ze @ a @ a ese o 250474 2120 A GUIDE TO PROFESSIONAL/ BUSINESS WRITING ue W UWF Grammar Hotline, May / Help You? BUSINESS FAQ's TAKEN FROM THE UWF GRAMMAR HOTLINE LOG ‘Wat seiaton is appcprte when a ets bang set ovo poole with Ph? ‘Drs Fone tc My LowerCvans~ Deas rs. Cans anc LoweLians Dis. Gay and Maria Howard ~ Dear Ors. Hoar Wats te pro bese words: suo tons and atomey genera? ‘sates ofimtators; attorney generals OR atomeye general (American Hantsgo Dic, Ae) Wats core. Scss'sDey ‘ay ox Prien Day? ‘Aare pal cessive: Sosse' Day Serta‘ Day, Prien Day (and Var’ Dy) ‘sitooett use an ampersend (i) wih a comma fe rane of a company ~ Bu, Davis, | Brin orisinos? ‘Omitine conea receding the ampersand. (Cheapo Maul of Ste) {se clon covet preceding a vertical or hari? You parti shoud nla: overlie rsume an sgl fe ‘Du nus awl aler vt oa preposton, even st flows. ‘She and Rel Good Gramma, Tn) va busines leer, wha Slain appro wen you dot now te acoressees Do oe af he folowing: Ue descriptive te (Deer unan Resouces Directoy use an stenton ine ATTENTION: Huran Resouces Dred use a subject ne (SUBJECT Marans Posion (Mec Trg) Isitallngtto makeup a word orto verb nour? Tne spleen wae eodentaizod. The DOT hoe furl “Tis ep wi rok ernualz wel Weald ite None norisheobgsms ar accepizle onl no che word ext convey he meaning. Thar is no ned ore wo publ when pully aredy exits, Check a Sonar of new words. (Mars Handbook er Wis, dE). Which scomact? We ache a ermeencis Witacher orsansus We reached a consensus, (Longman Deora oF Comemporay Engi Ar colctve nouns euch a connie and engl pal? ‘tec nouns may be singular o ura depending on wheter hey eer tthe ros 25 unt orto Be india mambare of th rou ang opal, The commie haa race is dso, Or The commie sages concert newest naninaton, (Rat Sone Gramma, Ta) Whats abrevion forthe plural of folowing? i And what isthe abroiton of Ascabon? Bosses Day, Sects Day or Serta Day Precoa's sto hghwoy es. Me Mess, (Scat Foresman Hanobook of Usage) Nes -Mmas cr Mes (Watters Sarai Handok) Asso or Ass, (Wedste's Distinay) How on you mate aves an number ra? Form me pla by aang -s aoe or -. TMs or ATM's Trae are fe 389 ny phone number Nis Pos (Chicago Maal Sie) Iemcomma nana inti a? eazy 7008 No comma necessary tn an two eomgonais of 2 date. letapsropte owns, ype or 8gn abusing document in dink? “Thoua we cou nat ind source fortis answer. we ow tat common pace tse bu or black nk for buns documents, INFORMED SOU UWF Wraitinc Las BUSINESS VOCABULARY ITISIN PROGRESS - So wrapped ine tape thal he station is alest hopeless. WE WILL LOOK.NTO IT-By the ene the whee makes ful um, we assure you wil have frgoin about ‘PROGRAM - Any assignment tat cart be completed by one tlphore cal ‘CONSULTANT (or exper) Any ordinary person more an 50 mls fom home (rust have else) ACTIVE CONSIDERATION We af looking in re es oH. AMIFETING - Amase ming hy masterminds. TO NEGOTIATE To seek meeting of minds witout a knocking together of heads. RIENTATION -Gettg used to werkng again. UABLE SOURCE - Tho porto you jue mt. Te person who Yi he Quy you jus met. LINIMPEACHIRIF SOLIRCE The person whe sartd the ume ginal 5. ACLARIFICATION To lin the backround with so many Geta hl Ue Freund bes underground. TOGETHER ON THIS tim assuring yout as unased es la, GIVE US THE BENEFIT OF YOUR PRESENT THINKING - Wel itn to what you have to aay as fong 2 t dosnt interere with what we have eredy decided todo WILL ADV'SE YOU IN DUE COURSE «it we taure tou, welt vou kro ‘TARE SOME DICTATION -Comect ype ts document ore. BUSINESS BLOOPERS nese errors were taken tam actual buses corespondence and acverisng materi, Guessed Speaie Extinguished guests etetenoes avalaoe @ pone request ‘Tank you for your erporation. pend atom Selling nd satishing ou custnmars is cu fst piety Oe ofthe bes a Petrot launch menus Anand fll of enpioyese Money must be paid before hands. Supervisors nae patants, A combonation of ski an ily Car being toad Nest etore neighbor A dogay dog wort Canfictin the dessert Frags wl be fied over post ofc, Free. private consolation No dying in wearing machines \We wil ofer you a prescription to our magazine RectumFinding Your Passive Voice By Mamic Webb Hixon writing Lap Director Today found my vioe—my passive vice. and nnu''m going fo use t_ NOT A GOOD IDEAL Wen you find you vuiee—your passive vice, lear now ouseit moderately and in spect stutions only. Forinsance, A good te was ha by al ofus!s a passe vooe sentence thal woud be better eqressed os Alef us had 2 good time! The zontence, ae wel a he vr, ‘sounds very Sif stited, and unnaurat was had! On te omer hand, Rome wasn’t ult in @ cay ia passive voie sentence that wrk: since the performer ofthe actions Unknown anyway, using passive ice places te emphasis onthe object—Rome, ring ‘a sentence forceful and drect. More important wring the sentence in passive voice avoids the use ofthe vague pronoun ‘ey’ in he ative voce constuction They didnot bul Rome ina day. ‘Voice, m grammatical terms, eters tothe relabonship ofthe subject tothe verb-anetner the elatoncip is active (with the eubjectperorming the action) subject ecevng the aco). ACTIVE: The cemitiee reached a decison PASSIVE: decision was reached bythe comr Ina pesiv voie constuction the tel sujectofa sen bovis shitecto a secondary cessive stint ‘bw, or tis ote: a be vor form is aed io the acive cect of me senence(Geison) becomes the subj [Asa professionalbusiness wri, you ae wxpaciad io be die, so using active ‘lows you to stow thal your subject acs (The committe reached a decision) _2ctve voice also akows you to sale your subject rater than omititor make ina passive voice constructor: PASSIVE: Adecieon wat reached. PASSIVE: Acecison was reached by the commitee, Despite ese fais, ere ar instances in which passive woie accepted Tha unwanted telephone slr usualy pes wl been selecied to receive... you send emai youve IFyeuie wedng planer, of you havereoeived a wedding recognize fis formal expretion: Ths fave of reply is : : you should recognize hese passve voice sentences: The fovlowng previews have hoon sped hy the lotion Beta Aeenriatinnnfdmeries Silanes e spyware ‘Switching audiences isnot permite. And, youre a videomove watever, you should racogrize hase passive wie sentences: Viewer discretion is advised. The following film hae been modified from its original version. It has boon formatted to fi this ‘Screen and ected to run wn tne tme auonea and tor content ‘Omer man me formal style used in wedeing Invtaions, te exampies above fall under cone of hese calegories in uhich “your passive unio” can ha vary afecuee Wi Ue at ies re inp Ui Ue pte Ue ab Preepistaton is required (nts. 2000nd voto, the rferandum was paseed bythe Gly Counc The novel was wren by Kurt Vonneaut, A signature required, ‘This progeas was wal publ, Wn ist necessary oa a speci person ‘The petit was treated and released, Nox year's confrenco wil bo old in Olan, ‘Allee voiavons were reported. Lr. duath Siete n napter # omer Do0k Hn on larger nes several omer nsanoes in hich the business writer should consider using pasive vie have added examples): ‘When Oe pecuer of Ui aut is wow, nex, o unimportant The package has aready been maid. Oficers were elected at the est meeting. The cope wi be repaired Inco tx refund checks wil be mailed in September This person was abcucied frm te convenience sir. ‘When is noe acl to avid ang a specie psu fr an et The While House vieatapes show that a mistake was made, When he writer wants to elect something or someone ddomatcaly Your insurance coverage hae beon cropped. Your cred card prueges ave boon suspense The students were expel fom schoo When cei is being sessed "Your aplication hasbeen proved 1am beng promote. Wen he wrt makng @ general statement ‘The mesing has Been canceled, ‘The dry was Gsed, The eompany was esse by fe ‘sa prossionaousinss we, emembe lobe forceful, be atv: and when you find {04 appropriate passive voice, use PASSIVE VOICE RESISTANCE Pesive voice shou be avided! this professlonal hype about passive oie! Is the hype necessary’? The cbjectin to pasive voice is that professional wring should be uriten in ecive voice. Is the objection reoconable? You decide. Each ofthe sontencoe jw s writen passive vie. Which ones would be bet len the passve Voie? ig, in which ones Ghould the attention be drawn away from the subject? Uniforms must he won by ll students. Anatterl to collect the money will be made ‘We were od to iin the back o re room Your cal wl be answered inthe ordain hich was rosived Funaing is proved by ne univers. His dally enrich millon of suis ‘The computers wi be upgraded. + Administrators wil be evaivates tis veer, + Aheck ot money order must be ended wih your application + Aproposainas been sumac tone Couny Commissioners fr constseraton. . all syste hasbeen used by otha mpaniag PVA - PASSIVE VOICE ADDICTION Now, here's a one-paragraoh leer wien in passive voice, Revise i. Call the ‘Wing Lab/Crammar Hotine a (860) (74 2120 fr aesetance, ‘Your Ite requesting intrmation about our vanpacling program has heen cesivet in te Greco’ ote, Please be advised, however, that inorder fortis office to respond to your inquiry. appropiate forms must be completed, Accordingly, your Ietorisbcng returned to you, and you want he informaton being eaugh,snaber eter wath the enclosed forms must be sent us, THE WHO, WHICH, OR THAT QUESTION Use wio (or who) ta refer to people or animals wth given names: The request was sent othe company president who immediatly annrved Use unin retro places, mings, or evens: ‘The annual statistical report. which was dlstrinted yestertay. shows an increase inmate. Use whose to referto both onimateandinarimate abot: ‘The supervisor whose promation was dened fled a gevanos. ‘Tha book whose ISBN number i 144 2008 sou of print Use tha! to invoduce restrictive infomation and to refer to groups of people, aces, things, and events: The wo companies thet adopted the pan showed prot creases.Writing for Social Services - Feeting Your Client's Pain By De. Diane Seow Department of Social Work ‘As wiers who ly Wo cape whal cles say inte asl acral way posse, social workers and other social series professionals need to document what cients £5, tidk, and fol follwing the contact withthe worker. Workers offn use the word “eet merchangeably win “ini and "Deleve" when wnting what vanspees wae Cer. Using ‘fo universal in his way, however, incorrect ‘Typical, a social worker writes sbuul wal a en! fels yung word thal doscrbes a eaing such as sad""angry’ "depressed "discouraged or"olerahelmed” \Whon the worker uses Yel to descrbe whet cnt thinks or Bellew he erence constucton usualy aves away the lack ot a felng word. Take this sentence for ex- ample: “Sal fools that her mother does list to har" The giveaway cue tha the vie is not ming about feeings is be word combination of Tels mt” Wnenever “thal i used with Tel” te ne! phrase refers fo whal someone thinks a haSeves, or refers to some the cognitive process. ‘So, you wre inthe social services and wanto convey tht vou “ee your cients pan” plaase make eure you don’ ial THAT your canis have pain” THAT make & wrong! BUSINESS LETTER FORMAT BLOCK LAYOUT FORM , ———— } sacy renee ‘Weicrs Tide los Name) BUSINESS LETTER COMPONENTS Letterhead or Return AddressIHeading (Company name or wrers name” ‘Street adress or post offce box number iy, sit, ZIP cove ‘ea code and phone number? Cable accross or fax” *Lettermead ony Date Line ‘Type ont ine below lstemead. youre using a Retum Aooress Heading, re ale should hth hr nef the heading flowing the adress ine 1) and the cy sat, and ZP ine 2) Avoid hand nd with he date Inside Adress ‘Type on fith ne below date line ‘Adotessees name andoo te, name of organization, street adress or post ofe box number, ety stat, and Z1P Selutation/@reeting ‘Type on second ln below inside address (or attention ine if used). Use “Dear” before the addressees lostname. Folow with acolon. Dontuse To whomitmay canoe Body Begin onset line below salutation reference ine Doni lose wth “Thanking youn advance" Complimentary Clesing Type on se0ond ine below lst ine o body. Captalze ony the frst werd, Punctu- 2 wth a com. Avoid vengy closings such at “Your fer aber communi.” Mote Personal: Sincerely, More formal: Vary tty yours, Corday, Very sincere yours ‘Sincerely yous, Very cordially yours, Corsialy yours, Recpoctily yours, ‘Signature ‘The signature shoul b nthe form by which the writer wishes to be adresse A.vocrslary who signe a let atthe euperieor'erequostcuctomarly eigne the supervisor’ ne, alowed by hisher oun inal, Willers Name and Title “Type onthe fourth ine below the Complimentary Cosing—the name on the ite ona separae ine, Wer who prefer a parcular te orwhoes name dose not real her gender may Incude a couresy he (Ms, Mr, Me] precing thle name.— wh or Want patentee, Copy Notation (nthe ine bolow tho reference oF oncooure notation, typo tho ite ce (courtesy copy orc (copy win or witout a clon thereater and follow on same line wih nama of pean in race ony I several peole are to receive copes. type their names below the frst name ‘arranged by rank or alphabetically. Dorit repeat oc a6. Postscript Use peti fr arphasis oeaprss flacvaly an idea that you have delbar- aly withheld fom the body ofthe eter. Second Pages Use plan pane never a letamead), using same marghs as on frst page, ‘Type second page heading onthe seventh ine down rom top of pags 1) adressee's name 2) page number 5) sae gingSee Cr Canes GREETINGS AND SALUTATIONS STATE ABBREVIATIONS FORMS OF ADDRESS Standard Two-Letier Abbreviations for Addressing Envelopes ADDRESSEE FORM OF ADDRESS SALUTATION AL Noboma LA Lovielona OK Oklahoma Glercal and Religious Officials AK Alaska ME Mane OR Ogun Cteray “The Reverend Or. Michael Johnson Dear Sir or AZ Araone MD Maryiand PA Pennsylvania Dear Re. Johnson: 2 AR Akay MA Massachusetts PR Puerto ico Dear Dr. Johnson: A Calforia ME Michigan Ri Rhodelsand | Priest The Reverend FtherTom Bonané Dear Father Bonant: 60 Colorado MN Minnesota 86 South Carina | ra x CT Gonectout MS Misisiop 8D SouhDakot ‘The Reverand Tom Bonen Dear Father DE Delaware MO Missoun TN Tanasae | asbl Raboi David Osi eat Rabbi Ostich DC Distt of Columbia MT Montana 1K Toxas FL Pra NE Nebraska UT Utah College and Univesity Officials GA Georgia NY Nevada! VT Vermont Dean ‘Dean Matha Saunders Leer Dean Saunders Hi Hawai NH NewHampsire —VA—Virgiia x r 1D sho NU New Jersey WA. Washington Dr. Mara Saunders Dear Or. Saunders: kino NM New exco WW West Vigna Dean IN liana NY New Yor WL Wisconsin Present President Moris Marx ese Present Man a NC Nort arcing = WY Wyoming Dr Moris Marc Dear Dr. Marx Ks ND North Dakota Professer Dr Carlos Dowe OH Ohio Professor Caros Daws Federal, Site, ad Local Govetnent Officials Gy Counciiman The Honorable Ronald Townsend ‘Commissioner The Honerabe Mai Young oar of County Commissioners otge ‘The Honorable Nancy Glam Governor The Honorable Jeb Bust Govern af Frida School De Elmer Jarkns Beard Member Escambia County Schoo! Board School Super. Me Jim Paul epreseniawve The Honcrable Je Mil Mayor Tha Heneesha Inn Fogg) President The Present COMMONLY M)SPRONOUNCED WORDS itary incarsioe NOT rears arnt AUN Deva. Brewer Dear Aaria rewer: tears NOT. fear CComandst Commander Nathanial Wi Dae Commaner Wis ofan (otin) NOT of Prnaie Prats Ken Freean Dear Private reemars fecal year NOT —_phyeical year US. Army clue cox) NOT clone ‘he flowing aan just feriatve NOT tavadva OtnerProtessional Ties genet neuns. They are siivber NOT srraniar omay ‘Cynbia Was Dears. Wiliams fraderarts and thus souldbe | mscriewous NOT — mischeavesous alumney-a-Lan Dect Aluniey Wikaus. copied, Check any coer NOT a standard dctonaryf youre Cyn tims. Eq Unsure about wheter 2 word Dentst Narcus Pau, DUS. Dear Dr. Pau: isatademah, a De Marcus Pat Liuid Papo comet id Prysiian ——_Pricy Gondan, AD. Dear Dr. Goodman: Styotoam aposaoi cups & ples “ ester eal eta bator Dt Perey Goodman Rola ca le Val astenars Veternafan—— Marcyn Sms, O.VN. Dear Dr. Sis Jeep vance Tuppenvaeplsticantsners « , Dr. Marlyn Sims HOW'S YOUR BUSINESS ENGLISH? Say SSPE + Whats wrong wth is sentence? You nist easter anc ated tne conference 2 SAbheah id = - 5 + Which fhe flowing word ic msepoe? = 1 alt 2. arg ae 2 tun doar aniane aay biliograpi + Which ofthe folowing exoressions is arammatialycorect? 1. eo body about abouHow +0 Write a Cover Letter eens By Amy Wood in nd er pation nt eppesring on your reu + Use siandard business format + Type the cover tar an later a on pain pant Use the same pepe for both your cover lei and the resume. ‘Adotess te cover ler to an individual or use an attention line TION: Human Resour Department line. (SUBJECT: Intersnip Poston), slutaons "Dear Sir Madar’ and “To Whom (Concer ate out of date and imperso How +o Write a Resume Fret Paragraph: By Amy Woodland 1. “Wenjarorsstsepn oes eso pageant information the company is seeking in your cover leer Spslanderd 8 12x ttinch paper ‘Second Paragraph Information to Include n your resume: (Objectives may be used, but they are not necessary. (Seeking 2 prion in 4. Brief summary of your wor history. s) 2. Any information not ted in your resume, 2, Wark experience in reverse chronological order - sting present jobs job. (Curent work exper ver ten years ich than work exporion i paragraph: Information sbout how fo contac you. ies nd technical schools you have atend imerronciogcal Professional cartficatons (under he heating “Eduction and Certification” or Educa anc Trang) Academic Arcs Recogaibon ~ community service, mesa, rote recognition References — Use your professional judgment when deciding whether or ottaincude references. you includ rforonce, do the flowing: List atleast re, Ths ist shoud include employes or other persons farlar with your sls or werk Inte ther names, adéresses, telephone ‘tuners, an nal adesses. Request piss YoU eee before incising them on your resume. Create an atonal sheet or include a satement such 23 “Reference avaiable upon request” How to Write a Memo By Amy Woodtand |Amerorandum, o meme, i @ doc bit ot iomaton i used to wrivey a single and ielaiey stl DO'S AND DON'TS OF RESUME WRITING 208 Seta Be Eonsitent wih os ang nat te oe ee ‘Ty tlkieg pte ime ee Amemo shoul be + single and short + used within organizations typed onthe orgorizatin' letterhead or on plein 81/2" 1-inch Vour organization may have a preset format hat woul ike to use; however ‘mers wil include the folowing infra in is oe role your tame: aaereRe ores tuber std emai agrees nytt tear 1. Thehhcating ‘MEMORANDUM typed in upper cae: may be bold ot PONT equi pe 8 ate crops and crovinte (0 ponfblpwllme respected ‘The TO" lng hay nag the ndvoual senang me 7 dale the mama ie sent "SUBJECT ne~a rif te or header inating the subject mater of 2% fa Plus information auch SOK amt SeaTunOn, etal Sau, reigon, etry o lta’ alent the meme, 8. The body shouldbe single-spaced. 7. Your meme may aso neue courtesy copy or” (ony) 23o not vee protorsatd rena bila. De nal tll an eitover evening ono esi: Deno your oaks fi ang Soa Spent Do nntuse your nsknama Gb a SeanRal adden,“Hey, Ima Writer, the Audience Is Looking For Your Purpose”: How to Cast the Proper Purpose By Heather J. Allman Department of English and Foreign Languages Wen wing business messages, thnk of yourmessage as amovie script. Asuccestu wrter knows tat lanring, or castng and rehearsing. wien business message isjust 2: important a actually cresting, pefoming,themeszage. During the planing sage, you should careful conser the fundamentals of yout message: your purpose for communicating and your audlanes who is receiving the communicaen, Then the aucions begin o cast asc characte cr or you yuneral purpose (infor, (2 collaborate, to persuade) and arising unknown star for your spect purpose. The casting ends whon youve analyzed your potential sorecrng audince fortis message performance in order to Canty your purpose. Casting Cal Fis. you stat casting fra general purpose in order o determine how audience needs to partiat in the messoge, For example, your this Sots semply to infrm your audience o anew produ! ne developed, “Organically Fresh itdos nt need finely tuned crow the an wl wie cpl rej einer given. ‘Secondly, you sat audtonng for he biossaming young stat specific purpose. Her the cesing becares mare difcul b message must be abe to clearly aru the answer ots choulé my message perfomance change the ausionce' id screen hs message?” The sir mus actin accordance needs iobe communica othe waiing auience ‘Afr casing, you wil have to rehearse wth your sp sus Garo accomplish ths oo, you ned fo ie carly checking your sat to eee whether your hoe important questions: whe, what, when, where, why, and Rehearsal: Fst you must deci what your general purpose needs audience. Te chooee what your general purpoce wil bein the me Joumalisic approach - Wh reas o hea this massage? Anyone nthe audence who this Information. -What does the auisnce need todo alr hearing this message? They need _ccepto reject te information. "Notloe naw om te questions ana answers are GENERAL and nonspectc nature. Seconly, you must be mae slecive and Ue wel res ina your specie purpose needs o comey ote cresnig audience To choose wha our specific purpose will bs inthe sero, you rood ta nary fous on your reasons the message neds be cormuricates the wating agence: - What's he specie reason the auence needs hoor abou ths produ ing? They tke our previous produc an eed to be named of Bis new hypcallrpeie‘Orenicaly test shampoo and condone. -When exact wil is product ne be aval fo he? They can pacha of renew rods ater Marah 13, 22 - Ware exacy wl tis pred ne be aviator? Thy canvitou wba tof asig of sores ae wuts thal cary sew produc in, - Why, secialy, mgt ey ned this ew pact ine hey have ales to harsh ac products, they cen elite these problems by puchasing tis ‘ota organ proguct ine, "tie how bath queso and anowre ar vary product SPECIFIC, roroving ie oc ote message's pues ry Performance: 's you purpose showing? Ifnot. direct tt the fortron remember. the audence is waitng to ave your meezage performance rave reviews, This & That | By Mamie Webb Hixon | Weiting Leb Direetor ‘youre read his youre probes person who wants foam how ose romun sn corset ‘Style is as important to good writing skill as correctness of expression is. A proesoon wr chou oop ho arr lnguage canon anc ergo Sct as unter nls and abreviaons, “educator as" "govoren- foe" legalce, an “oficnata™ Thi wens that ne wrens Communicating sear and eta This aso ensure tha he wig wil be able fo stand on its own without the writer being with the reader to trait “Ths what? Whenever ad sefane like he three ahve in wich ha wrt has attempted fo use this to refer to either something implied or fo an entre prececing statement ‘aver ano some substan ne steer. eter cnge or sev to mel. Tis vat? Thor es the nb Because ths i 2 demonstrate pronoun and shoud accompany @ specific noun, It can never be used to refer to an entire sentence, paragraph To avoid this kind of implied use of the pronoun this, do one of the folowing: 4. Anorerthe Tis whe austan by lacing specie noun rth If jc racing this sontene,yocte pal a person who wars oa hwo sete proran s cae 2. Sum up the idea in the preceding statement(s) in a noun which acts as an anlecedernl (a word to which dhis refers. ‘Avoiting argon tone ato wto@cammunesing katy ‘and effectively. wil! iso ensure that the wniting will be able to | eno utr Punt begun rede arate samen corte jargon vit ena hat te wits communicating cy civ aed at he wring wb able land ts om Ut ho rr bing wh the reader vans. the sentence fo communicate clsarty and effectively, @ wnt should use concrete | wart pain Spc ities oat ear she das nt ned ‘epost baste ‘passage on style also uses the relative pronoun that before a noun clause: istad of ing Wile soe Enh serene are eauly grata wh o wou ne wore tt neaie ane Cass tening ashe chet ofa serione bis important io new when the con be erie The use of tein the sentence blow ‘ional. Sotectthe ofc that ou peer OF Select the ofc you peer Donckomitte wor it when is risson coud cavsethe reader maread since UNCLEAR: When ectina vert te document’ formato is acct CLEAR: When editing, vey Ua the docurnan’snfration is weeurale UNCLEAR: Avoiding argon wil ensue the writs ie communicating clearly and fective Nick rpartod the planing commie wil met. CLEAR: —Avoiting jargon wil ensure tht the writer is communicating ces and ect Nok repvted tat te planing commit wl meet Be sue to distngusn betneen so and oat Sothat fo condion: ese wit egy so that (NOT so) he exaines cen read your tearing. Sotto exis co oad yourhanding las wey Somers there: Corecess of ess meorr, 80 (NOT Soman tis ‘np oe ge panease eo "1 12. 13, 14, 5. ie. 17. 18, 1, Epinion YOU'VE GOT MAILE EMAIL ETRUETTE - “ETIQUETTE” From emailreplies.com ‘Be concise and to the point: Remember tat reacng an email is harder than reading printed aommuniatons ‘Answer all questions, and pre-empt further questions. Use proper speling, rammar and punctuation: Improper spelng, grammar and punctuaon give a bad impression of your company, Make it personal. Use templates for frequently used repsonses. ‘Answer swity: Each emai should be repled to wnhn a east 26 nour, and praferaaly within tho same working day. Do not attach unnecessary files. Use proper structure and layout: Use short paragraphs and bank ines between ‘each paragraph, Do not overuse the High Prorty option. Do not write in CAPITALS: IF YOU WRITE IN CAPITALS ‘ARE SHOUTING. Don't leave aut the message thread: In cther words ‘New Mai” ‘Add disclaimers to your emails. Read the email before you cond it Ressng your eral trough he ays of he repent wi np you sand a mor etecnve message and avoid misundersanangs and inappropriate comments Do not overuse “Reply 10 A.” of the meanings ofthe abbreviations, and in business emis these are goneraly rot appropiae you ae not sure whether your recent kraws what an means, don't use Be careful with formating. “Toke care with rch text and HTML messages: 82 aware that when you se ‘ermal n Rich Text or HTML forma, he sender might be able to receive only lextenats. Do not forward chain eters, Do not request delivery and read recelpts. Do not ask to recall a message. De not copy a esage or lachert wou poms: yuo aeash permission fist you might ba intinging on copyright laws. Do not use omail to discuss confidential information. Use a meaningful subject. Use active instead of passive voles: We ull pcass your onde beter thatn “Your order wil be processed today” ‘Avoid sing URGENT and IMPORTANT, ‘Avoid long sentenses: Tre keep your centonac to maximum of 1520 words Emails mean tobe a quick medlum and requires a dterentknd of wing than leer. Don't send or forward emails containing libelous, defamatory, offenseive, racist or obscene remarks. Don't forward vis hoaxes. Keep your language gender neutral: Avoid using sent anguace such a8 “The vor should aed a ignature by songuring hie eral pearam” Don't reply to spam. ‘Some wrng Tips Use he precise ward or phrase ‘recede means Yo be. 9. or come ahead of” the orecedng 0208) proceed mane conruo “to goon “o advance" Ingure means to quant agains ancl loss” insure te cet ‘ansure means ‘Yo make sire or cat” ensure that yous har) about to accomplish sme’ adopt” UWF Wi Email... the Lest Chance for Developing Writing Skilis? By Dr. Judith W. Steele Department of English end Forcign Lengueges ‘crore mal emai) may be 9 “act chan” medium for doveopng the wring sift sudents and employes. Suders and st about everyone ese are now added te the electronic medium, and there sro turing back A search ofthe item il id numerous bos, aries, headed dscussion, and sof on the socalled neue” or the acceptable do's and dons of wring electronic mal. My pupose hee isnot o repeat sky und ntrmaton with few keywords onthe nimet abut emai nig, but o ask ie reader to reflect more comprehensively on te ature of he changing communication medium ad the postive efcts these changes may have cn improving students and workers wing sis mal requires wring los of rng socng categorizing, deleting. ping, and valuaing Frotng else, ene reveals the pcblemsthe wrierhes wih grammer, ougt constucbon, paragraph development. sve, and oter mates related to coanton, Workars tific fo rely on radional form let when wring emai, ming eral tng avy. Adtonally, eal has Rs own language” made up cons, srmninene atte searpies melanin thu employing metaphors while ring emailer suing he of inking about things and comparing one thing to 1 develop mtacognive cil, H working profecionals 010 wre eral massages inne sae ways hey analy the sheer number of coremuniqnés would improve nach wrie’s wring enironment. ema wring shouldindude fe same soutny vrunicaton docs. A review of business uring baies should produc the iS ema communcaton a& do te vacional hard copes oF oocasioal However, oe prem surfaces quicty ~ some messages are casual, not Ir Use cases, Une wrt has mut more freedom: uf expression, pets even using a steam of consciousness tachrique, butthen, steam of consciousness isa worthy of consideretion. Email seems io lie somewhere between wien on and oral communication. Wh caretul wording, te lack of non-verbal unicaton cuss may force the wrt to lea aargorvocabuar and express himself eel MOTE caretuly, especaly afer a few misundersiood messages and ie sequences thereat Could ite tha because Indays wevkaee usualy wt thrown pondence (ema or ctherwise), actualy “soing” wriing eecrnicaly can improve sil. depending on one's aoorcach and suport sytem eo. tulos. mentors. resoures|? In conduton, if tudents, eacher, and ober profesionle begin to coneidar eral a leaming environment rater tian apiattorm for dscussing the degradatn of he Engish language, then we can bagi to use email 2 2 alfa improved wing ste = ic Er j met with the city atomey about your case. % our deadline due ene sel ayer Lecauoe 4 oUihe UU Pete Wena enne rei To We connotacceatnce cents nom. ‘Rewse We have rected fou comotantsnconnecton win the orc. To Wehave received four complaints about he projec.DON'T REPEAT OVER AGAIN Change To ANY REDUNDAN( due fc hat Beonise Mt (CIES ‘effect an improvement improve Te folowng iit of redundancescompted om busness and wchicawnang, ese 2 ee asst The pri, wre oF words parenbtes shouldbe deleted fave a prterence or sree tachi ua ‘have (hold) a discussion discuss arise combine (goth) sx tegen I woud approcal t peste fabsolsely} sential gyre (Lack and forth) my (personal) opinion in the event that : if (absoluely) sare (completely) destroyed ‘mya (of solutions in orderto to actual) experience consensus (of epson) (native) Rabat in view ofthe fact that bbecaus since add (an additonal) ont (on) new (beginning) is applicable oplies| (advance) planning casts (the sum off off (of) ‘make an inspection inspect avance) SENOS. eon hae (oa) uses rma ashy of shy (advance) waming {(Gefinite) decision (old) adage prior to before: al meet togethe“} ——_gasoendl own) ‘ver (and done wn) ‘wan reference 0 about, conceming, retting alongside (of) do (over) (again) ‘(pair of) twins, (ated) esting ‘cach (and ovary) pact) hietory (and) moreover ‘rst (of a) ‘plan (ated) (as) for example for (a period of} 10 days ‘postponed (until later) ssk(aquesion) _fer(heparod a ayeor proved (ead) (98 to) whether {(oxeign) imports protest (against) (xs) yet (future) plans recur (again) (ala alr (date) (general) pubic refer (back) atthe) present (time) golden (wedding) anniversary reflect (back) sisometie fe come) fang wal repeat (san) esc) fundamental personaly) tepy hat hiend (logather) in (he yoar of 2002 revert (back) (oa) (however) in (tre city of Seattie (same) (denial) (but) nevertneless in (the state of) Maine sufficient (enough came (at atime) when (ir) regardless (sum) (total) cancel (04) jin (gether together (tthe same te) (chose) prosiity (local) residents undergraduate (student (close) scrutiny ‘ook back (in rstroepect) claberae (E86) Sayed (ae Been Theres Done That - Avoiding Clichés Change ‘ournew cout sistem wil nave a postive impacton be company itl heep us ‘and make ur eatin The commine deserves & fori incon. vwneng management at as Im sue tat mt we To Ourncw comput yom wil have postive impact troughout he company. Wl Keep ou operation up to dale and make out compeiion enous. The cure mts deserves credit forts ef in convincing mananement of the ned forthe compat. eve Bat tha value ots ets wil be recognized, AIDS TO CONCISENESS Never use a (ong word when 2 one will do Use words for phrases. Change To 2 lage number ‘any, come, or @ specie number asawiole nie along te nes Ike, simian to ishn apesion can ‘pinion tat believe alan eary cate s00n (or ve @ specie dat) atalltimas aways wren, investigate