WRITTEN ACTIVITY 1.

Scenario 1

FACILITATOR CLOTHING PTY LTD.

Name
GPO Box 2107
Brisbane Qld, 4001
Phone: (07) 7020 7306
Fax: (07) 3055 6305
http://facilitatorclothing.com.au

January 28, 2017

Mr. T Jones

PO Box 31 Lockman Road

Wellington Qld 4023

Subject: RE: Delivery Information

Good day! This letter is in regards to your product order #24335 which you placed with our company
Facilitator Clothing Pty Limited on the 21st of January.

Due to a large number of unexpected orders this month, we are experiencing a major delay in the
delivery dispatch of the items.

We sincerely regret to inform you that the delay of the product delivery will take up to 10 days. We
apologise for the inconvenience this delay has caused you.

We are trying our best to improve our services and to ensure that this crisis does not take place in
the future again, we have taken all precautionary steps. Once again, we apologize to you for all the
troubles caused because of us. We would appreciate your support on this matter.

You are a loyal and supportive client of our company for 10 years, and we are grateful to you for
your commitment towards us. As a small token of honour and as a mark of apology we offer 10%
discount to you on your next purchase order with us. Whenever you place your next order with our
company, you can avail this discount on the final bill value.

Thank you for your continued patronage.

Best regards,

Name

CEO, Facilitator Clothing Pty Ltd.

Scenario two

MARKETING REPORT/ PLAN

To write a marketing plan/ report, it is essential to think and analyse the important things that you
need to include specially details about the product, its target market and the possible distribution
channels for your product/ service. It is also helpful to write marketing strategies including print,
social media, advertisements and other useful information to have a competitive edge among other
competitors on the market.

DRAFT THE TEMPLATE AND INFORMATION

CONTENTS OF A MARKETING PLAN

Title Page

• Include the name of the company, period of time that the contents of the marketing plan
covers, and completion date.

• Use a clean and professional format with examples of the company logo and product designs
and packaging types.

Table of Contents

• List all the contents of the marketing plan in the order they appear, citing relevant page
numbers.

• List tables, graphs and diagrams on a separate page so that the reader can locate these
presentation tools quickly. List the appendices that will be included at the end of your document.

Cover Letter

• This letter should form a personalized overview of the document. Highlight areas of the plan
that are particularly crucial to the reader, providing an indication of how this plan will help your
business attain overall success in the future.

Historical Background

• Give the reader an indication of where your business idea originated, citing the date you
began researching into the idea, the existence of any mentors or advisors, the scope of your
business (the specific of what the business "does"), and opportunities for expansion. Indicate how
the future success of the business can be attributed to the strategies found in the Marketing Plan.
Marketing Goals and Objectives

To introduce this section, include the "mission statement" of the business; an idea of what its goals
are for customers, clients, employees and the consumer, then proceed with:

Consumer Analysis

• Identify your target market, describing how your company will meet the needs of the
consumer better than the competition does. List the expectations consumers have for your type of
product. Since demands may be different, products and services will vary between competitors.
Quality, price and after sales service are just some of the areas where this difference occurs.

• Identify the segment of the market that will benefit from your product and area of expertise
as well as your approach to selling your product or service.

Strengths, Weaknesses, Opportunities and Threats Analysis

Strengths-

Weaknesses-

Opportunities-

Threats-

Marketing Focus

Product or Service

• Identify your product or service by what it is, who will buy it, how much they will pay for it
and how much it will cost for you to produce it, why a consumer demand exists for your product,
and where your product sits in comparison to similar products/services now available.

• Describe the marketplace rationale for the differences between your product and a
competitors. Look at quality, price, new ideas/approaches, and how your product appeals to a
specific customer base - both existing customers and new customers you hope to attract to the
market.

Location

• Identify the location of your business, why it is located there (strategic, competitive,
economic objectives), your expected methods of distribution, and timing objectives.

• Different products have different shelf lives and your estimation of how long your product
will remain on the shelf is an important one.
Promotion

• Describe the type of promotional methods you will use to spread the word about your
product. Identify techniques such as word of mouth, radio and newspaper ads.

• For radio, focus on a stations music format and its relationship to your products image,
broadcast area, cultural focus, age focus, etc.

Price

• The prices of your products or services should reflect your overall company strategy. Pricing
should be competitive as well as a reflection of the quality, costs and profit margin.

Attached is the copy of the final marketing plan

Task 2

1. Identify the enterprise style guide/house style

The expression house style refers to the specific usage and editing conventions followed by writers
and editors to ensure stylistic consistency in a particular publication or series of publications
(newspapers, magazines, journals, websites, books).

House-style guides (also known as style sheets or stylebooks) typically provide rules on such matters
as abbreviations, capital letters, numbers, date formats, citations, spelling, and terms of address.

IMPORTANCE OF A STYLE GUIDE

Time Savings. A style guide saves time by providing quick answers to questions that may arise while
writing documentation. "What information should be included in a specification?" or "How should I
format the address on this letter?" A style guide streamlines the process of composition, thus
significantly reducing the time required to create new documents. It also provides for shorter review
cycles.

Cost Savings. Employees with access to their company's style guide spend fewer hours writing,
reviewing, and correcting documentation. A style guide reduces the expense of repetitive training
and prevents costly mistakes that result when an operator, for instance, is forced to read
inconsistent or poorly written operating instructions.
Consistency. A style guide promotes consistency among documents throughout the company. This
leads to fewer arguments over questions of style and format and to less duplicated effort, resulting
in savings of both time and money.

Professionalism. In helping to write and maintain a style guide, employees have an opportunity to
share their expertise and knowledge internally. Externally, your company enhances its image by
developing and using an effective time- and money-management tool and by consistently producing
quality documentation.

Generally, a style guide represents the unique style of a company or an organisation and the way
where it reflects its personal characteristics in the way they create the forms, and other written
letters etc.

2. Outline formatting styles and their impact on formatting, readability and appearance of
documents

There are two ways to format a Word document. You can apply formatting directly or apply styles.
Using direct formatting, you select the text and click all the different formatting options. Using styles,
you select the text and choose a style - it's much more efficient! A style is a set of formatting
attributes.

If you're working with a short simple document, direct formatting is fine, but the process is tedious
in a long document, or when applying the same formats repeatedly. Direct formatting is also error
prone - it's easy to click the wrong option. In contrast, you can apply a number of formats quickly by
choosing a single style. If you want to change something, modify the style and Word will update
each occurrence of the style, accordingly.

Efficiency and consistency are the main reasons you'll want to work with styles, but there's a bonus.
Word uses its built-in styles with several features. For instance, Word can generate a table of
contents based on the built-in heading styles. Word's outline feature, useful with long documents,
also uses built-in heading styles.

Formatting is important for two reasons:

 It makes your essay look like an essay (rather than a letter or a note to a friend).
 It helps to make your essay more readable.

Formatting Style
A formatting style is a standardized approach to creating an academic paper. It gives a paper a
recognizable appearance. When you see a paper written in APA (American Psychological
Association), MLA (Modern Language Association) or CMS (Chicago Manual of Style) style, you can
tell which one it is just by looking at the way it's formatted. Formatting style includes things like
where the paper's title and author's name will go, the spacing between lines, and how sources are
cited in-text, among other things. Formatting styles are important because they provide consistency,
as well as information about the sources used in the document.

3. Explain rules and conventions for written English, as defined by general and specialist
sources

We can define conventions as a set of generally accepted standards for written English. We
use conventions to make our writing more readable. In other words, we do things in a
certain way so the reader can figure out what we’re trying to say.
Conventions include spelling, punctuation, capitalization, grammar, and sentence
structure. Students should:

 Apply spelling rules correctly.

 Use correct punctuation to smoothly guide the reader through the paper.
 Use verb tenses correctly.
 Write sentences that express complete thoughts.
 Demonstrate paragraph organization and use smooth transitions.

In addition, each kind of writing has its own conventions. For instance:

 Narrative writing must have characters, setting, and plot.

 Descriptive writing must appeal to the senses through use of vivid, colourful, precise
vocabulary.
 Expository writing must inform, clarify, explain, define, or instruct.
 Persuasive writing must present an argument based on facts and logic, and attempt
to sway the reader’s opinion.

Correctness Counts

There are two important reasons why it matters that your writing be regarded as correct by your
readers: (1) When readers encounter what they think of as mistakes, they find it hard to read your
writing. They may completely misinterpret something because they become confused, and even if
they can figure out what you’re saying, the time and effort they expend in the process takes away
much of their enjoyment; it’s just not much fun to read writing that has many mistakes in it. (2) If
your writing has errors, readers may place a negative judgment on you and your ideas. This is not
fair but it is common. There’s a perception in our society, however inaccurate it may be, that people
who do not write correctly are not very smart, and that people who are not very smart are not worth
listening to. In my opinion, both of these prejudices are wrong, but they exist nonetheless, and all
writers should be aware of them.

Punctuation That Shows Where Ideas Begin and End

Writing is all about communicating ideas; sentences are how we package them. Each
sentence contains a complete thought, one chunk of information the writer has written that
the reader has to understand. But readers can’t understand that chunk if they can’t figure
out where it begins and where it ends. This is what punctuation is for. Punctuation includes
the initial capital letter that shows the beginning of a sentence and the period, question
mark, or exclamation mark that shows the end.

Capitalization for Names, Places, and Things That are One of a Kind

When alphabetic writing was invented there were no lowercase letters. (There weren’t any
vowels either but that’s another story.) Unfortunately, lowercase letters came along in
plenty of time to give 21st century writers plenty to think about in the area of capitalization.
The basic thing to remember is this: capital letters indicate that some words are more
important than others. Which words are more important? Words in names, places, and
things that are one of a kind. (We also capitalize the first word of a sentence, of course,
because it marks the beginning of a new idea; that’s important, too.)

Paragraphing That Group Related Ideas Together

A sentence is a single idea. A paragraph is a collection of one or more sentences that are
closely related. Paragraphs are extremely useful to readers because they break the piece
into small, manageable chunks, and because they highlight the organizational structure.

Spelling That Makes Your Writing Easy to Read

Just a few hundred years ago, English spelling was a mess. Nobody could agree on much of
anything, and it seemed like every other words had an extra “e” on the end of it. Then along
came Noah Webster in the 19th century and he got it all straightened out — sort of. English
spelling is still pretty tricky but at least the tricks don't change every time someone publishes
something new. And yet we all have to draw the line and spell our words just like Mr.
Webster thought we should. As difficult as this can be at times, it makes sense. Spelling is
the rare area in writing conventions where there’s pretty much a clean cut right or wrong
answer for just about every situation. That’s why spell checkers in word processing programs
are so helpful.

WRITTEN/VERBAL QUESTIONS

1. What style does your workplace use for formal documents?

 The style used in my workplace is APA Style. It is the most used style and widely known to
make documents standard and appear professional.

2. What are some appropriate formats for documents?

 Some formats can include the font size, font styles, spacing, indentations, layouts, margins,
alignment, portrait/ landscape, bold, italic, underlined etc. depending on the type of
document. The important thing is that the chosen formatting fits the document, and will
enable to send the appropriate message to the reader.

3. What are the basic principles of communication?

 Communication is a two-way process of giving and receiving information through any
number of channels. Whether one is speaking informally to a colleague, addressing a
conference or meeting, writing a newsletter article or formal report, the following basic
principles apply:
Know your audience.
Know your purpose.
Know your topic.
Anticipate objections.
Present a rounded picture.
Achieve credibility with your audience.
Follow through on what you say.
Communicate a little at a time.
Present information in several ways.
Develop a practical, useful way to get feedback.
Use multiple communication techniques.

4. What do you need to take into account when considering formatting?

 Know your audience
 Describe the rationale and implications of the design
 Use the present tense, active voice
 Use formatting to emphasize/ highlight a message/ word
 Use bullets/ numbers to enumerate a list
 Type of documents
 Spelling/ grammar/ punctuation

5. How can graphics benefit your document?

 Graphics can benefit the document by being able to help represent the text better
and help readers visualize the message being sent across. It can also gain more
attention and bring enthusiasm to readers.
6. Who might relevant enterprise personnel include?
colleagues/staff in own work section/
team members
consultative committees
internal providers of specialist expertise
managers/leaders/coordinators/supervisors
 owners
staff in relevant work sections

7. Discuss the different levels of formality in complex documents

The level of formality you write with should be determined by the expectations of your audience and
your purpose. For example, if you are writing a cover letter for a job application or a college
academic essay, you would write in a formal style. If you are writing a letter to a friend, writing
something personal, or even writing something for a humorous or special interest magazine when
informal writing is expected, you would use a more informal style. Formality exists on a scale.

 Informal Language

Informal language tries to capture some of the flow of everyday speech.

It broadly adheres to the rules of standard written English, but imprecise word choice and
contractions are acceptable, so long as the meaning is clear. It generally uses complete sentences,
but some use of sentence fragments is common for emphasis.

Informal writing is meant for a broad audience; the purpose is usually to express a personal idea;
most online blogging and personal essays use informal writing.

Contractions are acceptable. Some use of the first and second person (“I,” “you”) is acceptable.

 Semi-Formal Language

Semi-formal language is the writing of magazines that are aimed at a general but thoughtful
audience.

Complete sentences are used and contractions are written out (“can not” “did not,” etc.”

• Limited use of first and second person for specific rhetorical effect is common.

 Formal Language

Formal language is used in business, academic, and government writing. It is written for an audience
who already knows something about the topic.It makes careful use of a specialized vocabulary. (This
can make formal writing challenging to write and to read.) Contractions are written out and first
person writing is avoided.

8. Discuss the review process

 Document review is a process of identifying the both grammatical and functional errors. This
process is important to enhance the quality of the document.

Review Process includes Examination the requirements and scope of the document, Estimated the
completion time required, Print the document; take a pen or marker to identify the changes, Pay
attention to new and updated items, Complete the edit or change process, Integrate changes from
other reviewers, Submit the reviewed document and Discuss on review comments or edits if any
confusion arises.

9. What are the steps involved in checking documents to ensure all requirements are met
 Use a Checklist
 Create a list of important things to check for, such as problem areas like agreement of
nouns and verbs and of pronouns and antecedents, and number style.
 Fact-Check
Double-check facts, figures, and proper names.
 Spell-Check
Before proofreading a printout, spell-check the electronic version to find misspellings.
 Read Aloud
Reading text during the proof stage improves your chances of noticing errors, especially
missing (“a summary the report follows”) or repeated (“a summary of the the report
follows”) words.
 Attend to Format
Proofreading isn’t just about reviewing the text. Make sure that the document design
adheres to established specifications. Check page numbering, column alignment, relative
fonts, sizes, and other features of standard elements such as headlines, subheadings,
captions, and footnotes.