Business Writing Presentation

1. Business Writing Presentation Sharon Wilkerson-Gilpin, B.S. Foster Care/Adoption assistant Henrico Social Services (804) 501-5518 wil29@co.henrico.va.us POSSESS Central Region member

2. Business Writing Presentation • Back to Basics: Spelling and Punctuation A. Tips for Better Spelling B. Tips for Better Punctuation • Three C’s of Business Writing A. Clarity B. Conciseness C. Coherency

3. Business Writing Presentation • Back to Basics: Tips for Better Spelling • Use a dictionary. • Look at the word in syllables. • Say it aloud in syllables. • Visualize it, and say it aloud. • Write it out fully. • Remember the Rhyme • Use I before e except after c • And when sounds like a as in neighbor and weigh • Take a shortcut • Look for short words in long words • Performance (for) • Elementary (element) • Environment (iron)

4. Business Writing Presentation • Punctuation Points Comma (,) • Use a comma for items in a series. • Use a comma after an introductory phrase. • Use a comma to separate two sentences joined by and, but, or, nor, for, so, yet. • Use a comma to set off nonessential elements in a sentence. • Example: Mrs. Jones, a fifth grade teacher, was teacher of the year in 2007. • Use a comma for a pause in the sentence if the sentence would be confusing without it. • Example: When you’ve finished, your sandwich is ready.

5. Business Writing Presentation • Punctuation Points Semicolon (;) • Use a semicolon to separate two independent clauses in one sentence to link the two thoughts. Example: Lilly works in social services in Henrico; Andy works in social services in Danville. • Use a semicolon before and a comma after some words between two independent clauses: furthermore instead otherwise consequently indeed moreover besides likewise therefore also however similarly accordingly hence then

6. Business Writing Presentation • Punctuation Points Colon (:) • Use a colon before items in a series. • Use a colon before a long quotation. • Use a colon before an explanation. • Use a colon to separate independent clauses when the second clause explains the first one. Example: Angela works in Social Services: she enjoys helping families.

7. Business Writing Presentation • Punctuation Pointers Apostrophe (‘) • Use to form the possessive of nouns and some pronouns • Use also to mark omission of a letter or letters in a contraction Examples: We enjoyed Joan’s hospitality at her home yesterday. We will need the clients’ files for the home studies.

8. Business Writing Presentation • Three C’s of Business Writing • Clarity • Use clear words and expressions. • Avoid jargon. Example of unclear sentence: Mary enters data in Unisys and ADAPT and helps ENR customers in EN intake. Examples of clear sentences: Mary types customer’s information in the Social Services computer files. She also helps customers with rent.

9. Business Writing Presentation • Three C’s of Business Writing • Conciseness • Use short, simple, vivid words. • Make every word count. • Eliminate all unnecessary words. Examples of short, simple, vivid words: Man instead of gentleman; car instead of automobile; house instead of residence Examples of concise sentences: Shelly enjoys fishing, writing, and traveling as hobbies. Greg drives the agency car for a home visit in Roanoke today.

10. Business Writing Presentation • Three C’s of Business Writing C. Coherency • Arrange words and sentences in logical way. • Use five W’s plus H format: Who, What, When, Where, Why and How.

11. Business Writing Presentation Business Writing Exercise • Rewrite the following business letter using the Three C’s of Business Writing technique. • Use punctuation and spelling tips to make corrections.

12. Business Writing Presentation April 23, 2008 Jane Wilson Sales Director Giant Office Mart 1502 Ivory Trail DR Any Place, USA 12345 Dear Mrs. Wilson: Thank you for your wonderful tour of our facilities on April 2, 2008. -more-

13. Business Writing Presentation We value your business and your professional customer service. Our workers in administrative support technology and sales use the prodcts of Giant Office Max daily. As we remodel and renovate our facilities, we look forward two our continued business with you in the upcoming years. Sincerely, M. Richardson-Smith, Office Manager, ABCD Company

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