Written Written CommunicationCommunication

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

Rollo May Rollo May

Introduction To Written Introduction To Written CommunicationCommunication

• ImportanceImportance

• TypesTypes– Memos, letters, emails, proposalsMemos, letters, emails, proposals– Counseling/documentation/performance Counseling/documentation/performance

reviewsreviews– Corporate documentsCorporate documents– PresentationsPresentations

Common MistakesCommon Mistakes

• Form of the possessive singular of Form of the possessive singular of nouns by adding nouns by adding ‘s‘s..– The girl’s coatThe girl’s coat– Banker’s hoursBanker’s hours

• Proper nouns ending in Proper nouns ending in ss– Adams’s or Adams’Adams’s or Adams’

Elementary Principles of Elementary Principles of CompositionComposition

• Chose a suitable design and stick to Chose a suitable design and stick to it.it.– Tell them what you will tell themTell them what you will tell them– Tell themTell them– Tell them what you told themTell them what you told them

• ParagraphParagraph– Signals new ideaSignals new idea– TransitionsTransitions

Passive VoicePassive Voice

• Three characteristics of passive Three characteristics of passive voice:voice:– A form of the verb to be (is, am, are, A form of the verb to be (is, am, are,

was, were, be, been, or being)was, were, be, been, or being)– A past participle (a verb ending in –ed A past participle (a verb ending in –ed

or –en except irregular verbs like kept)or –en except irregular verbs like kept)– A prepositional phrase beginning with A prepositional phrase beginning with

byby

Passive and Active VoicePassive and Active Voice

• Write the way you talk – we seldom Write the way you talk – we seldom talk in passive voicetalk in passive voice

• The requested work papers will be The requested work papers will be provided. However, provided. However, recommendations cannot be given recommendations cannot be given until further discussions have been until further discussions have been held with our subcontractors.held with our subcontractors.

Active VoiceActive Voice

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

Passive VoicePassive Voice

• The trailer was pulled by the car.The trailer was pulled by the car.• The door is being closed by the The door is being closed by the

conductor.conductor.• The copier has been turned on by The copier has been turned on by

Susan.Susan.• The result will be posted by Personnel.The result will be posted by Personnel.• A decision was reached by the A decision was reached by the

committee.committee.

Active VoiceActive Voice

• Active verbs express meaning more Active verbs express meaning more vigorously.vigorously.

• In active voice, the subject of the In active voice, the subject of the sentence does the action. In passive sentence does the action. In passive voice the subject receives the action.voice the subject receives the action.– The car pulled the trailer.The car pulled the trailer.– The conductor closed the door.The conductor closed the door.– Susan turned on the copier.Susan turned on the copier.– Personnel posted the results.Personnel posted the results.– The committee reached a decision.The committee reached a decision.

References and CitationsReferences and Citations

• There are many styles you can use:There are many styles you can use:– MLA (Modern Language Association – MLA (Modern Language Association –

research papers)research papers)– APA (American Psychological APA (American Psychological

Association – research papers)Association – research papers)– CMS (Chicago Manual of Style –fine CMS (Chicago Manual of Style –fine

arts and some fields of humanities)arts and some fields of humanities)– CSE (Council of Science Editors – CSE (Council of Science Editors –

natural and applied sciences)natural and applied sciences)

MLA (Modern Language MLA (Modern Language AssociationAssociation

• Block, I. J. Block, I. J. Moral Leaders.Moral Leaders. Ed. John Doe. Ed. John Doe.

Dallas: Dallas Press, 2007 (form for a Dallas: Dallas Press, 2007 (form for a book)book)

• Block, Sally. “Traits of a Good Leader.” Block, Sally. “Traits of a Good Leader.” The The

American Leadership JournalAmerican Leadership Journal 3.34 3.34 (2006):(2006):

19-23. 9 Jun 2007 19-23. 9 Jun 2007 http://www.quickbites.com.>.>

(citation to a website)(citation to a website)

Misused WordsMisused Words

• Accept – to takeAccept – to take• Except – other thanExcept – other than

• Adapt – to adjustAdapt – to adjust• Adept – skilledAdept – skilled

• Adverse – hostileAdverse – hostile• Averse - unwillingAverse - unwilling

Misused WordsMisused Words

• Cite – to summonCite – to summon• Sight – that which is seenSight – that which is seen• Site – locationSite – location

• Complement – that which completesComplement – that which completes• Compliment – expression of praiseCompliment – expression of praise

• Dual – doubleDual – double• Duel – formal fightDuel – formal fight

Misused WordsMisused Words

• Effect – result or consequencesEffect – result or consequences• Affect – feeling or emotionAffect – feeling or emotion

• Ensure – to make certainEnsure – to make certain• Insure – to protect againstInsure – to protect against

• Farther – greater distanceFarther – greater distance• Further – to a greater degreeFurther – to a greater degree

Misused WordsMisused Words

• Its – belonging to itIts – belonging to it• It’s – it is It’s – it is

• Lay – to place an object downLay – to place an object down• Lie – to recline/untruthLie – to recline/untruth

• Moral – lesson relating to right and Moral – lesson relating to right and wrongwrong

• Morale - spiritMorale - spirit

Misused WordsMisused Words

• Personal – privatePersonal – private• Personnel – staffPersonnel – staff

• Principal – school official/sum of Principal – school official/sum of moneymoney

• Principle – rulePrinciple – rule

• Role – part in a play/functionRole – part in a play/function• Roll – register or list/small breadRoll – register or list/small bread

Misused WordsMisused Words

• Than – comparison expressing Than – comparison expressing exceptionexception

• Then – at that time, nextThen – at that time, next

• Their – belonging to themTheir – belonging to them• There – in that placeThere – in that place• They’re – they areThey’re – they are

Misused WordsMisused Words

• To – towardTo – toward• Too – alsoToo – also• Two – numeralTwo – numeral

• Your – belonging to youYour – belonging to you• You’re – you areYou’re – you are

Strunk’s Reminders on Strunk’s Reminders on StyleStyle

• Place yourself in the backgroundPlace yourself in the background• Write in a way that comes naturallyWrite in a way that comes naturally• Work from a suitable designWork from a suitable design• Write with nouns and verbsWrite with nouns and verbs• Revise and rewriteRevise and rewrite• Do not overwriteDo not overwrite• Do not overstateDo not overstate

Strunk’s Reminders on Strunk’s Reminders on StyleStyle

• Avoid the use of qualifiersAvoid the use of qualifiers• Do not use a breezy mannerDo not use a breezy manner• Use orthodox spellingUse orthodox spelling• Do not explain too muchDo not explain too much• Do not construct awkward adverbsDo not construct awkward adverbs• Make sure the reader knows who is Make sure the reader knows who is

speakingspeaking• Avoid fancy words Avoid fancy words

Strunk’s Reminders on Strunk’s Reminders on StyleStyle

• Do not use dialect unless your ear is Do not use dialect unless your ear is goodgood

• Be clearBe clear• Do not inject opinion Do not inject opinion • Use figures of speech sparinglyUse figures of speech sparingly• Do take shortcuts at the cost of clarityDo take shortcuts at the cost of clarity• Avoid foreign languagesAvoid foreign languages• Prefer the standard to the offbeatPrefer the standard to the offbeat

SamplesSamples

• Soldiers of the 505Soldiers of the 505thth Combat Team Combat Team““Tonight you embark upon a combat mission for Tonight you embark upon a combat mission for

which our people and the free people of the world which our people and the free people of the world have been waiting for two years.have been waiting for two years.

You will spearhead the landing of an American Force You will spearhead the landing of an American Force upon the island of SICILY. Every preparation has upon the island of SICILY. Every preparation has been made to eliminate the element of chance. You been made to eliminate the element of chance. You have been given the means to do the job and you have been given the means to do the job and you are backed by the largest assemblage of air power are backed by the largest assemblage of air power in the world’s history.in the world’s history.

The eyes of the world are upon you. The hopes and The eyes of the world are upon you. The hopes and prayers of every American go with you….prayers of every American go with you….

James M. Gavin”James M. Gavin”

Examples of Good Examples of Good WritingWriting

• Johnson and Johnson CredoJohnson and Johnson Credo

President LincolnPresident Lincoln

• Letter from Lincoln to Ulysses Grant:Letter from Lincoln to Ulysses Grant:““I do not remember that you and I ever met I do not remember that you and I ever met

personally. I write this now as a grateful personally. I write this now as a grateful acknowledgement for the almost inestimable acknowledgement for the almost inestimable service you have done the country. I wish to service you have done the country. I wish to say a word further. When you first reached say a word further. When you first reached the vicinity of Vicksburg…I never had any the vicinity of Vicksburg…I never had any faith, except a general hope that you knew faith, except a general hope that you knew better than I that the expedition could better than I that the expedition could succeed…I feared it was a mistake. I now succeed…I feared it was a mistake. I now wish to make the personal acknowledgement wish to make the personal acknowledgement that you were right and I was wrong.”that you were right and I was wrong.”

Helpful HintsHelpful Hints

• What is the purpose?What is the purpose?• Who are you trying to reach?Who are you trying to reach?• Outline your ideasOutline your ideas• What is your main message?What is your main message?• Do a draftDo a draft• Print out what you have written and Print out what you have written and

reviewreview• Go final Go final

UT Arlington Writing UT Arlington Writing CenterCenter

• ServicesServices– Face-to-Face TutoringFace-to-Face Tutoring– Online TutoringOnline Tutoring– AvailabilityAvailability– Computer LabComputer Lab– Grammar/Mechanics WorkshopsGrammar/Mechanics Workshops

http://www.uta.edu/owl/

ReferencesReferences

• Edward Bailey, Edward Bailey, The Plain English The Plain English Approach To Business Writing Approach To Business Writing (New York: (New York: Oxford University Press, 1999) 93-105. Oxford University Press, 1999) 93-105.

• James D. Lester and James D. Lester, Jr., James D. Lester and James D. Lester, Jr., Writing Research PapersWriting Research Papers (New York, (New York, Pearson Longman) 250, 302, 339, 368Pearson Longman) 250, 302, 339, 368

• Sheryl Lindsell-Roberts, Sheryl Lindsell-Roberts, Business Letter Business Letter WritingWriting (New York: Macmillan) 92-96. (New York: Macmillan) 92-96.

• William Strunk and EB White, William Strunk and EB White, The The Elements of StyleElements of Style (Massachusetts: (Massachusetts: Longman) 1-95.Longman) 1-95.