EW-O1

ORGANIZATION
Conveying clearly,
adequately, accurately in as
little time as possible
 EW-O2

Checklist for ORGANIZING

 Is the Subject Matter obvious from the beginning?
 Is the letter/memo/report Complete and Accurate?
(guard against too much or too little data)
 Are the information in some kind of Orderly Sequence or
Coherent Structure?
= for better understanding and retention
= for easier scanning or skimming
 Is the Emphasis of the various ideas in proportion to their
importance?
= sizewise
= locationwise
 Are there Headings to guide or help the reader?
 EW-O3

KEEP IN MIND
 Who is/are your Primary Reader/s?
 
 What is/are your Purpose/s?
 
 What is/are your Expectation/s?
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GETTING STARTED
 The way you treat the beginning will determine the
character of the rest
Saying: “As the twig is bent, so grows the tree.”

 The ABC Experiment

 The False Start

 Create an Outline
= saves time and effort
= enhances organization and effectiveness

 For long reports, start with an Overview

 EW-O5

Start with an OVERVIEW

As you requested, we have thoroughly examined the

operations of ABC Company. We found no serious
weaknesses.

The main portion of this report contains a thorough review

of the day-to-day activities of the company by department.
For easy reference, the presentation and analysis of the
activities proceed according to their actual sequence of
occurrence . . . .
 EW-O6

TRANSITION WORDS
 Provide Logical Continuity, Orderly Sequence, and
Smooth Flow from one idea (sentence or paragraph)
to the next

 Link thoughts to form a Unified Sense or Connection

e.g. There are ways that can make writing easier.
For example, taking notes helps writers to
organize their thoughts. On the other hand,
some people just write freely to see what ideas
arise. In fact, this allows them to spot the idea
which can serve as the best starter. Otherwise,
most people would simply prefer to make an
informal outline.
 EW-O7

TRANSITION WORDS
Hence And But In short
Therefore Furthermore However In other words
Thus In addition Nevertheless Besides
  Moreover Nonetheless
As a result     Finally
Because of this In contrast For example In fact
Consequently On the contrary For instance In response
For this reason On the other hand  
In spite of this
    To demonstrate
Also Instead To enumerate Meanwhile
Likewise  Otherwise To illustrate
     
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How to END
 When you have nothing more to say, just STOP

 Busy readers hardly have the time to care how

you ended

 No need for a summary or a wrap-up, especially

for a short letter/memo/report

 Forget about drama

 EW-O9

How to END
(Letter, Memo)
 With Courtesy
e.g. Thank you for your kind attention/ accommodation.
 With Authority

e.g. This is for your guidance and strict compliance.

 With Anticipation/Optimism
e.g. We look forward to a reply soonest.
Note: = Be creative
= Look for non-conventional endings
 EW-O10
Patterns of ORGANIZATION
 Natural Pattern
= Order of time or chronology
= Order of space
 Logical Pattern
= Order of cause to effect
= Order of effect to cause
= Order of climax
= Order of complexity
= Order of familiarity
= Order of general to specific
= Order of specific to general
= Order of utility
 Psychological Pattern
= Order of acceptability
= Order of the dominant impression
= Order of the psychological effect
 EW-O11

OUTLINE
 Kinds of Outline
= Informal
= Formal

 Outline Ideas
= Word-ideas
= Phrase-ideas
= Sentence-ideas
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Working Example of INFORMAL OUTLINE

(Using Word-ideas)

Original Proposed Reordered

Sequence . Sequence Sequence .

Suggestions 6 Gratitude
Recommendees 5 Learnings: = general
Complaints 7 = specific
Particular usefulness 3 Particular usefulness
Gratitude 1 Extra handouts
Inquiry 8 Recommendees
Extra handouts 4 Suggestions
Learnings: = general 2a Complaints
= specific 2b Inquiry
Based on Workshop 7: Write a Memo
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Working Example of INFORMAL OUTLINE

(From Phrase-ideas to Sentence-ideas)

Thank you………………………………. for opportunity to attend EW

We have learned………….………… six basic principles of EW
This includes…………………………… write simpler and shorter sentences
be natural and conversational
be accurate & adequate in info
In particular, the seminar has…. increased our confidence in writing
hastened our turn-around time in
writing
We request extra handouts….... to share with colleagues
 EW-O14

Working Example of INFORMAL OUTLINE

(From Phrase-ideas to Sentence-ideas)
continuation

We recommend……………………… Amy Arranza

Bert Bituin
Cathy Chua
We suggest improvements…….. extend sessions
moderate pacing
add more exercises
Please note complaints…………… dirty white board
faded markers
defective a/c system
Advise us…………….………..……….. about other seminars
 EW-O15

From Informal Outline to COMPLETED MEMO

Thank you for the opportunity to attend the Effective
Writing lecture series.
We have learned the six basic principles of effective
writing. This includes how to write simpler and shorter
sentences, to be natural and conversational, and to be
adequate & accurate in information. The seminar has
increased our confidence and hastened our turn-around
time in writing.
May we request for extra handouts to share with our
colleagues. We also recommend Amy Arranza (PR officer),
Bert Bituin (executive assistant), and Cathy Chua (secretary)
as future participants.
 EW-O16

From Informal Outline to COMPLETED MEMO

continuation

To further improve the seminar, we suggest extending the

sessions, moderating the pacing, and adding more exercises.
Also, please note that the white board was dirty, the
markers were faded, and the air conditioning system was
defective.
Kindly advise us about other seminars which can help
develop our professional skills.
 

Again, thank you.

 EW-O17

FINISHING TOUCHES
(Last 5%)
 Headings
 Bullets or Numbered Lists
 Paragraph Structuring
 Highlighting
 Graphics
 White Spaces
 EW-O18

HEADINGS
 2 Major Benefits:
= Convenient to use:
• provide overviews or key points
• group related paragraphs
• allow selective reading
• natural stopping points for reflection or to rest
one’s eyes
• provide transition
= Touch of Professionalism

 Best Sources are Key Words/Phrases from:

= Outline, or
= Body text
 EW-O19

BULLETS or NUMBERED LISTS

 Easier to Read (lighter on the eye)
 Easier to Comprehend (allows slight pause in between)
 Easier to Remember (each item stands out)

e.g. There are six ways to write well:

• Ensure clarity in your message;
• Keep your words, sentences and paragraphs simple
and brief;
• Prefer to use the active voice;
• Be tactful and respectful in your tone;
• Converse with your reader; and
• Make sure the information are complete and
accurate.
 EW-O20

PARAGRAPH STRUCTURING
 Dual Purposes:
= Groups related sentences
= Provides eye relief
 Like sentences, keep paragraphs generally short
= Minimum: 1 sentence
= Optimum: 3-5 sentences
= In terms of lines, good average is about 7 or 8
= Comprehension begins to drop after about 10
typewritten lines, and drops drastically after about 15
= A short singular sentence or one liner for a paragraph
can be very effective and emphatic (use sparingly
though)
 EW-O21

HIGHLIGHTING
 For Emphasis
 Choices:
= enbold
= underline
= italicize
= capitalize
= color
= …etc.
 Equivalent to added Stress in oral communication
 Avoid overdoing
 EW-O22

GRAPHICS
(charts, diagrams, drawings, graphs, pictures, tables)
 Add at the end of short reports/letters/memos

 In long reports:
= put them right where they are being discussed
= put them in the appendix if:
• they are of minor significance; or
• they would break up the report badly
 Should be self-explanatory or capable of standing alone
 Provide full and detailed Title, Caption, Brief Summary,
or Overview
 EW-O23

WHITE SPACES
 For better readability and appearance

 Can make headings, texts or graphics stand out

 Always provide:
= sufficient margins
= visible gaps between paragraphs

 Caution though against

too many or too little white spaces
 EW-O24

W H A T TO A V O I D
 Fancy Fonts or Typefaces,
especially those difficult to read or decipher

 ALL CAPS,
particularly in body text

 Unnecessary Graphics or Embellishments

that only eat up space

 Spelling Errors,
especially in proper names and names of persons