English for Careers

1. English for Careers Chapter 13 Writing Workplace Communications

2. Your goals for Chapter 13 Use the writing process to compose workplace communications Write and format business email, memos, and letters according to business standards

3. Effective WRITTEN COMMUNICATIONS both print and electronic … Are vital to an organization’s success Provide a record for both sender andreceiver Are an important ingredient in a successful career

4. The Writing Process – PLANNING Define Your Purpose Know what you want to achieve Focus on one topic Organize your message

5. Planning— Know your reader Target your message to the needs of your reader. Think about how much detail is needed. Be specific about what action is being requested.

6. Planning— Gather quality information Make sure content is correct Make sure content is accurate Check numerical data, dates, dollar amounts, names, and other factual information

7. The Writing Process—DRAFTING Write with the idea that you will revise Write quickly Get all your thoughts down Don’t stop to make changes or reorganize

8. Drafting— A document needs: An opening A body (the main content) A closing

9. Drafting— Each paragraph should… Cover a main point to aid reading and understanding Have an opening sentence that introduces the main idea Have supporting statements that provide details

10. Drafting— Be aware of tone To build rapport with the reader To establish a working relationship To communicate warmth and personality

11. Drafting— Choose words that… Don’t try to sound “businesslike” Aim to sound friendly and be clear Are plain (but correct) English

12. The Writing Process—REVISING After finishing the draft Read it and make improvements on screen Then print and reread it and make additional changes Follow this procedure for all written documents

13. Revising—look for… Faults based on all of the principles you learned in Chapters 1-12. Wordy expressions Positive instead of negative wording Purposeless repetition (redundancy)

14. Revising— Avoid wordiness in the near future soon we regret to inform you we’re sorry allow me to state just say it we are in receipt we received reached the conclusion concluded utilize use

15. Revising— Emphasize the positive We cannot fill your order in two days. Instead: We can fill your order in five days. We cannot refund your money without a receipt. Instead: We offer a store credit to customers who don’t have a receipt.

16. Revising Don’t be redundant all throughout throughout final outcome outcome free gift gift past history history return back return true facts facts

17. Business Email Is the most widely used form of communication in business Represents you and your company Must follow workplace writing standards Use Standard English learned in this course.

18. Interoffice Memos (printed) Are used within an organization May be formal or informal Have a preset format

19. MEMO DATE: June 30, 20XX TO: Sharon Alexander CC: Yasmin Salazar FROM: Ronald Leland, Director SUBJECT: Welcome to Pacific Imports, Inc.

20. Business Letters Avoid long paragraphs Write in a friendly, conversational tone Use complete, clear sentences Emphasize the positive Be concise

21. Standard Letter Formats Block style All parts are aligned at the left margin Semi-block style The date, complimentary closing, and signature are centered

22. Formatting Letter Parts Date Two or three lines below the letterhead– never abbreviate names of months Standard style October 6, 2008 (month/day/year) International/military style (no comma) 6 October 2008 (day/month/year/no comma)

23. Inside Address October 6, 20xx (4 spaces below the date) Dr. Joseph C. Santona 305 College Drive Newark, NJ 07102-6043

24. Salutation Use titles, last names, or first names appropriately. Always use a colon after the name Dear Dr. Santona:

25. Professor Maya White McLennan Community College 1400 College Drive Waco, TX 76708-6043 Dear Professor White: Thank you for this opportunity to... Double space before and after the salutation

26. Body of the letter (message) Single space Begin at left margin Double space between paragraphs In ablock style letter all lines letter begin at the left margin. The date, closing, and signature are centered in a modified-block style letter. Most businesses today use the modified-block style because it is easier to type.

27. Complimentary close Double space after last line of body Capitalize the first word Place a comma after the last word Leave four blank lines for the signature Sincerely,Mike SwansonCurriculum Director English Department

28. Signature Do not use a title in front of the name. Place the writer’s job title, and/or department below the name. Sign the letter in blue or black ink.

29. Stationery Type business letters on good quality 8 1/2” x 11” letterheads (paper with company information or company logo at the top)

30. Envelopes Choose envelopes (No. 9/ No. 10) to match stationery (usually white or off-white) Address them properly (see textbook) Fold letters correctly before putting them into envelopes (see textbook)

31. Checkpoint You now know the standards for writing and formatting workplace communications.