Written Communication

1. Written Communication

2. “Communication leads to community, that is, to understanding, intimacy and mutual valuing.” Rollo May

3. Introduction To Written Communication • Importance • Types • Memos, letters, emails, proposals • Counseling/documentation/performance reviews • Corporate documents • Presentations

4. Common Mistakes • Form of the possessive singular of nouns by adding ‘s. • The girl’s coat • Banker’s hours • Proper nouns ending in s • Adams’s or Adams’

5. Elementary Principles of Composition • Chose a suitable design and stick to it. • Tell them what you will tell them • Tell them • Tell them what you told them • Paragraph • Signals new idea • Transitions

6. Passive Voice • Three characteristics of passive voice: • A form of the verb to be (is, am, are, was, were, be, been, or being) • A past participle (a verb ending in –ed or –en except irregular verbs like kept) • A prepositional phrase beginning with by

7. Passive and Active Voice • Write the way you talk – we seldom talk in passive voice • The requested work papers will be provided. However, recommendations cannot be given until further discussions have been held with our subcontractors.

8. Active Voice • We will provide you the work papers you requested. However, we cannot give you our recommendations until we hold further discussions with our subcontractors.

9. Passive Voice • The trailer was pulled by the car. • The door is being closed by the conductor. • The copier has been turned on by Susan. • The result will be posted by Personnel. • A decision was reached by the committee.

10. Active Voice • Active verbs express meaning more vigorously. • In active voice, the subject of the sentence does the action. In passive voice the subject receives the action. • The car pulled the trailer. • The conductor closed the door. • Susan turned on the copier. • Personnel posted the results. • The committee reached a decision.

11. References and Citations • There are many styles you can use: • MLA (Modern Language Association – research papers) • APA (American Psychological Association – research papers) • CMS (Chicago Manual of Style –fine arts and some fields of humanities) • CSE (Council of Science Editors – natural and applied sciences)

12. MLA (Modern Language Association • Block, I. J. Moral Leaders. Ed. John Doe. Dallas: Dallas Press, 2007 (form for a book) • Block, Sally. “Traits of a Good Leader.” The American Leadership Journal 3.34 (2006): 19-23. 9 Jun 2007 http://www.quickbites.com.> (citation to a website)

13. Misused Words • Accept – to take • Except – other than • Adapt – to adjust • Adept – skilled • Adverse – hostile • Averse - unwilling

14. Misused Words • Cite – to summon • Sight – that which is seen • Site – location • Complement – that which completes • Compliment – expression of praise • Dual – double • Duel – formal fight

15. Misused Words • Effect – result or consequences • Affect – feeling or emotion • Ensure – to make certain • Insure – to protect against • Farther – greater distance • Further – to a greater degree

16. Misused Words • Its – belonging to it • It’s – it is • Lay – to place an object down • Lie – to recline/untruth • Moral – lesson relating to right and wrong • Morale - spirit

17. Misused Words • Personal – private • Personnel – staff • Principal – school official/sum of money • Principle – rule • Role – part in a play/function • Roll – register or list/small bread

18. Misused Words • Than – comparison expressing exception • Then – at that time, next • Their – belonging to them • There – in that place • They’re – they are

19. Misused Words • To – toward • Too – also • Two – numeral • Your – belonging to you • You’re – you are

20. Strunk’s Reminders on Style • Place yourself in the background • Write in a way that comes naturally • Work from a suitable design • Write with nouns and verbs • Revise and rewrite • Do not overwrite • Do not overstate

21. Strunk’s Reminders on Style • Avoid the use of qualifiers • Do not use a breezy manner • Use orthodox spelling • Do not explain too much • Do not construct awkward adverbs • Make sure the reader knows who is speaking • Avoid fancy words

22. Strunk’s Reminders on Style • Do not use dialect unless your ear is good • Be clear • Do not inject opinion • Use figures of speech sparingly • Do take shortcuts at the cost of clarity • Avoid foreign languages • Prefer the standard to the offbeat

23. Samples • Soldiers of the 505th Combat Team “Tonight you embark upon a combat mission for which our people and the free people of the world have been waiting for two years. You will spearhead the landing of an American Force upon the island of SICILY. Every preparation has been made to eliminate the element of chance. You have been given the means to do the job and you are backed by the largest assemblage of air power in the world’s history. The eyes of the world are upon you. The hopes and prayers of every American go with you…. James M. Gavin”

24. Examples of Good Writing • Johnson and Johnson Credo

25. President Lincoln • Letter from Lincoln to Ulysses Grant: “I do not remember that you and I ever met personally. I write this now as a grateful acknowledgement for the almost inestimable service you have done the country. I wish to say a word further. When you first reached the vicinity of Vicksburg…I never had any faith, except a general hope that you knew better than I that the expedition could succeed…I feared it was a mistake. I now wish to make the personal acknowledgement that you were right and I was wrong.”

26. Helpful Hints • What is the purpose? • Who are you trying to reach? • Outline your ideas • What is your main message? • Do a draft • Print out what you have written and review • Go final

27. UT Arlington Writing Center • Services • Face-to-Face Tutoring • Online Tutoring • Availability • Computer Lab • Grammar/Mechanics Workshops http://www.uta.edu/owl/

28. References • Edward Bailey, The Plain English Approach To Business Writing (New York: Oxford University Press, 1999) 93-105. • James D. Lester and James D. Lester, Jr., Writing Research Papers (New York, Pearson Longman) 250, 302, 339, 368 • Sheryl Lindsell-Roberts, Business Letter Writing (New York: Macmillan) 92-96. • William Strunk and EB White, The Elements of Style (Massachusetts: Longman) 1-95.