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Business Writing and
Grammar Skills Made Easyand Fun
Instructor:
John C. Rich, CSP, CPC,
DTM
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Three Steps in Writing
Pre-Write
Free Write
Re-write
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Getting Started
Avoid Interruptions:
Writing isnt typing. When you're interruptedwhile you're writing, you can't just pick upwhere you left off. You have to go throughthe terrible process of starting all over again.
The fewer the interruptions, the fewer times
you have to start again. That's time andenergy saved that you can devote to othertasks.
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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 thefirst chance they get. As a result, most people
engage in two or three writing sessions duringthe course of a day.
Let those writing assignments pile up. If you're a
morning person, complete them all in themorning; if you're an afternoon person, completethem all in the afternoon. That way you have toget started only once.
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Getting Started
Do the Easy Stuff First
Write your easy memos and lettersfirst. Then, once you're warmedup, you can move on to your more
difficult writing tasks.
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Getting Started
Say It To Someone Else:
Having a hard time making whatyou want to say clear? Say it to afriend or colleague.
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Getting Started
Break the Material Down:
Are you inundated with more thoughts than
you can handle? Write each one down on a3-x-5 card. Then lay the cards out where youcan see them all at once.
Each card, each idea, stands for a separateparagraph in whatever you're writing. Decidethe order in which to present your ideas
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Getting Started
Do Something Different:
Sometimes people get stuck in aroutine without realizing it. If youusually write in the morning, trywriting in the afternoon. If you
usually work on a computer, trywriting on paper. If you usually writeon white paper, try yellow, or lined.
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Freewriting
Set a five-minute time limit
Write without stopping
Write as quickly as you can
Write with NO FEAR! No editing!
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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!
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Student Assignment
Create a Mindmap using one of the following topics:
Best or Worst:VacationChildhood Memory
Sports ExperienceDateJobCar
BossSurprisePetMovie or Concert
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Ordering Your Paragraphs
Opening Paragraph:
Introduces idea being considered 1st impression
Grab readers attention
Engage your readers!
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Ordering Your Paragraphs
Middle Paragraphs:
Support or clarify Remove paragraphs that
restate ideas
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Ordering Your Paragraphs
Closing Paragraph:
Brings together all ideas
Restate your major points
Draw conclusion
Make recommendations orsuggestions
Summarize ideas
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Short Words and Phrases forTransitions
Transitionsdraw together ideas fromparagraph to paragraph and sentence
to sentence.
Transitions provide readers with a clearsense of how a writer moved fromPoint A to Point B.
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Types of Transitional Terms
Example: for instance, for example,in fact, namely
Similarity: likewise, similarly, again,also, furthermore
Contrast: however, in contrast, on
the other hand, instead,otherwise, nevertheless,still
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Types of Transitional Terms
Cause/effect consequently, therefore,thus, accordingly,subsequently
Emphasis indeed, in fact, certainly,undoubtedly
Sequence subsequently, finally,then, next, now
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Transitions Exercise
Original Sentence:
Succeeding in college often is a
challenge for students. Most collegesprovide services designed to helpstudents. They include peer tutoring
and personal counseling. Colleges needto provide more services to helpstudents succeed.
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Transition Words - Exercise
Polls show that Tony Blair is the mostpopular Prime Minister this century.
________________ , there are even
members of his own party who areuneasy with his approach.
In particular However For instance
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Transition Words - Exercise
There are some slight variations in
temperature, but _______________26 to 27C should be expected.
consequently otherwise as a rule
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Transition Words - Exercise
It was announced that nurses' workinghours would be increased by 25%.
______________ , even fewer trainee
nurses are expected to join theprofession.
As a result So that Likewise
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Transition Words - Exercise
In order to try to reduce car use in theinner cities, the government hasannounced new restrictions on company
parking spaces and ______________ , anew tax on individual car use.
as well as in addition in the same way
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Transition Words - Exercise
Essays must be handed in by the
deadline, ______________ they willnot be marked.
obviously otherwise as a result
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Mindmapping
A mind map consists of a central wordor concept; around the central word youdraw the 5 to 10 main ideas that relateto that word
Mindmapping enables your thoughts toemerge naturally, without pressure orconstraints.
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How to Mindmap or Pre-Write
1. Start by putting what it is you want towrite about in the middle of a blank pieceof paper and draw a circle around it.
2. Continue to think about your topic and jotthe ideas down around the topic and
circle each idea.3. Write down as many thoughts as you can
think of.
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How to Mindmap or Pre-Write
The next step is to organize the ideas try to see each idea as a separateparagraph.
4. Assign a number or letter to eachidea/paragraph
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Mindmap Exercise
You have received a promotionand are moving to a new position
in your company.
A co-worker has expressedinterest in your job and has askedyou to send them an e-maildescribing your position.
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Understanding How BusinessWriting Differs from
Other Forms of Writing
Academic Writing
Business Writing
Fiction
Non-Fiction Journalistic Writing
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5 Major Functions of Business Writing
Inform: provide the reader with written
information in an objective manner
Request:
asking for something the kind ofrequest will dictate your approach
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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
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Before You Start
Know Your Subject
Know Your Readers
Know Yourself
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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
http://www.google.ca/http://www.ca.yahoo.com/http://www.ca.altavista.com/http://www.dogpile.com/http://www.ask.com/http://www.lycos.ca/http://www.lycos.ca/http://www.ask.com/http://www.dogpile.com/http://www.ca.altavista.com/http://www.ca.yahoo.com/http://www.google.ca/7/29/2019 Business Writing Course
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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
http://www.unc.edu/depts/wcweb/handouts/business.htmlhttp://www.unc.edu/depts/wcweb/handouts/business.htmlhttp://www.4hb.com/letters/index.htmlhttp://www.itools.com/langhttp://www.dictionary.com/http://www.instantweb.com/D/dictionaryhttp://silmaril.ie/cgi-bin/uncgi/acronymshttp://www.refdesk.com/http://www.refdesk.com/http://silmaril.ie/cgi-bin/uncgi/acronymshttp://silmaril.ie/cgi-bin/uncgi/acronymshttp://silmaril.ie/cgi-bin/uncgi/acronymshttp://www.instantweb.com/D/dictionaryhttp://www.dictionary.com/http://www.itools.com/langhttp://www.4hb.com/letters/index.htmlhttp://www.unc.edu/depts/wcweb/handouts/business.htmlhttp://www.unc.edu/depts/wcweb/handouts/business.html7/29/2019 Business Writing Course
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RESEARCH
RESEARCH is the key to effortlesswriting.
"Do your homework" before youbegin to write and you'll be amazed at
how effortlessly the words will flowafter that.
6 St P f T i I t
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6-Step Process for Tuning In toYour 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 writinghas for your reader.
You can't write effectively for your readerunless you have a lot of information aboutthem
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6-Step Process for Tuning In toYour Audience
#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 andhow much time will the reader spend on it?
When do you want the reader to act?
S f
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6-Step Process for Tuning In toYour Audience
#4 Where?
Where in the company hierarchy is this readerlocated (top management, middle management,
branch office, plant worker, and secretary,other)?
Where is most of the readers work done (at adesk, at a machine, walking around orelsewhere)?
Where else in the company does the readerhave to go for approval to act?
6 S P f T i I
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6-Step Process for Tuning In toYour Audience
#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 bythis message?
6 St P f T i I t
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6-Step Process for Tuning In toYour Audience
#6 Why?
Why am I writing?
Why should my reader respond?
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Seven Cs of Letter Writing
Clear
Concise
Correct Courteous
Conversational
Convincing
Complete
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Choosing the Right Word
In the beginning was the word.
And theres been a lot ofconfusion
since!
Our usage of words changes constantly,
as does the standard acceptance ofwords. One writers slang can be anotherwriters powerful expression.
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Reasons Why The English
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Reasons Why The EnglishLanguage Is Hard To Learn:
1. The bandage was wound around thewound.
2. The farm was used to produceproduce.
3. The dump was so full that it had torefuse more refuse.
4. We must polish the Polish furniture.
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Reasons Why The English
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Reasons Why The EnglishLanguage Is Hard To Learn:
9. When shot at, the dove dove into thebushes.
10. I did not object to the object.
11. The insurance was invalid for theinvalid.
12. There was a row among the oarsmenabout how to row.
Reasons Why The English Language Is
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easo s y e g s a guage sHard To Learn:
13. They were too close to the door toclose it.
14. The buck does funny things when
the does are present.
15. A seamstress and a sewer fell downinto a sewer line.
16. To help with planting, the farmertaught his sow to sow.
R Wh Th E li h L I
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Reasons Why The English Language IsHard To Learn:
17. The wind was too strong to wind thesail.
18. After a number of injections, my jawgot number.
19. Upon seeing the tear in the painting, Ished a tear.
20. I had to subject the subject to a seriesof tests.
C t ti
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Contractions
When we talk, we talk in contractionsmuch of the time. Im sorry, I wont beable to attend the class with you today.
Im busy and cant keep up with my worknow.
Instead of I am sorry, I will not be able toattend the class with you today. I am busyand cannot keep up with my work now.
Contractions
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Contractions
Words that cause difficulties when using
contractions:
Hes the candidate (whose/whos) from ourneighbourhood.
(There/Their/Theyre) headed to the mountainsfor 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?
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Verb Tense/pronouns/antecedents
A verb must agree with its subject innumber
A pronoun must agree with its antecedentin number and gender
W kb k E i
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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 readersthat you meant well.
4. I am going to meet with the (counsel/council)on urban development.
W kb k E i
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Workbook Exercise
5. There seem to be (fewer/less) people atthe picnic this year.
6. Please take my (advice/advise).
7. Shelley (adapted/adopted) quickly to hernew job.
8. That was quite a (complement/compliment) you gave her.
Fewer/Less
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Feweror Less?
Use fewer with objects that can be countedone-by-one.
Use less with qualities or quantities thatcannot be individually counted.
Incorrect: There were less days belowfreezing 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
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When referring to time or money, less is normallyused even with numbers.
Specific units of time or money use fewer only incases 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 havefewer than twenty dollars," would be when you weretalking about specific dollar bills or coins, such as"I have fewer than twenty silver dollars in mycollection."
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Which or That?
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Which or That ?
When referring to a person, use whoratherthan whichorthat.
Which, that, and whoare notinterchangeable. Whichusually refers tothings, thatto either things or people, andwhoto people. When you can replace thatwith who, do so.
Other life forms take that. But how shouldyou refer to a dog with a personality? Thereare always exceptions.
Which or That?
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Examples:
The wagon, which [incidentally] is now broken, waspurchased at a home improvement store.
The clause, which is now broken, can be omitted withoutdisrupting the meaning of the sentence. It is not essential to
the sentence (nonrestrictive). It's simply additionalinformation.
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 tothe one that is in disrepair (restrictive).
Which or That?
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The brochure, which was designed by our marketingdepartment, won high praise at the meeting.
The nonrestrictive clause which was designed by ourmarketing department provides parenthetical informationand can be omitted without destroying the meaning of the
sentence.
The brochure that was designed by our marketingdepartment won high praise at the meeting.
The marketing department brochure was a winner; thebrochures designed by other departments did not win kudos.
When Its Okay to Bend the Rules
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When It s Okay to Bend the Rules
Ending sentences with prepositions:
Formal writing style traditionally avoidsending sentences with prepositions, even
though it can sometimes lead to clumsy-sounding sentence construction.
Whereas, in casual speech and informal
writing, it is no longer considered improperto avoid ending a sentence with apreposition.
Prepositions
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PrepositionsA preposition is a word that can indicate a relationshipbetween nouns and pronouns (and phrases) within asentence. 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 above against around at
before behind beneath beside butby for from in intolike near of off onout through throughout to under
with
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When It s Okay to Bend the Rules
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?
When Its Okay to Bend the Rules
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When It s Okay to Bend the Rules
Remember the famous Churchill quote:
Ending a sentence with a preposition
is something up with which I will notput.
The idea is that if it sounds okay to end a
sentence with a preposition then it isperfectly okay to write it that way as well.
Sentences Ending With Prepositions
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Sentences Ending With Prepositions
There is no need to notify us aboutproblems that we are already aware of.
Officials in Iraq still have not decidedwhom he will be allowed to meet with.
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When Its Okay to Bend the Rules
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When It s Okay to Bend the Rules
Split Infinitives ExerciseCorrect 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.
When Its Okay to Bend the Rules
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When It s Okay to Bend the Rules
Making a distinction between who and whom
Who is the subjective/nominative form. Usewho wheneverhe, she, they, I, orwe could besubstituted in the who clause
Examples:
Who is arranging the teleconference?
(Sheis arranging the teleconference.) Who booked our sales conference in March?
(Hebooked the sales conference in March.)
When Its Okay to Bend the Rules
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When It s Okay to Bend the Rules
Whom is the objective form. Use whomwheneverhim, her, them, me, orus could besubstituted as they object of the verb or as theobject 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.)
When Its Okay to Bend the Rules
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When It s Okay to Bend the Rules
The humourist Calvin Trillin, has said, As far as
Im concerned, whomis a word that was inventedto make everyone sound like a butler.
In conversational speech, most people are likely to
say, Who ya gonna vote for?, rather thanWhom are you going to vote for?.
But in a business document, be sure to use whomwhen the objective form is called for.
Ifwhomstrikes you as too stilted or soundsunnatural, reword the sentence; for example,Who is your choice in the next election?
Who/Whom Exercise
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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 theresponsibility.
When Its Okay to Bend the Rules
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When It s Okay to Bend the Rules
Starting sentences with And, But,or Because
This is an acceptable practice. The best way tojudge the correctness is to read the sentencealoud. If it sounds better starting the sentencewith and or but, then do it.
Re-using words
Using simple contractions
Abbreviations Acronyms & Jargon
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Abbreviations, Acronyms & Jargon
The most important thing to remember whenusing abbreviationsis to make sure yourreaders understand them and to use themconsistently within a document.
It is important when using acronymsto spellthe name in full the first time you use it.
Jargonis only okay when your reader knowsthe vocabulary and is comfortable with it.
Rules for Abbreviations & Acronyms
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Rules for Abbreviations & Acronyms
1. Always use a period at the end ofthe standard abbreviation for asingle word.
2. Eliminate period between the lettersof acronyms they interfere with the
reader's ability to quickly and clearlyunderstand your meaning.
Rules for Abbreviations & Acronyms
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Rules for Abbreviations & Acronyms
3. If you are unsure of your reader's familiarity
with a particular abbreviation (or acronym orset of initials), place the unabbreviated formin parentheses after your first use of theabbreviation in your writing
4. When an abbreviation, acronym or set ofinitials ends a sentence, use only one periodto 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 afterthe final period of the abbreviation or the lastcapitalized letter of the acronym
Rules for Abbreviations & Acronyms
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Rules for Abbreviations & Acronyms
5. Use the two-letter province codesdesigned by Canada Post on allcorrespondence to the provinces and
territories of Canada.6. Whatever you do, remember that
consistency and clarity must be yourwatchwords. Use abbreviations,acronyms and initials to communicate,not impress.
Two-Letter Province Postal Codes
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The official two-letter abbreviations for the provinces andterritories in Canada:
Alberta ABBritish Columbia BCManitoba MBNew Brunswick NB
Newfoundland and Labrador NLNorthwest Territories NTNova Scotia NSNunavut NUOntario ONPrince Edward Island PEQuebec QCSaskatchewan SKYukon YT
Abbreviations
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Abbreviations
Personal Titles:
Mr. Mrs. Ms.
Junior and Senior:
Jr. Sr.
Professional titles after a full personal
name:Ph.D. Esq. M.D. NP
CGA MBA Prof. Rev.
Abbreviations
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Abbreviations
Time and Temperature: 10:30 a.m. or 10:30 A.M.
11:30 EST
734 B.C.
The word number when accompaniedby a numeral:
Train No. 55 Flight No. 1 will depart from Gate No. 3.
Abbreviations to Avoid
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Abbreviations to Avoid
Names of People:Robt. Burns was a poet.
Names of geographic locations:The Bdwy. show Cats has been staged a recordnumber of times.
Names of countries, states and cities in formalwriting:
I recently visited L.A. Calif.(Its okay to use the abbreviations in address ortables or charts.)
Abbreviations to Avoid
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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 anabbreviation ends a sentence. You dontneed to use a period both for the
abbreviation and to end the sentence.
I will arrive in San Antonio at 10:30 A.M.
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Quotation Marks
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Quotation Marks
Use quotation marks to set off words thathave been directly quoted fromsomeone, whether you are quoting
something said or something written.
Example:
Yikes! Mary said, When did thathappen?
Quotation Marks
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Use to identify titles taken from a completepublished work, for example a chapter of a book ora magazine or newspaper article (italicize the titlesof complete published works)
For example, if you cite a particular short storyfrom a collection of short stories, the particularshort story would be enclosed in quotation marksand the book title would be italicized
Example:You can find Thomas Manns The Cockroach inthe book An Anthology of German Literature.
Quotation Marks
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Quotation Marks
Use to indicate words that are used ironically
Use quotation marks to identify words or phrasesthat are used in context but contain a special
meaning.Example:
When Faulkner was writing about death and dyingin his book, As I lay Dying, his use of the worddying meant much more than the physical act ofdying.
Quotation Marks
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Quotation Marks
When used with other punctuation marks: _____. or _____,
_____: or _____;
The experts dont agree on whether quotationmarks go inside or outside other punctuation.The rule is to be consistent in your writing withyour use of punctuation and quotation marks.
Generally, in the UK punctuation goes outsidethe brackets, which is the opposite in the US.
Numbers vs. Words
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Numbers vs. Words
Spell out: Numbers that begin asentence
Example:
Twenty years ago I began this job.
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If the previous sentence had started with a larger
number it would be awkward to start the sentencewith 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 hasbeen in business for 347 years.
Numbers vs Words
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Numbers vs. Words
Spell out: Approximations of numbersthat are used for effect rather than foraccuracy
Example:
Ive told you a hundred times to lock thecar.
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Spell out: small numbers in streetaddresses
Example:
My new address is 4515 SW Fifth
Avenue.
Numbers vs. Words
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u be s s o ds
Use figures: for numbers containingfractions and ratios
Examples:
Be sure you use 8 by 11-inch paper to doyour report.
The odds for the 2008 super bowl are 10-to-1.
Numbers vs. Words
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Use figures: for percentages and numberscontaining decimal points
Example:
The research indicates that 51.6% scored
below the national average.
Numbers vs. Words
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Numbers vs. Words
Use figures: for dates
Example:
I started this job on the 28th ofAugust.
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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.
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u be s s o ds
Use figures: for a.m. and p.m., but spellout the number before oclock
Examples:
The arrival time for the flight from Dallas is10 a.m.
The flight from Dallas is scheduled at tenoclock.
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Use figures: to emphasize ages
Example:
Hes 70 and still working full time.
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Use the letter s or s to form the pluralof a figure
Examples:
The 1970s were a difficult time for mygrandfather who was a WWI veteran.
The 1970s were a difficult time for mygrandfather who was a WWI veteran.
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Numbers vs. Words
Combine figures and words for large,round numbers:
Example:
Its reported that Tiger Woods will earnover $50 million this year just from Nike.
Numbers vs. Words
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Numbers vs. Words
Combine figures and words to distinguishone set of numbers from another set in asingle sentence:
Example:
One high school in the tournament has a
total student body of 156, yet their girlsstarting line up has 2 six-footers.
Simple Guidelines for Mastering the
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Most Commonly Used Punctuation
Marks
Punctuation marks are the mechanical means formaking the meaning of a sentence easily
understood.
There are two main purposes of punctuation inwriting:
1. To join ideas together in a meaningful way.
2. To separate ideas from each other.
Apostrophes
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Apostrophes
Use to replace the missing letters incontractions
Note: Please note that in businesswriting the use of easily understoodcontractions is allowed and
encouraged. They can speed up thereading for your busy reader.
Apostrophes
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Apostrophes
Examples:
I will Ill
cannot cantWe are Were
You have Youve
I am Im
Apostrophes
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p p
The problem of its and its
Its is the contracted form ofit is.
Its is the possessive form of thepersonal pronoun it.
Apostrophes
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To indicate possession
1. Use an apostrophe followed by an s to
make the possessive of any nounExamples:
the managers recommendations
the trainers commentsJonathans birthday
Apostrophes
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p p
Forming the Possessive of Plural Nouns:
Form the plural first; then apply the possessive rule
Examples:
Singular Plural Possessive
boy boys boys
boss bosses bosses
hero heroes heroes
man men mens
child children childrens
woman women womens
Apostrophes
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p p
To form the singular possessive of acompound noun, add an apostrophe plussto 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
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3. The (childrens, childrens) knowledgeof the apostrophe was better thananyone (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
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The first word in sentences, listed items,quotations, salutations, and complimentaryclosings:
Examples:
Your clothes are ready.
The first directions in the guide said, Openthe box from the top.
Dear Sir or Madam: Sincerely, Sincerely yours, Best wishes, Your
friend,
Capitalization
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Capitalize the first word and all the important
words in the titles of books, periodicals, reports,poems, stories, plays, paintings, songs, andmovies.
The definition of an important word is: all the
words except articles (a, an, the), conjunctions andprepositions less than five letters long.
Examples:
Moby Dick The RavenDeath of a Salesman How to Buy a Home
Capitalization
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p
The first word and all the main wordsof headings and subject lines:
Examples:
Parking Regulations
How to Read This Article
Capitalization
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p
Names of people, places, schools, religionsand organizations:
Examples:University of Toronto, James Scott, RomanCatholic, Grand Canyon, Time-WarnerGroup, Lake Erie
Capitalization
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p
Names of races and nationalities:
Examples:
Asian, Caucasian, African-American
Capitalization
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p
Names of geographical regions whenthey refer to a definite region or are partof a proper name:
Examples:
Midwest, South, Middle East
Capitalization
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Names of one-of-a-kind events:
Examples:
the Derby (Kentucky Derby)
the Series (World Series)
Capitalization
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Names of the months and holidays
Examples: December, Christmas,Fourth of July
Names of brands
Examples: Pepsi-Cola, Kleenex, Tide,Maytag, Chevrolet
Capitalization
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p
Names of peoples titles or positions when theyprecede the peoples names:
Examples: Human Resources Director Linda Walker,Vice-President Bill Cowles
But: when the title appears after the name, it is notcapitalizedExamples: Herschel Farman, professor of history
Initials of a name:Examples: H.D. Smith
Capitalization
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Names of departments within a companyor organization for internalcommunications:
Example: The Faculty Department hadthe most members contribute during the
blood drive.
Capitalization
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Two additional guidelines:
1. When in doubt, look it up inyour dictionary or style guide
2. Be consistent
Punctuation/Abbreviations/CapitalizationExercise
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e c se
1. Mr. Jos. Buchmueller is our representative inBorden, Ont.
Mr. Joseph Buchmueller is ourrepresentative in Borden, ON.
2. mr r g simpson president of moore corporationis flying to england on mon
Mr. R. G. Simpson, President of MooreCorporation, is flying to England onMonday.
Punctuation/Abbreviations/CapitalizationExercise
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Exercise
3. the east coast fishing industry is in a recessionat the moment
The East Coast fishing industry is in arecession at the moment.
4. farley mowats book the people of the deer is afascinating account of life among Canadasnative people
Farley Mowats book, The People of theDeer, is a fascinating account of life amongCanadas native people.
Punctuation/Abbreviations/CapitalizationExercise
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5. the names dominion day and canada day areboth used when referring to july 1The names Dominion Day and Canada Dayare both used when referring to July 1.
6. we currently offer courses in carpentryplumbing and home insulation auto repairs forthe non-mechanic is the title of a courseespecially suitable for the beginnerWe currently offer courses in carpentry,plumbing, and home insulation. AutoRepairs for the Non-Mechanic is the title ofa course especially suitable for thebeginner.
Periods
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Use at the end of a sentence:
Examples:
1. All monthly expense reports must be inby the 10th of the following month.
2. A nanosecond is one-billionth of asecond.
Periods
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Use with abbreviations, exceptorganizational names: govt., st., UCLA
Do not use a period with lowercase
abbreviations of a singular or compoundmeasurement term, unless omission couldcause confusion by spelling another word
cm, km, wt, but: in., no.
Periods
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If words are omitted at the end of a quotedsentence, use ellipsis marks followed by thenecessary ending punctuation mark.
Example:
The regulation states, "All agencies must
document overtime . . ."
Periods
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If words are omitted within a quotedsentence, use ellipsis marks where youhave left out the word(s).
Example:
According to our records, Callan
received . . . awards for best actress.
Periods
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Dont use after a sentence ending in apunctuated abbreviation:
Example:
Class starts promptly at 8:00 a.m.
Periods
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Dont use when the numbers or lettersin a list have been enclosed inparentheses.
Dont use after even amounts ofdollars:
Example:
Please pay $225 as noted on thepast-due invoice.
Periods
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Dont use after a Roman numeral that ispart of a name:
Example:II
IV
X
Spacing after a Period
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As a general rule, use one space after theperiod at the end of a sentence, but switchto 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 betweensentences in your document.
Semicolons
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The semicolon is used to separate two partsof a compound sentence where noconjunction is used.
Examples:
Abdominal exercises help prevent back pain;proper posture is also important.
Jo will make the arrangements for the golfcourse; I will take care of the tee times.
Semicolons
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Use to separate two independent clausesjoined by transitions such as however,nevertheless and therefore:
Example:
Jo will make the arrangements for the golf
course; however, to make sure it getsdone, I will take care of the tee times.
Colons
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Colons are used to introduce somethingthat explains or illustrates what hascome before it
Example:
Heres how to use this guide: start with
page 1
Colons
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Colons are used to introduce a list or aseries of examples:
Example:
I will bring the following equipment toclass tomorrow: a board, a fish-tank, a
bucket, and a light.
Colons
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Used to introduce quotations that are more thanthree lines long:
Example:
At the school assembly, the principal said:Please read the new handbook being handed out rightnow. In it there are many new rules that apply toeveryone 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
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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
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The comma meanspause and it helps
make clear thesyntax of any
sentence.
Comma
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The comma is often used to separatetwo independent clauses (a group ofwords that can function as a sentence)
that are joined by a coordinatingconjunction (for, and, nor, but, or, yet,and so, when they are used to connect;
the acronym FANBOYS can be usedas a memory aid).
Comma
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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 myclothes.
Comma
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Use to separate introductory phrases andclauses from the main parts of sentences
Example:
Besides being a good golfer, Joanna is anexceptional speller and has won many
spelling bees.
Comma
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Use to separate items in a series:
Example:
Joanna is a golfer, speller, writer, and agreat organizer.
Comma
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Use to separate phrases and clauses thatarent a part of the main sentence.
Example:
Joanna, a great organizer, enjoys helping
Lynn and others get better organized.
Comma
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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 yourcommas. If the sentence still makes sense, thecommas are needed.
Comma
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Use to separate transitional words fromthe rest of the sentence:
Example:
Furthermore, she is always right.
Comma
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Use to separate the names of peopleaddressed in a sentence:
Example:
Well, Joanna, Lynn finally beat you!
Comma
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Use to separate titles and degrees fromthe names theyre associated with:
Example:
Mary Anne Walker, Ph.D., will share her
work on specialized instruction.
Comma
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Use to separate items in dates,addresses and geographical locations:
Example:
Mary Anne published her first book onMay 17th, 1971.
Dash
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It was common in the nineteenth centuryand then disappeared.
It has come back again and is kind of anall-purpose punctuation mark. It can bean effective way to emphasize points or
call attention to specific information.
Dash
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Use to connect thoughts to the beginningor end of a sentence:
Example:
What made Mickey Mantle great was hecould hit just as good right-handed as he
could left-handed - hes naturallyambidextrous.
Dash
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Use to take the place of colons:
Example:
My bus driver said three things were notallowed on the bus - food, water, and
gum.
Dash
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Use to insert a thought into asentence:
Example:
Not playing golf anymore - a realpossibility for some - is unlikely tohappen for Joanna.
Dash
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Use to add information to some word,phrase or clause in a sentence.
Example:
Writing, speaking, and teaching - activities
which Mary Anne excels at - areunreachable goals for persons like myself.
Parentheses
U th t dd i f ti t
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Use parentheses to add information or to
enclose an explanation that is extrainformation.
Examples:
Go to Chapter 8 (pages 104-121) for moreinformation on atoms.
The idea (that she might ever lose) never occurs toJoanna.
Parentheses
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Use to enclose the abbreviations oracronyms of spelled-out forms or viceversa:
Example:
The Professional Golfers Association
(PGA) often consults with Joanna.
Parentheses
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Use to indicate the source of informationwithin text:
Example:
There have been many articles (Golf Digest,
1966) written about Joannas techniques.
Hyphen
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Definition: a shorthorizontal mark used to
connect words orsyllables, or to dividewords into parts
Hyphen
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A hyphen is used to connectcompound nouns:
Example:
My mother-in-law is visiting us.
Hyphen
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A hyphen is used to connect compoundverbs:
Example:
Be sure to double-space that report.
Hyphen
A hyphen is used to connect compound adjectives:
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A hyphen is used to connect compound adjectives:
Example:
The up-to-date information is on the desktop.
Use the hyphen to connect compound adjectivesonly when the adjectives precede the noun.
Example:The information is up to date.
Hyphen
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A hyphen is used to indicate a suspensionbetween the first and subsequent words ina hyphenated compound:
Example:
There was a difference between the low-and high-performance engines.
Hyphen
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A hyphen is used to separate thenumerator from the denominatorin spelled out fractions:
Example: one-third
Hyphen
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A hyphen is used to divide a word of morethan two syllables at the end of a line:
Example:
We would predict that the hikingadventure into the mountains will be mag-
nificent.
(note: only in written or typed form, not ona computer)
Punctuation Exercise
1 After working all day at the office I went home
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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.
Punctuation Exercise
3. The partners arent going to the retreat nor are
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p g gthey happy about it.
Answer:The partners arent going to the retreat, nor arethey happy about it.
4. Professor Benson grinning from ear to earannounced that the exam would be tomorrow.
Answer:
Professor Benson, grinning from ear to ear,announced that the exam would be tomorrow.
Punctuation Exercise
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5. I thought I had completed the projectconsequently I was surprised to hearabout the additional work.
Answer:I thought I had completed the project;consequently, I was surprised to hearabout the additional work.
Punctuation Exercise
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6. My new office contains the followingitems a desk lamp a swivel chair and anin box thats always full.
Answer:My new office contains the followingitems: a desk lamp, a swivel chair, and
an in-box thats always full.
Punctuation Exercise
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7. We have prepared your estimatehowever you shouldnt sign it beforeFriday.
Answer:We have prepared your estimate;however, you shouldnt sign itbefore Friday.
Punctuation Exercise
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8. The three largest earthquakes occurredin San Francisco Tokyo and Lima.
Answer:
The three largest earthquakes occurredin: San Francisco, Tokyo, and Lima.
Punctuation Exercise
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9. The executive watched the competitionbut the competition went ahead with thetakeover.
Answer:
The executive watched the competition,but the competition went ahead with the
takeover.
Punctuation Exercise
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10. We wanted to go to the partners meetingbut we were unable to leave before theweekend.
Answer:We wanted to go to the partnersmeeting, but we were unable to leave
before the weekend.
Punctuating Titles
Use quotation marks when you want to quote or
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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 otherday.
Correct: Iread the poem The Tyger, the otherday.
Punctuating Titles
Using Italics:
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Using Italics:
1. Use italics (or underlining) to indicate the titleof any complete work published or producedas a separate item.
Examples: Two of my favourite books were written by Ayn
Rand: Atlas Shruggedand 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
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that is only a PART of a complete work. This wouldinclude sections of a report, articles in a magazine or
journal, song titles from a complete CD, and titles ofseparate sessions of a conference.
Examples:
His Executive Summary and Final Recommendationssections contain the best information.
Did you read What I Know for Sure in the Octobermagazine?
Should we play Jackson Brownes or Eddie Veddersversion of I am a Patriot with the slide show at thisyears picnic?
Punctuation Exercise #2the continuing care retirement community CCRC hasbecome one alternative to the impending increase inour elderly population according to estella espinoza
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our elderly population according to estella espinoza
professor of gerontology at the university ofconnecticut. nursing homes are no longer the answerto this social need she said their simply to costly fortodays senior-citizens she added.
CCRC's normally require a tremendous downpayment. this initial investment together with thecontinuing high price of socalled maintenance meansthat many americans will be excluded from the CCRC
of their choice. its a shame that getting old has to beso expensive said espinoza there are three thingsinvolved here affordability convenience and humandignity
Answer - Punctuation Exercise #2The Continuing Care Retirement Community (CCRC)has become one alternative to the impending increasein o r elderl pop lation according to Estella
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in our elderly population, according to Estella
Espinoza, Professor of Gerontology at the Universityof Connecticut. "Nursing homes are no longer theanswer to this social need," she said, "They're simplytoo costly for today's senior citizens." she added.
CCRCs normally require a tremendous down-payment. This large initial investment, together withthe continuing high price ofso-called maintenance,means that many Americans will be excluded from the
CCRC of their choice. "It's a shame that getting oldhas to be so expensive." said Espinoza, "There arethree things involved here: affordability, convenience,and human dignity."
Exercise
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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 forInternational Correspondence
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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 forInternational Correspondence
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Proofread carefully with reader in mind
Use correct time, date and measurementformats (for clarity, write the month as aword)
Spell Every Word CorrectlyEvery Time
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Each time you look up a word,add it to a list. When you have
trouble spelling the word nexttime, simply quickly look atyour list for the correct
spelling.
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Spell Every Word CorrectlyEvery Time
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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 wordsorigin.
For example, harebrained means to act likea rabbit. (Schroeder, P. 3)
Spell Every Word CorrectlyEvery Time
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Break up words you have difficulty with intotheir components and reassemble them:
This technique as well as writing difficult wordsdown ten times, and checking the origin of theword is what spelling champs use.
Mis + spell = misspell
Stubborn + ness = stubbornness
Spell Every Word CorrectlyEvery Time
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For very difficult words, write themdown ten times, say the word out
loud each time
Keep a misspellers guide handy
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I before E rule
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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
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Ode to Spe C ec
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
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PrefixesWhen adding a prefix to a word, neitherthe spelling of the (prefix) nor the (spelling
of the word) changes.Examples:
un + necessary = unnecessary
mis + spell = misspell
Prefixes and Suffixes
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SuffixesEnding in ypreceded by a consonant,change the (y to i) before adding the suffix,
unless the suffix begins with i. Then youkeep the (y).
Examples: study / studies
study / studying
Prefixes and Suffixes
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Suffixes:
Ending in e, drop the e before
suffixes beginning with a vowel
Example: wage / waging
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Suffixes: able andible
If the root is not a complete word, add -
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p
ible.aud + ible = audible
Examples:
visible edible
horrible eligible
terrible incredible
possible permissible
Suffixes: able andibleIf the root is a complete word, add -able.accept + able = acceptable
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accept able acceptable
Examples:fashionable laughablesuitable dependable
comfortableIf the root is a complete word ending in -e, drop
the final -eand add -able.excuse - e+ able = excusableExamples:
advisable desirablevaluable debatable
Suffixes: able andible
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Some exceptions:contemptible
digestible
flexible
responsible
irritable
inevitable
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Plural
For words ending in o preceded by a
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For words ending in opreceded by aconsonant, 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=zerosand zeroes. (P. 158)
PluralFor words ending in y:
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If the letter in front of the yis a vowel, just add(s):
delay delays attorney attorneys
guy - guys day daysIf the letter in front of the yis a consonant,change the (y) to (i) and add (es):
copy copies liability liabilitiespolicy policies proxy proxies
Plural
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To form the plural of compoundterms, add the soresto the mostimportant word:
Examples:
accounts payable
rules of thumbletters of credit
Plural
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To form the plurals of abbreviations, titles,figures and symbols, add either an sor ans. Let what will cause the least confusionfor your reader determine your choice.
Example:
apts. bldgs. vols. Drs. 90s.
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Powerful Openings & Closings
Answer the question, Whats this about?
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Answer the question, What s this about?
The first thing your reader wants to know whenpicking up your written communication isWhats this about?
Most people today are overwhelmed by thegreat amount of paperwork that crosses theirdesks and are not willing to spend a lot of time
on each document. So communicating yourpurpose for writing early on is important.
Powerful Openings & Closings
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Focus on the readers goals:Get the reader involved in the beginning. Do thatby knowing your readers goals and addressingthem 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 theaction required.
Powerful Openings & Closings
Avoid a narrative beginning:
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Avoid a narrative beginning:Laura Brill says that opening with a narrative isweak,similar to the Once upon a timebeginning to a fairy tale. This is a weak form of
developing ideas, as it forces the reader tosearch for main ideas. (Brill, P.8)
Give the information a logical flow:
It may help to begin with mind-mapping andfree-writing exercises.
Powerful Openings & Closings
Make the first paragraph long enough
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Make the first paragraph long enoughto get your points across and shortenough so the reader wont get bored:
Your opening paragraph introduces theidea being considered. Remember, in theopening paragraph, youre making the firstimpression on your readers
Opening Sentence
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Begin with the climaxInstead of telling readers aboutevents in the order in which they
happened, begin with the climax.
Begin with a quotation
People love to read them.
Examples of Quotations
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Actions speak louder than words andspeak 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 willalways hear kind echoes.
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Opening Sentence
Begin with a question
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Opening with a question involves the reader fromthe very first sentence.
Begin with an opinion
Don't preface it with "I think" or "I believe" or "in myopinion". You are the writer. Of course the opinionis yours.
Begin with a definition
Simply state your definition. Don't write, "Thedictionary says "
Opening Sentence
Begin with a prediction
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Point to the consequences of a presentsituation by telling your reader what willhappen and why your prediction will cometrue.
Begin with a description
Characterize the setting for an event or for
a scene or drama without revealingimmediately what you are talking about.
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Opening Paragraphs
Opening paragraphs are often the hardest
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and take the most time. To help keep youropening 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 andphrases
Write Endings that Motivate YourReader to Take Action
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Tell your readers what you would say ifthey were sitting in front of you
Make the conclusion consistent with theopening
Restate the purpose and the major
points from the rest of the document
Clearly ask for action
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Persuade, Influence and Convincefor Results
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Show empathy
Determine WIIFMR
Think
Remember
Understand Choose
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Personal Pronouns
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For example:I want you to know that I prefer using purevanilla rather than the imitation when I bakean apple pie.
Rather than:
This writer would rather use pure vanilla
when he bakes an apple pie, rather thanusing the imitation.
Subtle Tips for Influencing YourReaders
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Use persuasive words
Example:I guarantee you will save moneywhen you use our product for your cleaning
needs.
You are persuasive because it directlyaddresses your reader. Another importantpoint is that the writer must be able to backup the words or risk credibility.
Persuasive Words
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advantage always/never bestcertain confident convenientdefinitely effective emphasizeexpect interesting magnificent
most most-important popularprofitable should stronglyrecommend superb superiortremendous truly trustworthy
workable worthwhile
Action Words
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Use action words (see Pg. 56)
http://www.placementmanual.com/resume/
resume-02.html
http://www.scrippscol.edu/dept/careers/jobsearch/actionwords.html#sales
12 Most Damaging Business WritingBlunders and How to Avoid Them
1. Inconsistency within a document:
http://www.placementmanual.com/resume/resume-02.htmlhttp://www.placementmanual.com/resume/resume-02.htmlhttp://www.scrippscol.edu/dept/careers/jobsearch/actionwords.htmlhttp://www.scrippscol.edu/dept/careers/jobsearch/actionwords.htmlhttp://www.scrippscol.edu/dept/careers/jobsearch/actionwords.htmlhttp://www.scrippscol.edu/dept/careers/jobsearch/actionwords.htmlhttp://www.placementmanual.com/resume/resume-02.htmlhttp://www.placementmanual.com/resume/resume-02.htmlhttp://www.placementmanual.com/resume/resume-02.htmlhttp://www.placementmanual.com/resume/resume-02.html7/29/2019 Business Writing Course
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1. Inconsistency within a document:
Make sure your style and content areconsistent throughout the document.
2. Misplaced Emphasis:The judge sentenced the killer to die in theelectric chair for the second time.
The judge sentenced the killer, for the secondtime, to die in the electric chair.
12 Most Damaging Business WritingBlunders and How to Avoid Them
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3. Unorganized document
4. Number and reference disagreement
The subject and verb of a sentencemust agree in number. Both must beeither singular or plural.
Example: Mike and Debra play golf
and both is proficient.Corrected: are proficient.
12 Most Damaging Business Writing Blundersand How to Avoid Them
5. Unclear purpose
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6. Run-on sentencesA run-on sentence is caused when twoindependent clauses are not joined by acoordinating conjunction. This is referred to as a
comma splice.Example: Mike is proficient at golf, he hates tolose.
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.
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12 Most Damaging Business Writing Blundersand How to Avoid Them
9. Misplaced modifiers
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A misplaced modifier is a word or phrasethat is intended to modify another wordor phrase but is incorrectly applied. It
changes the meaning and is unintendedand sometimes humorous.
Example: He wore a straw hat on his
head, which was obviously too small.Corrected: He wore a straw hat, whichwas obviously too small, on his head.
Misplaced Emphasis/Modifiers
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When writing, Clarity is of the utmostimportance. It allows us to communicateeffectively with our reader, and to show
credibility and knowledge as a writer.
Common problems regularly encountered
in business writing is the use of misplacedmodifiers and emphasis.
Example #1
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How would you correct this sentence?
Portia rushed to the store loaded with
cash to buy a birthday gift.
Corrected Sentence
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Portia, loaded with cash, rushed to thestore to buy a birthday gift.
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Corrected Sentence
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The young girl in a short skirt was walkingthe dog.
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One-Word Modifiers
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These one word modifiers often causeconfusion in a sentence:
almost just nearly simply
even hardly merely only
Best Church Bulletin Bloopers
Bertha Belch, a missionary from Africa, will be speaking
t i ht t C l M th di t C h B th B l h ll
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tonight at Calvary Methodist. Come hear Bertha Belch allthe 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 toget rid of those things not worth keeping around thehouse. Don't forget your husbands."
The peacemaking meeting scheduled for today has beencancelled due to a conflict.
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Best Church Bulletin Bloopers
Next Thursday there will be tryouts for the choir.
Th d ll th h l th t
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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 afriendship that began in their school days.
A bean supper will be held on Tuesday eveningin the church hall. Music will follow.
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Hints for Letter Clarity
U b ll t
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Use bullets
Write shorter sentences
Avoid jargon
Avoid cliches
Avoid flowery and lengthy
descriptions
Writing ClichsA clich is an expression, phrase, or fad wordthat has been overused or become
l Th bl ith li h i th t
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commonplace. The problem with clichs is thatthey 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 existin this day and age.
The Prime Minister believed that at the end ofthe day her policies would be vindicated.
Outdated Expressions
Avoid Use
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at this point in time now
at this date now
for the purpose of to
in order to to
in the event that if
due to the fact that because
for the reason that because
inasmuch as because
Outdated Expressions
Avoid Use
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in the final analysis finally
until such time as until
pertaining to about
subsequent to after
transpire happen
try to line up a meeting arrange
I would suggest that please
feel free to call call me if
Outdated Expressions
Avoid Use
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Avoid Usedont hesitate to call call me if
please be advised that (delete)
our situation is such that (delete)forward it on to me send it to me
enclosed please find Ive enclosed
we are in receipt of we have received
per your request as you asked
Stamp Out Biased and SexistReferences
Use parallel language:
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Use parallel language:
Examples:
Instead of men and ladies, use men andwomen.
Instead of man and wife, use husband andwife.
Stamp Out Biased and SexistReferences
Use non gender based terms
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Use non-gender-based terms
Examples:
Instead of mankind, use people.
Instead of policeman, use police officer.
Stamp Out Biased and SexistReferences
Address people the way they prefer
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Address people the way they prefer
You wont go wrong if you address peoplethe way they want to be addressed. Initially,
and if you know their title, always use it.
For example, if you are a student talking toone of your college professors, you would
address them as Professor______, unlessyou were told otherwise.
Stamp Out Biased and SexistReferences
Use plural forms
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Use plural forms
Examples:
Instead of his or her, use theiror theirs.
Convey Bad News Tactfully
Purpose statement:
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Purpose statement:
When youre dealing with a problem,
your letter should alert the readerimmediately about the problem thatexists.
Convey Bad News Tactfully
Positive tone unless
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Positive tone unlessinappropriate:
Even though the subject of yourletter or document might benegative, make the tone positive.
Convey Bad News Tactfully
Appreciation statement:
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Appreciation statement:
It always helps set a positive
tone when you start out with Weappreciate .
Convey Bad News Tactfully
Sincerity:
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Be certain that your statements aresincere. In trying to be positive
during a bad news situation itseasy to slip into an insincere tone inthe effort to ease the negative tone
of the negative news.
Bad News Letters
When writing bad news letters, you havet l th t k i t h th
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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 goodwilland business
Sample Bad News Letter
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Overdue Account LetterWrite a reminder notice letter to your customerthat:
provides notification that payment is overdue andth t th h l d i d ti t
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provides notification that payment is overdue andthat 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 LetterDear Ms. Coles:
RE: Overdue Account
On March 21 2008 you received the final installment of anorder for BizTech office furniture The total value of the order
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On March 21, 2008, you received the final installment of anorder for BizTech office furniture. The total value of the orderwas $3,687.00, with agreed upon terms of 90 days credit. Anotice was sent May 15 reminding you that payment was dueon June 21, but so far no payment has been received.
Our ability to offer credit terms to our valued clients dependson their cooperation in paying on schedule. We wouldtherefore be grateful if you could settle this account by July2nd.
Perhaps your payment is already on its way, in which case
please overlook this letter. If on the other hand there aredifficulties affecting your ability to pay, please let us know.We will do what we can to ensure that your account stays ingood standing and help preserve your credit rating for thefuture.
Choosing A Business Writing Style ManualThat Works For Your Organization
Research
Do your homework Go to the library bookstore
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Do your homework. Go to the library, bookstoreor Internet and find the best stylebook you can.
Relevance
Make sure it fits the writing needs of yourcompany.
Recent
After youve selected the best writing stylemanual, make sure its the most recent editionfrom the publisher.
Contemporary and Professional Formats
Block Letter with Open Punctuation:
all parts typed flush with the left margin
i d t ( t f t d t i l)
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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
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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 EveryProfessionally Written Report and Proposal
Title page
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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 theperson for whom it was prepared, and thedate on which it was completed.
The title page, therefore, contains a greatdeal of white space.
The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal
Table of Contents:
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list all headings and subheadings(excluding the title page, table of contents,
and other preliminary matter), giving pagenumbers for the first page of each section
reproduce the headings and numberingexactly from the body of the report?
include the full titles of the appendices?
The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal
Introduction:
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Introduction:
Purpose
The scope of the document
How you got your information
The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal
Body:
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Body:
Summary of the main points
The organized data you havegathered
Conclusion
Recommendations
The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal
Annex:
Supplementary information included at the end
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Supplementary information included at the endof your document. It can include graphs, chartsor other pertinent information that does notbelong in the body of your document.
Appendix:
Subsections of Annexes.
Bibliography:
The list of the sources you used as you did yourresearch.
Memos
Memos are primarily used withinan
organization
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organization
Memos are usually unceremonious in style
Memos are normally used for non-sensitive communication (communicationto which the reader will not have anemotional reaction)
Memos are short and to-the-point
Memos
Memos have a direct style
M d t h l t ti
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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 ThatDont Waste Your Readers Time
Before writing, ask yourself:
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What do I want to say?
State in specific terms what you wantthe reader to do, when you want itdone, and, if possible, what you cando for the reader if your request is
completed on time.
Parts of a Memo
1. Head:Many companies have pre-printed forms
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Many companies have pre printed formsfor memos. Others simply haveMemorandum at the top
2. To:This line, serves both as inside addressand as salutation
Parts of a Memo
3. From:
This line replaces the return address
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This line replaces the return addresson the letter head, and in some casesthe signature block
4. Date:
In a memo, the date may be written infull 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
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The subject line of a memo is veryimportant:
- it should be concise yet explain thesubject in full
- it can act as
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