Date:

To:
From:

Subject:

September 9, 2016
Pat Perkins, Senior Marketing Employee
Daniel Kidd
Marketing Manager
Marketing and Advertising Department
Building A, Office 222
Ext. 3875
danielkidd@gmail.com
General Guidelines for Developing Writing Skills

Good day!
As the company aims to become one of the best in its field, it ensures that every task shall be
successful through effective management with the help of its employees. To achieve this, having
a systemized and harmonious working environment is very significant. This entails strategic and
thoughtful communication between the employees and the management as this is vital for
appropriate dissemination of information and responsibilities. Effective communication can help
in reducing barriers among the employees in regards to their differences. With this, their morale
will increase, likewise their commitment and productivity in the company. In addition,
employees will learn to trust each other and build efficient teams. Communicating strategically
shall also prevent misunderstandings and problems in the business operations and tasks that can
lead in a much bigger predicament in the long run.
This memo aims to inform that I have been assigned to work with you in a mentoring
relationship to improve your writing skills. Since the company gives high importance to its
employees and wanted to address their needs in having additional knowledge and develop their
skills and abilities, giving mentoring and trainings are being practiced. The company wants you
and those who are also having troubles with their writings to improve your abilities and become
more valuable. This knowledge shall not only help you with your job responsibilities, but shall
also be useful in your everyday and personal lives. The company believes in your capabilities
and wants you to progress and expand your horizons.
As a starter, below are tips that can help you in improving your writing skills.
TIPS FOR WRITING BETTER SENTENCES
1. Challenge to be verbs Modify to be verb to a more evocative verb.
Example: Original He will be a good communicator
Revision He will communicate well
2. Use active voice The subject of the sentence must do the action described by the verb
Example: Passive Voice Our profits were affected by a sales slump
Active Voice A sales slump affected our profits.
3. Challenge modifiers
Example: Original We are very happy.

Revisions We are ecstatic.

4. Challenge long words Make the words short as possible.
Example: Original utilize
Revision use
5. Challenge prepositional phrases Turn prepositional phrases into shorter adjectives if possible
Example: Original I will present the report in the meeting on Monday.
Revision I will present the report in Mondays meeting.
6. Challenge long sentences Tighten sentences by eliminating to be verbs, modifiers, and
prepositional phrases.
7. Avoid overused expressions Avoid clichs such as I regret to inform you and overused
figures of speech such as Hes a fish out of water.
8. Avoid placing important words or phrases in the middle of a sentence Put important words
that you want your readers to remember in the either in the beginning or end of the sentence.
9. Keep the focus on the reader Make the reader realize the benefits they will get from reading
your message.
10. Read your sentences aloud Reading your work aloud, or just whisper to yourself, is one
effective editing technique.
NINE-STEP WRITING PROCESS
1. Research
2. Creativity / Brainstorming
3. Organizing / Outlining
4. Writing
5. Revision
6. Editing
7. Seeking Approval
8. Distribution
9. Evaluation
Once you have received this memo, kindly send me an e-mail as soon as possible for the
acknowledgement receipt. Also, indicate your most convenient day and time for each week so we
can meet in person and continue with our mentoring to improve your writing skills.
If you have any questions, please feel me to reach me through my above-mentioned information.
I am looking forward to be working with you.
Thank you.