Technical writing

1. Technical writing September 24th , 2013

2. Today Tone in business writing - Formal vs. Informal Writing - Avoiding Colloquial (casual) Tone: Word Choice

3. Formal Example 1- This is to inform you that your book has been rejected by our publishing company as it was not up to the required standard. In case you would like us to reconsider it, we would suggest that you go over it and make some necessary changes. Example 2 – You know that book I wrote? Well, the publishing company rejected it. They thought it sucked. But hey, I did the best I could, and I think it was great. I’m not gonna redo it the way they said I should.  Informal

4. Informal vs. Formal Writing Informal Writing: • Tends to be more conversational. • Uses figures of speech and slang. • Short, using contractions and abbreviations. • More personal, emotional tone. • Speaks directly to audience using “you”, “your”, etc. • Uses shorter sentences.

5. Informal vs. Formal Writing Informal Writing: • Tends to be more conversational.  Hey Tim, what’s up for lunch? • Uses figures of speech and slang.  I have a huge project to finish. It’s retarded.

6. Informal vs. Formal Writing Informal Writing: • Short, using contractions and abbreviations.  I don’t really wanna go DT today. U? • More personal, emotional tone.  Allison can be such a bad boss sometimes.

7. Informal vs. Formal Writing Informal Writing: • Speaks directly to audience using “you”, “your”, etc.  I think you should take the position. • Uses shorter sentences.  That’s great. Let’s do lunch.

8. Informal vs. Formal Writing Formal Writing: • Tends to be complex and thorough. • Approaches serious topics very directly. • Uses longer sentences; Main points are introduced. More support and detail given. • Uses full words (no abbreviations or contractions). • States the main point objectively. • Not personal or emotional.

9. Informal vs. Formal Writing Formal Writing: • Tends to be complex and thorough.  The company currently requires employees to arrive at work by 8:30 a.m. and complete a check-in form. • Approaches serious topics very directly.  In order to maintain profits, this organization must cut back on the current number of employees.

10. Informal vs. Formal Writing Formal Writing: • Uses longer sentences; Main points are introduced. More support and detail given.  In order to maintain profits, this organization must cut back on the number of employees. Currently, with 16 employees, this organization runs at a deficit of $32,000 per quarter. By reducing the number of people on staff, this deficit can be eliminated.

11. Informal vs. Formal Writing Formal Writing: • Uses full words (no abbreviations or contractions).  Unfortunately, I am unable to attend today’s lunch meeting. • States the main point objectively/ Not personal or emotional  Several employees have filed formal complaints against the district manager, Allison Williams.

12. Formal Example 1- This is to inform you that your book has been rejected by our publishing company as it was not up to the required standard. In case you would like us to reconsider it, we would suggest that you go over it and make some necessary changes. Example 2 – You know that book I wrote? Well, the publishing company rejected it. They thought it sucked. But hey, I did the best I could, and I think it was great. I’m not gonna redo it the way they said I should.  Informal

13. Informal vs. Formal Writing Generally, it is safest to use a formal writing style in business writing. Exception: When writing to someone you are close to or familiar with. - Using a formal tone in these cases can make the writer seem “cold”.

15. Informal vs. Formal Writing Word choice has a significant effect on formal vs. formal language. i.e., intoxicated vs. drunk did not vs. didn’t pleasant vs. nice

16. Informal vs. Formal Writing Multisyllabic words convey formality: show  demonstrate help  assistance find  encounter Our company greatly appreciated Mr. Lee’s assistance on the project.

17. Informal vs. Formal Writing One-word active verbs and strong verbs convey formality. Active verbs: i.e., determine, decrease, investigate, develop. Strong verbs: i.e., convey, recommend, suggest. Two-/Three-word verbs and weak verbs convey informality.

18. Informal vs. Formal Writing Active verbs: determine  figure out decrease  go down investigate  look into develop  come up with

19. Informal vs. Formal Writing Strong verbs: convey  tell recommend suggest create  make complete  do perform

20. Informal vs. Formal Writing Contractions and idioms convey informality and are not generally appropriate for business writing. don’t  do not we’re  we are Sit on the fence  unable to come to a decision. On the ball  understand

22. How to avoid informal writing 1. Change simple words into multi-syllabic words when possible. Example: I could meet your current needs for temporary help. I could fulfill your current requirements for temporary assistance.

23. How to avoid informal writing 2. Change two-word, weak verbs into one-word, strong verbs. Example: If the company goes with the first process, it would reach the break-even point at sales of 5,000 cases. If the company chooses the first process, it would reach the break-even point at sales of 5,000 cases.

24. How to avoid informal writing Try to avoid vague adjectives and adverbs like: “Good, bad, well, nice, pretty, very.” Example: Our company manufactures all sorts of good things. Our company manufactures a variety of useful products.

25. How to avoid informal writing Spell out contractions in their full forms. Example: The CEO won’t appoint you as manager unless they’re in need of one. The CEO will not appoint you as manager unless they are in need of one.

26. How to avoid informal writing Use idiomatic language only for informal situations. Example: Contrary to our expectations, the company’s product management took a turn for the worse after the merger. Contrary to our expectations, the company’s product management managed its products less efficiently after the merger.

27. Practice The following slides contain suggested solutions from the in-class practice sheet. - you can download the sheet in the “Files” section of the course website. - I suggest trying to fix each practice question before checking the solutions here. REMEMBER: These are suggested solutions. Yours may be different (but not incorrect).

28. 1. I suggest we facilitate the production process by hiring new employees to manufacturesteel rings.

29. 2. Sing Magazine encounteredsome financial problems last year and had to borrow a substantial amountof money from banks.

30. 3. The firm has minimally reduced its employees’ working hours.

31. 4. Mr. Gambler should choosethe best employee as soon as possible.

32. 5. This new method will enhanceour sales.

33. 6. Sales Manager John Smith spoke effectively during the press conference.

34. 7. Sales Central has been growing steadilysince it started manufacturing the new product.

35. 8. The manager will not say which part malfunctioned. You might want to investigatethe matter yourself.

36. 9. You should first determinewhat caused the reduction in sales.

37. 10. I suggest you reconsiderthe proposal.

39. Homework Write two emails (one informal, one formal). Information: Last weekend, you were at a company party and drank too much. At the party, you became rude and verbally assaulted (insulted) one of your co-workers (who is also your friend) in front of your entire office, including your manager. The company has demanded that you apologize to your friend and to the manager for your actions.

40. Practice Homework Write two emails (one informal, one formal). Informal  to your friend (you can choose the name). Formal  to your manager (Name: Mr. Mayweather). Instructions: Write each email on a separate page (word document) and send it as an attachment to: kachomework@gmail.com Subject: practice e-mails Deadline: Next Monday (Sept. 30): 11:59 p.m.

41. Homework For emails: You need a salutation (if formal) i.e., Dear Mrs. Schwartz. You need to include a closing salutation (if formal) i.e., Sincerely, Joe Schmo