless inappropriate: Even though the subject of your letter or document might be negative, make the tone positive.

Appreciation statement: It always helps set a positive tone when you start out with We appreciate .

Sincerity: Be certain that your statements are sincere. In trying to be positive during a bad news situation its easy to slip into an insincere tone in the effort to ease the negative tone of the negative news.
Bad News Letters

When writing bad news letters, you have two goals that work against each other: you need to inform the customer of the bad news tactfully but effectively you want to keep the customers goodwill and business
Sample Bad News Letter
Overdue Account Letter

Write a reminder notice letter to your customer that:
provides notification that payment is overdue and that they have already received one notice to pay explains what to do now allows you to retain good customer relations
Details: final installment of office furniture was received by customer on March 21, 2008 total value of order was $3,687.00 terms of 90 days credit a reminder notice was sent on May 15/08 that payment was due on June 21/08
Example of Overdue Account Letter

Dear Ms. Coles:
RE: Overdue Account On March 21, 2008, you received the final installment of an order for BizTech office furniture. The total value of the order was $3,687.00, with agreed upon terms of 90 days credit. A notice was sent May 15 reminding you that payment was due on June 21, but so far no payment has been received. Our ability to offer credit terms to our valued clients depends on their cooperation in paying on schedule. We would therefore be grateful if you could settle this account by July 2nd. Perhaps your payment is already on its way, in which case please overlook this letter. If on the other hand there are difficulties affecting your ability to pay, please let us know. We will do what we can to ensure that your account stays in good standing and help preserve your credit rating for the future.
Choosing A Business Writing Style Manual That Works For Your Organization
Research Do your homework. Go to the library, bookstore or Internet and find the best stylebook you can. Relevance Make sure it fits the writing needs of your company. Recent After youve selected the best writing style manual, make sure its the most recent edition from the publisher.
Contemporary and Professional Formats

Block Letter with Open Punctuation: all parts typed flush with the left margin no indents (except for quoted material) paragraphs spaced Open Punctuation: no period after date no punctuation at line ends in inside address salutation unpunctuated complimentary close unpunctuated signature block unpunctuated
Contemporary and Professional Formats

Block Letter with Mixed Punctuation: all parts typed flush with the left margin no indents (except for quoted material) paragraphs spaced
Mixed Punctuation: no period after date no punctuation at line ends in inside address Colon after salutation Comma after complimentary close signature block unpunctuated
The Six Essential Elements Vital to Every Professionally Written Report and Proposal Title page This page will include the title of the report as well as the name of the person who prepared the report, the name of the person for whom it was prepared, and the date on which it was completed. The title page, therefore, contains a great deal of white space.
The Six Essential Elements Vital to Every Professionally Written Report and Proposal Table of Contents: list all headings and subheadings (excluding the title page, table of contents, and other preliminary matter), giving page numbers for the first page of each section reproduce the headings and numbering exactly from the body of the report? include the full titles of the appendices?
The Six Essential Elements Vital to Every Professionally Written Report and Proposal Introduction: Purpose The scope of the document How you got your information
The Six Essential Elements Vital to Every Professionally Written Report and Proposal Body:
Summary of the main points
The organized data you have gathered Conclusion

Recommendations
The Six Essential Elements Vital to Every Professionally Written Report and Proposal
Annex: Supplementary information included at the end of your document. It can include graphs, charts or other pertinent information that does not belong in the body of your document. Appendix: Subsections of Annexes. Bibliography: The list of the sources you used as you did your research.
Memos
Memos are primarily used within an organization
Memos are usually unceremonious in style Memos are normally used for nonsensitive communication (communication to which the reader will not have an emotional reaction) Memos are short and to-the-point
Memos
Memos have a direct style Memos do not have a salutation
Memos do not have a complimentary closing

Memos have a specific format that is very different from a business letter
The Secret to Writing Memos That Dont Waste Your Readers Time
Before writing, ask yourself: What do I want to say? State in specific terms what you want the reader to do, when you want it done, and, if possible, what you can do for the reader if your request is completed on time.
Parts of a Memo
1. Head: Many companies have pre-printed forms for memos. Others simply have Memorandum at the top 2. To: This line, serves both as inside address and as salutation
Parts of a Memo
3. From: This line replaces the return address on the letter head, and in some cases the signature block 4. Date: In a memo, the date may be written in full or abbreviated (Ex. 28/11/2006) or November 29, 2006.
Parts of a Memo
5. Subject Line: The subject line of a memo is very important: - it should be concise yet explain the subject in full - it can act as the beginning, reducing the body of the memo to two paragraphs: middle and end
Parts of a Memo
6. Body: Two paragraphs should suffice: - one giving the situation - the second outlining the next step 7. Signature: initials are acceptable in a memo
8. Optional Parts: - initials of typist, or writer and typist - enclosure notation - copy notation - security classification - file numbers
The Secret to Writing Memos That Dont Waste Your Readers Time
After writing, ask yourself: Is the most important idea presented early? Are my thoughts organized logically? Can I eliminate any unnecessary words?
Announcement Memo
To: From: Date: Subject: Daniel Gould Jeremy Dean November 17, 2006 Department Cost-cutting Initiative
Spending exceeded budgetary projections by a large margin in the last fiscal year. It has therefore been decided that a general cost-cutting initiative must be implemented immediately by all departments. I am asking all Section Heads to submit a list of cost-cutting suggestions in support of this initiative. The areas that should be examined are: Manpower Materials Equipment Energy
The list should be submitted to me by 9:00 a.m. Friday for review at the Department meeting Monday morning. J.D.
E-Mail
E-mail use has increased tremendously over the past two or three years. The average used to be 10 per day for most business e-mails. The number now averages 30 or more per day according to research. So, if you want your e-mail read keep it short, readable and clear.
Techniques that Make Sure Your Emails Get Read

Be short In E-mail Etiquette (Netiquette,) Chris Pirillo writes If you can say it in three words, pleasesay it in three words. The last thing anybody needs is a 30 paragraph document explaining how to open a door. If a user sees a message that contains several paragraphs, hell be less likely to read everything in it.

Be clear
Get to the point quickly
Proofread for spelling, grammar and punctuation

Dont flame Flaming is writing when youre angry and using language that demonstrates youre angry.

Know the abbreviations Its okay to use abbreviations everyone knows like FYI.
Dont use abbreviations when you think the reader might not know what they mean. You can either use the abbreviation and enclose the meaning or simply avoid using the abbreviation.

Examples of E-Mail Abbreviations:
FYI IMHO 2BCTND AKA AWHFY AYPI FWIW IAE LOL
for your information in my humble opinion to be continued also known as are we having fun yet? and your point is? for what its worth in any event laughing out loud

Use emoticons Emoticons are emotions expressed through icons=Emoticons. The one most often used is :-) (a smiley face meaning youre happy) :-( an unhappy face
;-)
wink

Emoticon Websites:
http://gei.aerobatics.ws/smileys.html http://www.windweaver.com/emoticon.htm http://www.mullergodschalk.com/emoticon.html

Make your subject line detailed Recipients often scan the subject line first in order to decide which messages to open and which to trash Practice good netiquette Netiquette is using good e-mail etiquette. Using good netiquette means writing reader friendly emails: short, clear and to the point. It also means using proper grammar and spelling.

Attach previous message When you attach your readers previous message to yours it helps your reader quickly connect the ideas. Your reader doesnt have to pause and wonder what your message means and why you wrote it. Most e-mail systems include this automatically.

Avoid ALL CAPS Scot Finnie, in Email Etiquette writes Never Use ALL CAPS. Youd be surprised how many people think that hitting that Caps lock key makes their messages seem important or easy to read. In fact, using all capital letters makes messages much harder to read. Most people experienced on the Internet also consider all caps to be rude. Some interpret it as shouting.

Know your company policy Read and understand your companys policies on e-mail.
E-Mail Exercise
Write an e-mail to all staff announcing that Barbara Logan has been named Employee of the Year MINDMAP!! Keep it short 3 4 sentences
Write Press Releases That Cast Your Company in a Favorable Light

The purpose of the news release is to both inform the public about the company and its products and to create a favourable company image.

Should influence public opinion Can inform the public of special events Must be written to get past the editor of a publication

Must be newsworthy Must be concise Avoid big words, abbreviations, acronyms Write from an outsiders perspective Put all important information in the first paragraph Check for accuracy Limit to one page Double space the body of the letter, indent paragraphs and use one inch margins Photographs should be well labeled
Write Clear and Precise Instructions

Detail, detail and more detail When you provide detail in your instructions you are increasing the likelihood of your reader understanding the instruction. Be careful to include just the right amount of detail; you dont want to confuse the reader. Be sure your details are clear and logical.

Step-by-step Providing a step-by-step plan in your instructions will help the reader see the logical order.

Action verbs and future verb tense or passive voice
Choose active verbs, the future tense, or passive verbs depending on what youre trying to say.
Example: Your new watch will display the calendar day, or The calendar day will be displayed on your new watch. Choose the form that will make the most sense for your reader. Chronological order
Four Proofreading Tips

Read it backwards
Read it out loud

Take a break Read it again
B.E.T.T.E.R. Proofreading
Beginning End Transitions Team Elevation Read aloud
Eliminating a Proofreaders Common Distractions

DISTRACTION Bad lighting HOW TO ELIMINATE IT Change positions or rooms or location. Fix the bad lights.
Noise
Interruptions
Turn off the radio or TV. Shut your door. Find a quiet spot.
Shut your door. Hang a sign that says dont interrupt. Choose a time when you wont be interrupted. Look at the document from right to left and bottom to top. Take a break. Get away for awhile.
Thinking about content Loss of focus
Proof Reading is Tough

Cna yuo raed tihs? Olny 63 plepoe out of 100 can. i cdnuolt blveiee taht I cluod aulaclty uesdnatnrd waht I was rdanieg. The phaonmneal pweor of the hmuan mnid, aoccdrnig to a rscheearch at Cmabrigde Uinervtisy, it dseno't mtaetr in waht oerdr the ltteres in a wrod are, the olny iproamtnt tihng is taht the frsit and lsat ltteer be in the rghit pclae. The rset can be a taotl mses and you can sitll raed it whotuit a pboerlm. Tihs is bcuseae the huamn mnid deos not raed ervey lteter by istlef, but the wrod as a wlohe. Azanmig huh? yaeh and I awlyas tghuhot slpeling was ipmorantt!
A Comprehensive Proofreading Checklist

Identify all the concerns regarding the assignment Identify all people concerned, time frames, priorities and other variables Clarify any concerns or variable that require someone elses attention Schedule proofreading sessions with frequent and regular breaks Brainstorm a list of questions about the topic that must be answered in the document
Final Check
Is it written with your reader in mind? Is it organized? Are your transitions effective? Does it conform to your style guide? Did you punctuate correctly? Did you check for spelling/grammar? Is your opening powerful? Is your closing powerful? Did you eliminate cliches? Is the formatting effective?
REVISING, EDITING, PROOFREADING

1. Read it completely through to understand the message Clarity
2. Read it a second time and check for: - Readability - Completeness - Unity - Coherence - Conciseness
REVISING, EDITING, PROOFREADING

3. Do a final check
- Make sure the style is consistent
- Make sure the format is consistent 4. Read it through again just to be sure!
Proofreading
Read it the first time for Clarity
Read it the second time for Readability

Read the third time for Correctness
Additional Proofreading Techniques

Centers Diagonals Hard copy Inside out Team approach Focus frame Ruler Coloured pens Dueling partners
Editing Pointers
Remember that editing isn't just about errors. You want to polish your sentences at this point, making them smooth, interesting, and clear.
Watch for very long sentences, since they may be less clear than shorter, more direct sentences. Pay attention to the rhythm of your writing; try to use sentences of varying lengths and patterns. Look for unnecessary phrases, repetition, and awkward spots.
Guidelines for Professional Appearance

These have to do with the way the document looks. As you proofread your document be sure to check for these:
Avoid ending more than two consecutive lines with hyphens. Avoid ending the first line of paragraphs with hyphens.
Guidelines for Professional Appearance

Avoid dividing a line-ending word after only one syllable. Put the whole word on next line. Avoid hyphenating the last word on a page.
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Business Writing and Grammar Skills Made Easy and Fun

Instructor: John C. Rich, CSP, CPC, DTM

Three Steps in Writing

Write as quickly as you can

Youll be more creative

Ordering Your Paragraphs

Ordering Your Paragraphs

Support or clarify Remove paragraphs that restate ideas

Ordering Your Paragraphs

Open or end each paragraph with your main idea

Short Words and Phrases for Transitions

Types of Transitional Terms

Types of Transitional Terms

Transition Words - Exercise

Transition Words - Exercise

Transition Words - Exercise

Transition Words - Exercise

in the same way

Transition Words - Exercise

How to Mindmap or Pre-Write

How to Mindmap or Pre-Write

As you move from mindmapping and

Understanding How Business Writing Differs from Other Forms of Writing

5 Major Functions of Business Writing Inform:

5 Major Functions of Business Writing Record:

teaching something to someone, possibly other employees

attempting to convince someone to support a particular point of view

Before You Start

Know Your Readers

Where Do You Get Your Information From?

Search Engine Sites

Other Useful Sites

6-Step Process for Tuning In to Your Audience

6-Step Process for Tuning In to Your Audience

6-Step Process for Tuning In to Your Audience

6-Step Process for Tuning In to Your Audience

6-Step Process for Tuning In to Your Audience

Seven Cs of Letter Writing

Choosing the Right Word

Correct Word Usage

Reasons Why The English Language Is Hard To Learn:

Reasons Why The English Language Is Hard To Learn:

Reasons Why The English Language Is Hard To Learn:

10. I did not object to the object.

11. The insurance was invalid for the invalid.

Reasons Why The English Language Is Hard To Learn: 17.

The wind was too strong to wind the sail.

6. Please take my (advice/advise).

Use less with qualities or quantities that cannot be individually counted.

When Its Okay to Bend the Rules

When Its Okay to Bend the Rules

You are the cousin to whom I feel closest.

When Its Okay to Bend the Rules

Sentences Ending With Prepositions

When Its Okay to Bend the Rules

When Its Okay to Bend the Rules

When Its Okay to Bend the Rules

When Its Okay to Bend the Rules

Examples: Whom did you see today? (I saw her today.)

When Its Okay to Bend the Rules

When Its Okay to Bend the Rules

Re-using words Using simple contractions

Abbreviations, Acronyms & Jargon

Rules for Abbreviations & Acronyms