Post on 19-Dec-2015
transcript
The Seven Components of Writing- Language- Sentence Structure- Paragraph Structure- Rhythm- Tone- Order of Information
Editing According to Principle of Plain EnglishThe Advantages of Writing in Plain English
• Efficiency• Equity• Effectiveness
Chapter Contents
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Ten Secrets for everyday writing success1) Preparation2) Always use a sample ( a similar piece of
writing)3) Shorter is always is better4) Use concise and appropriate language5) Visualize your audience and write to meet
their needs6) Do the outline first even if its one page letter7) Write and then rewrite8) Format is important9) Read it load at the final stage writing10)Check spelling and grammar
The Seven Components of Writing
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A plain English writing style-that is, a reader-friendly writing style-is good clear writing that considers the reader’s needs and gets the message across easily and quickly.
It reduces the chances of misunderstanding and ambiguity.
Good writing results from thoughtful planning.1) Planning stage: In planning stage take your
time to identify your purpose, receiver, what you want to say and put this in logical sequence.
2) Editing stage: check your work regarding (accuracy, completeness
3) Writing stage: make sure your tools are words, sentences, paragraphs, and layout work for you.
The Seven Components of Writing
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Language: is the communication tool that expresses meaning and gives a form to ideas, feelings and events as you transmit to others.
-use simple language-Remove unnecessary words-Avoid Clichés (overused words and phrases that have lost
meaning and impact).-Use specific language (old vehicle).-Use technical terms carefully (motherboard, port,
pixel)-Use the active voice-Choose non-discriminatory, Inclusive language
(Male-dominated terms)-Use parallel language (Man and woman
compared to a the man and the
The Seven Components of Writing
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Unnecessary Words
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Poor or incorrect use Better use
Precedes before Goes before or precedes
Reverse backward Reverse
Possible benefit Benefit
Repeat again Repeat
Actual fact Fact
The majority of Most
Progress forward Progress
On the occasion of When
A number of different Various
I personally I
Wise words of wisdom Wise words
Completely eliminate Eliminate
End results results
Clichés
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Poor use Better use
Reside Live
Terminate End
Utilization of Use
Optimum Best
Finalize Finish
At this point in time Now
Sentence:A simple sentence: one clause + verb + subject James carried the baby.Compound sentence: James carried the baby and Mary pushed the
stoller.Complex sentence:James carried the baby who was carrying.
A sentence fragment does not make complete sense on it is own.
“Writing to the clients”“Writing to the clients was an important task for
the manager”
The Seven Components of Writing
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Sentence:Short sentence is better than long.Use the following to join two sentences:Or and but so because unless although
otherwise
Sentence Readability
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Number of words Readability
8 or less Very easy
11 Easy
14 Fairly easy
17 Standard
21 Fairly difficult
25 Difficult
29 or more Very difficult
Paragraph Structure: is a cluster of sentences built around one idea or point.
Paragraph
The Seven Components of Writing
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Opening paragraph Closing paragraph
A statement of the subject Very easy
A statement of the intention of the piece writing
Easy
14 Fairly easy
17 Standard
21 Fairly difficult
25 Difficult
29 or more Very difficult
2. Structure, layout and style: general business 2. Structure, layout and style: general business writingwriting
Contact info: Yours followed by the receiver’s
Salutations
• Dear Sir or Madam• Attention: Mr. Simon
Opening: State the purpose
• As you requested,• Per your request,• I am writing about…
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2. Structure, layout and style: business 2. Structure, layout and style: business e-maile-mail
Subject: Use a meaningful key word
Salutations
• Dear Sir or Madam• Dear John
Opening: State the purpose
• I am writing to ask about• I am interested in learning more about• I am afraid we have a small problem.
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2. Structure, layout and style: all business 2. Structure, layout and style: all business writingwriting
Body : Give details
• With reference to your phone call this morning
• Use short paragraphs– Long paragraphs are not going to be read.
• Use blank lines between each paragraph• When making points, number them or mark each point as separate
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2. Structure, layout and style: all business 2. Structure, layout and style: all business writingwriting
Body : Give details
• With reference to your phone call this morning
• Use short paragraphs– Long paragraphs are not going to be read.
• Use blank lines between each paragraph• When making points, number them or mark each point as separate
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2. Structure, layout and style: general 2. Structure, layout and style: general business writingbusiness writing
Closing: Talk about future actions
• I look forward to hearing from you soon.• I look forward to discussing these issues further.
Signature
• Yours faithfully,• Sincerely yours,
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2. Structure, layout and style: business e-mail2. Structure, layout and style: business e-mail
Closing: Talk about future actions
• Please contact me again if I can be of any assistance.• I look forward to hearing from you soon.
Attachment
• Please find attached the report you requested.• Sorry, I forgot to attach the file(on my previous e-mail).
Signature16
3. Sample e-mails: Saying no politely (1)3. Sample e-mails: Saying no politely (1)
Subject: Hi
To Hank,
What’s up? The weather is so nice. I hope your business will prosper.
You said I should work on a new project. I can’t do that. I have too much work to do.
Anyway, how is your wife doing?
Reply to me soon – Byong Min
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3. Sample e-mails: Saying no politely (2)3. Sample e-mails: Saying no politely (2)
Subject: New project
Dear Simon,
Thank you for considering me for the new project. Unfortunately, my current workload is too high for me to start another project.
Again, thank you for your consideration and I hope I will be able to work with you on another occasion.
Best regards,Omer Ali
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3. Sample e-mails: Meeting notice (1)3. Sample e-mails: Meeting notice (1)
Everyone!
You remember next week’s meeting. Everyone must be at the meeting. If you cannot go, let me know.
It will be on Monday, November 16th. Time is 1. Place is the conference room.
You have to come!Simon
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3. Sample e-mails: Meeting notice (2)3. Sample e-mails: Meeting notice (2)
Deal all,
The next PR Meeting will be held in the Conference Room at 1300 hours on Monday, 16 November.
Follow-up items from our last meeting are: - New Brochure- Annual Dinner with Customers (Sunset)
If you wish to add any further items to the agenda, please let me know before 8 November.
Yours sincerely,George
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3. Sample e-mails: Our of the office 3. Sample e-mails: Our of the office notice (1)notice (1)
Subject: Vacation
Hi,
I am going on a vacation. But you can still contact Young Hee Kim.
If you want, you can send me e-mails. I will check them when I get back.
Cheers,Henry
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3. Sample e-mails: Our of the office 3. Sample e-mails: Our of the office notice (2)notice (2)
Subject: Out of the office: July 6 - 12
Hi Sam,
I hope everything is well with you. I’m writing to let you know that I’ll be out of town on a vacation from July 6 thru 12.
Young Hee Kim will sit in for me while I’m away. You can find her e-mail address on the CC line.
If you need to contact me directly, please call me on my cell at (000) XXX – XXXX.
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3. Sample e-mails: Congratulations (1)3. Sample e-mails: Congratulations (1)
Subject: Congratulation
Dear Mohammed,
Congratulations on the promotion. Good job!
Treat me to lunch sometime!
Sincerely,AA
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3. Sample e-mails: Congratulations (2)3. Sample e-mails: Congratulations (2)
Subject: Congratulations
Dear Omer,
Congratulations on your promotion! It is a great accomplishment and I’m sure your team will totally benefit from your expertise.
Congratulations again and let me treat you to lunch or dinner sometime!
Take care,A
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3. Sample e-mails: Setting up a meeting 3. Sample e-mails: Setting up a meeting (1)(1)
Subject: Meeting
Harry,
I heard you wanted to have a meeting. Let’s make a schedule this Thursday.
Time is up to you but I prefer morning time.
Thank you.Simon
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3. Sample e-mails: Setting up a meeting 3. Sample e-mails: Setting up a meeting (2)(2)
Subject: Meeting
Jane,
Omer told me that you wanted to set up a 1 hour meeting with me. Would this Thursday (26th) work for you?
If so, please let me know what time would be convenient for you. I would personally prefer to have the meeting in the morning, but my schedule is quite flexible in the afternoon on that day, too.
Hope to hear from you soon,George 26
4. Sample business letters: Inquiry4. Sample business letters: Inquiry
Dear _______,
I am writing to inquire about your office furniture line. We are expanding our office in Seoul and we will need extra desks, chairs and filing cabinets. Could you please send me your catalog with prices, sizes and colors for those items? Yours faithfully,Simon 27
4. Sample business letters: Reply to the 4. Sample business letters: Reply to the inquiryinquiry
Dear _______,
Thank you for your inquiry. I am sending a catalog to you today which shows details of office supplies we offer. You can also see our entire products on our website at www.furnitureline.com. We offer a 5% discount for orders made through our website. Please contact me if you have any questions. Yours sincerely,John SmithSales Executive
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4. Sample business letters: Apology4. Sample business letters: Apology
Dear _______,
I am writing in regards to your order for office furniture. I regret to inform you that we are unable to deliver the desks on time. This is as a result of problems at our supplier’s factory. We have the desks on pages 37 and 38 of our catalog in stock, however, in three different colors (brown, black, and white). With regard to the chairs and filing cabinets, we will deliver the goods before 13 November, as agreed. With apologies, Yours sincerely,John Sales Executive
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5. Other business letters: Accepting an invitation5. Other business letters: Accepting an invitation
Dear _______,
Thank you for your invitation for the forthcoming event.The theme is certainly innovative and groundbreaking, and it would be an honor to be a part of this exciting event.
Please find my acceptance note enclosed. If any other information is required, do not hesitate to reach me at my office.
Thank you again for the invitation. Sincerely,
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5. Other business letters: Thank you5. Other business letters: Thank you
Dear _______,
Thank you for all the assistance you have provided me during our recent project.
I appreciate the information and advice you have given, as well as the knowledge you have shared with me. Your expertise and help have been invaluable during this process.
Again, thank you so much. I sincerely appreciate your generosity.
Best Regards, 31
6. Proofreading6. Proofreading
Format
• Times New Roman, 12 point or Arial, 11 point• Double space between paragraphs (press Enter twice)• No indentation necessary
Content
• Subject: Is it brief and informational?• Tone: formal / informal• Salutation: Is it appropriate?• Purpose / details / future actions 32
6. Proofreading6. Proofreading
Accuracy
• Capitalization mr George’s visit Mr. George’s visit
• PunctuationBefore going to the airport I will stop by the office.Before going to the airport, I will stop by the office.
• Spelling: Spell names correctly!
• Articles: the, a/an I will have contract ready by the next week. 33