Business Writing Course

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    Business Writing and

    Grammar Skills Made Easyand Fun

    Instructor:

    John C. Rich, CSP, CPC,

    DTM

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    Three Steps in Writing

    Pre-Write

    Free Write

    Re-write

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    Getting Started

    Avoid Interruptions:

    Writing isnt typing. When you're interruptedwhile you're writing, you can't just pick upwhere you left off. You have to go throughthe terrible process of starting all over again.

    The fewer the interruptions, the fewer times

    you have to start again. That's time andenergy saved that you can devote to othertasks.

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    Getting Started

    Do All Your Writing at One Time: Some people tend to answer a letter right away

    while it's fresh in their minds or at least at thefirst chance they get. As a result, most people

    engage in two or three writing sessions duringthe course of a day.

    Let those writing assignments pile up. If you're a

    morning person, complete them all in themorning; if you're an afternoon person, completethem all in the afternoon. That way you have toget started only once.

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    Getting Started

    Do the Easy Stuff First

    Write your easy memos and lettersfirst. Then, once you're warmedup, you can move on to your more

    difficult writing tasks.

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    Getting Started

    Say It To Someone Else:

    Having a hard time making whatyou want to say clear? Say it to afriend or colleague.

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    Getting Started

    Break the Material Down:

    Are you inundated with more thoughts than

    you can handle? Write each one down on a3-x-5 card. Then lay the cards out where youcan see them all at once.

    Each card, each idea, stands for a separateparagraph in whatever you're writing. Decidethe order in which to present your ideas

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    Getting Started

    Do Something Different:

    Sometimes people get stuck in aroutine without realizing it. If youusually write in the morning, trywriting in the afternoon. If you

    usually work on a computer, trywriting on paper. If you usually writeon white paper, try yellow, or lined.

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    Freewriting

    Set a five-minute time limit

    Write without stopping

    Write as quickly as you can

    Write with NO FEAR! No editing!

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    Benefits of Freewriting

    You get started faster

    Youll be more creative

    Youll write better

    Youll revise better

    Youll save time

    You can write with No Fear!

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    Student Assignment

    Create a Mindmap using one of the following topics:

    Best or Worst:VacationChildhood Memory

    Sports ExperienceDateJobCar

    BossSurprisePetMovie or Concert

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    Ordering Your Paragraphs

    Opening Paragraph:

    Introduces idea being considered 1st impression

    Grab readers attention

    Engage your readers!

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    Ordering Your Paragraphs

    Middle Paragraphs:

    Support or clarify Remove paragraphs that

    restate ideas

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    Ordering Your Paragraphs

    Closing Paragraph:

    Brings together all ideas

    Restate your major points

    Draw conclusion

    Make recommendations orsuggestions

    Summarize ideas

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    Short Words and Phrases forTransitions

    Transitionsdraw together ideas fromparagraph to paragraph and sentence

    to sentence.

    Transitions provide readers with a clearsense of how a writer moved fromPoint A to Point B.

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    Types of Transitional Terms

    Example: for instance, for example,in fact, namely

    Similarity: likewise, similarly, again,also, furthermore

    Contrast: however, in contrast, on

    the other hand, instead,otherwise, nevertheless,still

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    Types of Transitional Terms

    Cause/effect consequently, therefore,thus, accordingly,subsequently

    Emphasis indeed, in fact, certainly,undoubtedly

    Sequence subsequently, finally,then, next, now

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    Transitions Exercise

    Original Sentence:

    Succeeding in college often is a

    challenge for students. Most collegesprovide services designed to helpstudents. They include peer tutoring

    and personal counseling. Colleges needto provide more services to helpstudents succeed.

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    Transition Words - Exercise

    Polls show that Tony Blair is the mostpopular Prime Minister this century.

    ________________ , there are even

    members of his own party who areuneasy with his approach.

    In particular However For instance

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    Transition Words - Exercise

    There are some slight variations in

    temperature, but _______________26 to 27C should be expected.

    consequently otherwise as a rule

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    Transition Words - Exercise

    It was announced that nurses' workinghours would be increased by 25%.

    ______________ , even fewer trainee

    nurses are expected to join theprofession.

    As a result So that Likewise

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    Transition Words - Exercise

    In order to try to reduce car use in theinner cities, the government hasannounced new restrictions on company

    parking spaces and ______________ , anew tax on individual car use.

    as well as in addition in the same way

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    Transition Words - Exercise

    Essays must be handed in by the

    deadline, ______________ they willnot be marked.

    obviously otherwise as a result

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    Mindmapping

    A mind map consists of a central wordor concept; around the central word youdraw the 5 to 10 main ideas that relateto that word

    Mindmapping enables your thoughts toemerge naturally, without pressure orconstraints.

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    How to Mindmap or Pre-Write

    1. Start by putting what it is you want towrite about in the middle of a blank pieceof paper and draw a circle around it.

    2. Continue to think about your topic and jotthe ideas down around the topic and

    circle each idea.3. Write down as many thoughts as you can

    think of.

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    How to Mindmap or Pre-Write

    The next step is to organize the ideas try to see each idea as a separateparagraph.

    4. Assign a number or letter to eachidea/paragraph

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    Mindmap Exercise

    You have received a promotionand are moving to a new position

    in your company.

    A co-worker has expressedinterest in your job and has askedyou to send them an e-maildescribing your position.

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    Understanding How BusinessWriting Differs from

    Other Forms of Writing

    Academic Writing

    Business Writing

    Fiction

    Non-Fiction Journalistic Writing

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    5 Major Functions of Business Writing

    Inform: provide the reader with written

    information in an objective manner

    Request:

    asking for something the kind ofrequest will dictate your approach

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    5 Major Functions of Business Writing

    Record: record, in writing, an event or series

    of events

    Instruct: teaching something to someone,

    possibly other employees

    Persuade: attempting to convince someone to

    support a particular point of view

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    Before You Start

    Know Your Subject

    Know Your Readers

    Know Yourself

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    Search Engine Sites

    www.google.ca

    www.ca.yahoo.com

    www.ca.altavista.com

    www.dogpile.com

    www.ask.com (used to be Ask Jeeves)

    www.lycos.ca

    http://www.google.ca/http://www.ca.yahoo.com/http://www.ca.altavista.com/http://www.dogpile.com/http://www.ask.com/http://www.lycos.ca/http://www.lycos.ca/http://www.ask.com/http://www.dogpile.com/http://www.ca.altavista.com/http://www.ca.yahoo.com/http://www.google.ca/
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    Other Useful Sites

    www.unc.edu/depts/wcweb/handouts/business.html

    http://www.4hb.com/letters/index.html

    www.itools.com/lang www.dictionary.com

    www.instantweb.com/D/dictionary

    http:silmaril.ie/cgi-bin/uncgi/acronyms www.refdesk.com

    http://www.unc.edu/depts/wcweb/handouts/business.htmlhttp://www.unc.edu/depts/wcweb/handouts/business.htmlhttp://www.4hb.com/letters/index.htmlhttp://www.itools.com/langhttp://www.dictionary.com/http://www.instantweb.com/D/dictionaryhttp://silmaril.ie/cgi-bin/uncgi/acronymshttp://www.refdesk.com/http://www.refdesk.com/http://silmaril.ie/cgi-bin/uncgi/acronymshttp://silmaril.ie/cgi-bin/uncgi/acronymshttp://silmaril.ie/cgi-bin/uncgi/acronymshttp://www.instantweb.com/D/dictionaryhttp://www.dictionary.com/http://www.itools.com/langhttp://www.4hb.com/letters/index.htmlhttp://www.unc.edu/depts/wcweb/handouts/business.htmlhttp://www.unc.edu/depts/wcweb/handouts/business.html
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    RESEARCH

    RESEARCH is the key to effortlesswriting.

    "Do your homework" before youbegin to write and you'll be amazed at

    how effortlessly the words will flowafter that.

    6 St P f T i I t

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    6-Step Process for Tuning In toYour Audience

    #1 Who?

    Knowing all you can about your reader will

    help keep your reader's attention. Knowing all you can about your reader will

    increase the positive impact your writinghas for your reader.

    You can't write effectively for your readerunless you have a lot of information aboutthem

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    6-Step Process for Tuning In toYour Audience

    #2 What? Doing your homework (research) will help

    focus your writing and make the words flow

    more readily.

    #3 When?

    When will your reader read the message andhow much time will the reader spend on it?

    When do you want the reader to act?

    S f

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    6-Step Process for Tuning In toYour Audience

    #4 Where?

    Where in the company hierarchy is this readerlocated (top management, middle management,

    branch office, plant worker, and secretary,other)?

    Where is most of the readers work done (at adesk, at a machine, walking around orelsewhere)?

    Where else in the company does the readerhave to go for approval to act?

    6 S P f T i I

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    6-Step Process for Tuning In toYour Audience

    #5 How?

    How interested is the reader in the

    arrival of this message? How will the reader feel about it (good

    news or bad news)?

    How will the readers job be affected bythis message?

    6 St P f T i I t

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    6-Step Process for Tuning In toYour Audience

    #6 Why?

    Why am I writing?

    Why should my reader respond?

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    Seven Cs of Letter Writing

    Clear

    Concise

    Correct Courteous

    Conversational

    Convincing

    Complete

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    Choosing the Right Word

    In the beginning was the word.

    And theres been a lot ofconfusion

    since!

    Our usage of words changes constantly,

    as does the standard acceptance ofwords. One writers slang can be anotherwriters powerful expression.

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    Reasons Why The English

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    Reasons Why The EnglishLanguage Is Hard To Learn:

    1. The bandage was wound around thewound.

    2. The farm was used to produceproduce.

    3. The dump was so full that it had torefuse more refuse.

    4. We must polish the Polish furniture.

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    Reasons Why The English

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    Reasons Why The EnglishLanguage Is Hard To Learn:

    9. When shot at, the dove dove into thebushes.

    10. I did not object to the object.

    11. The insurance was invalid for theinvalid.

    12. There was a row among the oarsmenabout how to row.

    Reasons Why The English Language Is

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    easo s y e g s a guage sHard To Learn:

    13. They were too close to the door toclose it.

    14. The buck does funny things when

    the does are present.

    15. A seamstress and a sewer fell downinto a sewer line.

    16. To help with planting, the farmertaught his sow to sow.

    R Wh Th E li h L I

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    Reasons Why The English Language IsHard To Learn:

    17. The wind was too strong to wind thesail.

    18. After a number of injections, my jawgot number.

    19. Upon seeing the tear in the painting, Ished a tear.

    20. I had to subject the subject to a seriesof tests.

    C t ti

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    Contractions

    When we talk, we talk in contractionsmuch of the time. Im sorry, I wont beable to attend the class with you today.

    Im busy and cant keep up with my worknow.

    Instead of I am sorry, I will not be able toattend the class with you today. I am busyand cannot keep up with my work now.

    Contractions

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    Contractions

    Words that cause difficulties when using

    contractions:

    Hes the candidate (whose/whos) from ourneighbourhood.

    (There/Their/Theyre) headed to the mountainsfor a fun weekend of skiing.

    (Your/Youre) my choice for the new committee

    seat. Can you imagine why (theirs/theres) a need

    for discussion on this?

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    Verb Tense/pronouns/antecedents

    A verb must agree with its subject innumber

    A pronoun must agree with its antecedentin number and gender

    W kb k E i

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    Workbook Exercise

    1. The owner asked how the construction will(affect/effect) his customers.

    2. I am (anxious/eager) for the weekend to

    arrive.

    3. Please (assure/ensure/insure) your readersthat you meant well.

    4. I am going to meet with the (counsel/council)on urban development.

    W kb k E i

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    Workbook Exercise

    5. There seem to be (fewer/less) people atthe picnic this year.

    6. Please take my (advice/advise).

    7. Shelley (adapted/adopted) quickly to hernew job.

    8. That was quite a (complement/compliment) you gave her.

    Fewer/Less

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    Feweror Less?

    Use fewer with objects that can be countedone-by-one.

    Use less with qualities or quantities thatcannot be individually counted.

    Incorrect: There were less days belowfreezing last winter.

    Correct: There were fewer days below

    freezing last winter.(Days can be counted.)

    Correct: I drank less water than she did.(Water cannot be counted individually here.)

    Fewer/Less

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    When referring to time or money, less is normallyused even with numbers.

    Specific units of time or money use fewer only incases where individual items are referred to.

    Examples: I have less than an hour to do this work.

    I have less time to do this work.I have less money than I need.I have less than twenty dollars.He worked fewer hours than I did.

    The only occasion in which you might say, "I havefewer than twenty dollars," would be when you weretalking about specific dollar bills or coins, such as"I have fewer than twenty silver dollars in mycollection."

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    Which or That?

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    Which or That ?

    When referring to a person, use whoratherthan whichorthat.

    Which, that, and whoare notinterchangeable. Whichusually refers tothings, thatto either things or people, andwhoto people. When you can replace thatwith who, do so.

    Other life forms take that. But how shouldyou refer to a dog with a personality? Thereare always exceptions.

    Which or That?

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    Examples:

    The wagon, which [incidentally] is now broken, waspurchased at a home improvement store.

    The clause, which is now broken, can be omitted withoutdisrupting the meaning of the sentence. It is not essential to

    the sentence (nonrestrictive). It's simply additionalinformation.

    The wagon that is broken was purchased at a home

    improvement store.

    This one particular wagon is broken; others are not broken.The clause that is broken restricts the meaning of wagon tothe one that is in disrepair (restrictive).

    Which or That?

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    The brochure, which was designed by our marketingdepartment, won high praise at the meeting.

    The nonrestrictive clause which was designed by ourmarketing department provides parenthetical informationand can be omitted without destroying the meaning of the

    sentence.

    The brochure that was designed by our marketingdepartment won high praise at the meeting.

    The marketing department brochure was a winner; thebrochures designed by other departments did not win kudos.

    When Its Okay to Bend the Rules

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    When It s Okay to Bend the Rules

    Ending sentences with prepositions:

    Formal writing style traditionally avoidsending sentences with prepositions, even

    though it can sometimes lead to clumsy-sounding sentence construction.

    Whereas, in casual speech and informal

    writing, it is no longer considered improperto avoid ending a sentence with apreposition.

    Prepositions

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    PrepositionsA preposition is a word that can indicate a relationshipbetween nouns and pronouns (and phrases) within asentence. For instance in the following sentence:

    The journal is in the library.

    The bolded word in is the preposition, indicating the

    relationship between the journal and library;.

    Common prepositions:

    about above against around at

    before behind beneath beside butby for from in intolike near of off onout through throughout to under

    with

    When Its Okay to Bend the Rules

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    When It s Okay to Bend the Rules

    Formal Style Examples:

    For whom is the present?

    You are the cousin to whom I feel closest.

    With what shall I serve the pie?

    Informal Examples:

    Whos the present for? Youre the cousin I feel closest to.

    What should I serve the pie with?

    When Its Okay to Bend the Rules

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    When It s Okay to Bend the Rules

    Remember the famous Churchill quote:

    Ending a sentence with a preposition

    is something up with which I will notput.

    The idea is that if it sounds okay to end a

    sentence with a preposition then it isperfectly okay to write it that way as well.

    Sentences Ending With Prepositions

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    Sentences Ending With Prepositions

    There is no need to notify us aboutproblems that we are already aware of.

    Officials in Iraq still have not decidedwhom he will be allowed to meet with.

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    When Its Okay to Bend the Rules

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    When It s Okay to Bend the Rules

    Split Infinitives ExerciseCorrect the split infinitives in the sentences below:

    We tried to carefully reassemble the parts.We tried to reassemble the parts carefully.

    Try to, if you can, exercise two or three times every week.Try to exercise, if you can, two or three

    They began to gradually pick up the pieces.

    Gradually, they began to pick up the pieces.

    We want to really understand what youre trying to say.

    We really want to understand what youre trying to say.

    When Its Okay to Bend the Rules

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    When It s Okay to Bend the Rules

    Making a distinction between who and whom

    Who is the subjective/nominative form. Usewho wheneverhe, she, they, I, orwe could besubstituted in the who clause

    Examples:

    Who is arranging the teleconference?

    (Sheis arranging the teleconference.) Who booked our sales conference in March?

    (Hebooked the sales conference in March.)

    When Its Okay to Bend the Rules

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    When It s Okay to Bend the Rules

    Whom is the objective form. Use whomwheneverhim, her, them, me, orus could besubstituted as they object of the verb or as theobject of a preposition in the whom clause.

    Examples:

    Whom did you see today? (I saw her today.)

    Whom did you say you wanted to see?(You wanted to see him.)

    When Its Okay to Bend the Rules

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    When It s Okay to Bend the Rules

    The humourist Calvin Trillin, has said, As far as

    Im concerned, whomis a word that was inventedto make everyone sound like a butler.

    In conversational speech, most people are likely to

    say, Who ya gonna vote for?, rather thanWhom are you going to vote for?.

    But in a business document, be sure to use whomwhen the objective form is called for.

    Ifwhomstrikes you as too stilted or soundsunnatural, reword the sentence; for example,Who is your choice in the next election?

    Who/Whom Exercise

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    Who/Whom Exercise

    Fill in the blanks using who/whom/whoever/

    whomever, as appropriate:

    1. To ________ it may concern.

    2. A child ________ is in school and ________earns less than $5,000 is a dependent.

    3. You may nominate ________ you wish as your

    executor, but it should be someone ________you trust and ________ is able to take on theresponsibility.

    When Its Okay to Bend the Rules

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    When It s Okay to Bend the Rules

    Starting sentences with And, But,or Because

    This is an acceptable practice. The best way tojudge the correctness is to read the sentencealoud. If it sounds better starting the sentencewith and or but, then do it.

    Re-using words

    Using simple contractions

    Abbreviations Acronyms & Jargon

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    Abbreviations, Acronyms & Jargon

    The most important thing to remember whenusing abbreviationsis to make sure yourreaders understand them and to use themconsistently within a document.

    It is important when using acronymsto spellthe name in full the first time you use it.

    Jargonis only okay when your reader knowsthe vocabulary and is comfortable with it.

    Rules for Abbreviations & Acronyms

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    Rules for Abbreviations & Acronyms

    1. Always use a period at the end ofthe standard abbreviation for asingle word.

    2. Eliminate period between the lettersof acronyms they interfere with the

    reader's ability to quickly and clearlyunderstand your meaning.

    Rules for Abbreviations & Acronyms

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    Rules for Abbreviations & Acronyms

    3. If you are unsure of your reader's familiarity

    with a particular abbreviation (or acronym orset of initials), place the unabbreviated formin parentheses after your first use of theabbreviation in your writing

    4. When an abbreviation, acronym or set ofinitials ends a sentence, use only one periodto end the sentence. If the abbreviation,acronym or set of initials requires a

    punctuation mark other than a period after it,use that punctuation mark immediately afterthe final period of the abbreviation or the lastcapitalized letter of the acronym

    Rules for Abbreviations & Acronyms

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    Rules for Abbreviations & Acronyms

    5. Use the two-letter province codesdesigned by Canada Post on allcorrespondence to the provinces and

    territories of Canada.6. Whatever you do, remember that

    consistency and clarity must be yourwatchwords. Use abbreviations,acronyms and initials to communicate,not impress.

    Two-Letter Province Postal Codes

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    The official two-letter abbreviations for the provinces andterritories in Canada:

    Alberta ABBritish Columbia BCManitoba MBNew Brunswick NB

    Newfoundland and Labrador NLNorthwest Territories NTNova Scotia NSNunavut NUOntario ONPrince Edward Island PEQuebec QCSaskatchewan SKYukon YT

    Abbreviations

    http://canadaonline.about.com/od/alberta/
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    Abbreviations

    Personal Titles:

    Mr. Mrs. Ms.

    Junior and Senior:

    Jr. Sr.

    Professional titles after a full personal

    name:Ph.D. Esq. M.D. NP

    CGA MBA Prof. Rev.

    Abbreviations

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    Abbreviations

    Time and Temperature: 10:30 a.m. or 10:30 A.M.

    11:30 EST

    734 B.C.

    The word number when accompaniedby a numeral:

    Train No. 55 Flight No. 1 will depart from Gate No. 3.

    Abbreviations to Avoid

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    Abbreviations to Avoid

    Names of People:Robt. Burns was a poet.

    Names of geographic locations:The Bdwy. show Cats has been staged a recordnumber of times.

    Names of countries, states and cities in formalwriting:

    I recently visited L.A. Calif.(Its okay to use the abbreviations in address ortables or charts.)

    Abbreviations to Avoid

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    Abbreviations to Avoid

    Names of months, days and holidays: Marys anniversary is Jn. 30, 1962. (Its

    okay in addresses, tables or charts)

    Note:A single period is used when anabbreviation ends a sentence. You dontneed to use a period both for the

    abbreviation and to end the sentence.

    I will arrive in San Antonio at 10:30 A.M.

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    Quotation Marks

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    Quotation Marks

    Use quotation marks to set off words thathave been directly quoted fromsomeone, whether you are quoting

    something said or something written.

    Example:

    Yikes! Mary said, When did thathappen?

    Quotation Marks

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    Use to identify titles taken from a completepublished work, for example a chapter of a book ora magazine or newspaper article (italicize the titlesof complete published works)

    For example, if you cite a particular short storyfrom a collection of short stories, the particularshort story would be enclosed in quotation marksand the book title would be italicized

    Example:You can find Thomas Manns The Cockroach inthe book An Anthology of German Literature.

    Quotation Marks

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    Quotation Marks

    Use to indicate words that are used ironically

    Use quotation marks to identify words or phrasesthat are used in context but contain a special

    meaning.Example:

    When Faulkner was writing about death and dyingin his book, As I lay Dying, his use of the worddying meant much more than the physical act ofdying.

    Quotation Marks

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    Quotation Marks

    When used with other punctuation marks: _____. or _____,

    _____: or _____;

    The experts dont agree on whether quotationmarks go inside or outside other punctuation.The rule is to be consistent in your writing withyour use of punctuation and quotation marks.

    Generally, in the UK punctuation goes outsidethe brackets, which is the opposite in the US.

    Numbers vs. Words

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    Numbers vs. Words

    Spell out: Numbers that begin asentence

    Example:

    Twenty years ago I began this job.

    Numbers vs. Words

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    If the previous sentence had started with a larger

    number it would be awkward to start the sentencewith the number.

    Rewrite the sentence and put the number

    somewhere other than the first word.Example:

    (Not preferred) Three hundred and forty-seven

    years the company has been in business. The better way to write it: The company hasbeen in business for 347 years.

    Numbers vs Words

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    Numbers vs. Words

    Spell out: Approximations of numbersthat are used for effect rather than foraccuracy

    Example:

    Ive told you a hundred times to lock thecar.

    Numbers vs. Words

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    Spell out: small numbers in streetaddresses

    Example:

    My new address is 4515 SW Fifth

    Avenue.

    Numbers vs. Words

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    u be s s o ds

    Use figures: for numbers containingfractions and ratios

    Examples:

    Be sure you use 8 by 11-inch paper to doyour report.

    The odds for the 2008 super bowl are 10-to-1.

    Numbers vs. Words

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    Use figures: for percentages and numberscontaining decimal points

    Example:

    The research indicates that 51.6% scored

    below the national average.

    Numbers vs. Words

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    Numbers vs. Words

    Use figures: for dates

    Example:

    I started this job on the 28th ofAugust.

    Numbers vs. Words

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    Numbers vs. Words

    Use figures: to number lists

    Example:

    This is the correct order to complete the job:1. Do the research.

    2. Outline the material.

    3. Write the rough draft.4. Edit the work.

    5. Proof read the document.

    Numbers vs. Words

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    u be s s o ds

    Use figures: for a.m. and p.m., but spellout the number before oclock

    Examples:

    The arrival time for the flight from Dallas is10 a.m.

    The flight from Dallas is scheduled at tenoclock.

    Numbers vs. Words

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    Use figures: to emphasize ages

    Example:

    Hes 70 and still working full time.

    Numbers vs. Words

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    Use the letter s or s to form the pluralof a figure

    Examples:

    The 1970s were a difficult time for mygrandfather who was a WWI veteran.

    The 1970s were a difficult time for mygrandfather who was a WWI veteran.

    Numbers vs. Words

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    Numbers vs. Words

    Combine figures and words for large,round numbers:

    Example:

    Its reported that Tiger Woods will earnover $50 million this year just from Nike.

    Numbers vs. Words

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    Numbers vs. Words

    Combine figures and words to distinguishone set of numbers from another set in asingle sentence:

    Example:

    One high school in the tournament has a

    total student body of 156, yet their girlsstarting line up has 2 six-footers.

    Simple Guidelines for Mastering the

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    Most Commonly Used Punctuation

    Marks

    Punctuation marks are the mechanical means formaking the meaning of a sentence easily

    understood.

    There are two main purposes of punctuation inwriting:

    1. To join ideas together in a meaningful way.

    2. To separate ideas from each other.

    Apostrophes

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    Apostrophes

    Use to replace the missing letters incontractions

    Note: Please note that in businesswriting the use of easily understoodcontractions is allowed and

    encouraged. They can speed up thereading for your busy reader.

    Apostrophes

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    Apostrophes

    Examples:

    I will Ill

    cannot cantWe are Were

    You have Youve

    I am Im

    Apostrophes

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    p p

    The problem of its and its

    Its is the contracted form ofit is.

    Its is the possessive form of thepersonal pronoun it.

    Apostrophes

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    To indicate possession

    1. Use an apostrophe followed by an s to

    make the possessive of any nounExamples:

    the managers recommendations

    the trainers commentsJonathans birthday

    Apostrophes

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    p p

    Forming the Possessive of Plural Nouns:

    Form the plural first; then apply the possessive rule

    Examples:

    Singular Plural Possessive

    boy boys boys

    boss bosses bosses

    hero heroes heroes

    man men mens

    child children childrens

    woman women womens

    Apostrophes

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    p p

    To form the singular possessive of acompound noun, add an apostrophe plussto the last element of the compound.

    Examples of Compound Nouns: my son-in-laws job prospects the secretary-treasurers report

    the owner-managers policies the notary publics seal a do-it-yourselfers obsession

    Test Yourself!

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    3. The (childrens, childrens) knowledgeof the apostrophe was better thananyone (elses, elses), including the

    word (columnist, columnists).4. After giving her employer four(months,

    months) notice of her departure, Jill

    received a (weeks, weeks) salary.

    Capitalization

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    The first word in sentences, listed items,quotations, salutations, and complimentaryclosings:

    Examples:

    Your clothes are ready.

    The first directions in the guide said, Openthe box from the top.

    Dear Sir or Madam: Sincerely, Sincerely yours, Best wishes, Your

    friend,

    Capitalization

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    Capitalize the first word and all the important

    words in the titles of books, periodicals, reports,poems, stories, plays, paintings, songs, andmovies.

    The definition of an important word is: all the

    words except articles (a, an, the), conjunctions andprepositions less than five letters long.

    Examples:

    Moby Dick The RavenDeath of a Salesman How to Buy a Home

    Capitalization

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    p

    The first word and all the main wordsof headings and subject lines:

    Examples:

    Parking Regulations

    How to Read This Article

    Capitalization

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    p

    Names of people, places, schools, religionsand organizations:

    Examples:University of Toronto, James Scott, RomanCatholic, Grand Canyon, Time-WarnerGroup, Lake Erie

    Capitalization

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    p

    Names of races and nationalities:

    Examples:

    Asian, Caucasian, African-American

    Capitalization

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    p

    Names of geographical regions whenthey refer to a definite region or are partof a proper name:

    Examples:

    Midwest, South, Middle East

    Capitalization

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    Names of one-of-a-kind events:

    Examples:

    the Derby (Kentucky Derby)

    the Series (World Series)

    Capitalization

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    Names of the months and holidays

    Examples: December, Christmas,Fourth of July

    Names of brands

    Examples: Pepsi-Cola, Kleenex, Tide,Maytag, Chevrolet

    Capitalization

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    p

    Names of peoples titles or positions when theyprecede the peoples names:

    Examples: Human Resources Director Linda Walker,Vice-President Bill Cowles

    But: when the title appears after the name, it is notcapitalizedExamples: Herschel Farman, professor of history

    Initials of a name:Examples: H.D. Smith

    Capitalization

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    Names of departments within a companyor organization for internalcommunications:

    Example: The Faculty Department hadthe most members contribute during the

    blood drive.

    Capitalization

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    Two additional guidelines:

    1. When in doubt, look it up inyour dictionary or style guide

    2. Be consistent

    Punctuation/Abbreviations/CapitalizationExercise

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    e c se

    1. Mr. Jos. Buchmueller is our representative inBorden, Ont.

    Mr. Joseph Buchmueller is ourrepresentative in Borden, ON.

    2. mr r g simpson president of moore corporationis flying to england on mon

    Mr. R. G. Simpson, President of MooreCorporation, is flying to England onMonday.

    Punctuation/Abbreviations/CapitalizationExercise

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    Exercise

    3. the east coast fishing industry is in a recessionat the moment

    The East Coast fishing industry is in arecession at the moment.

    4. farley mowats book the people of the deer is afascinating account of life among Canadasnative people

    Farley Mowats book, The People of theDeer, is a fascinating account of life amongCanadas native people.

    Punctuation/Abbreviations/CapitalizationExercise

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    5. the names dominion day and canada day areboth used when referring to july 1The names Dominion Day and Canada Dayare both used when referring to July 1.

    6. we currently offer courses in carpentryplumbing and home insulation auto repairs forthe non-mechanic is the title of a courseespecially suitable for the beginnerWe currently offer courses in carpentry,plumbing, and home insulation. AutoRepairs for the Non-Mechanic is the title ofa course especially suitable for thebeginner.

    Periods

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    Use at the end of a sentence:

    Examples:

    1. All monthly expense reports must be inby the 10th of the following month.

    2. A nanosecond is one-billionth of asecond.

    Periods

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    Use with abbreviations, exceptorganizational names: govt., st., UCLA

    Do not use a period with lowercase

    abbreviations of a singular or compoundmeasurement term, unless omission couldcause confusion by spelling another word

    cm, km, wt, but: in., no.

    Periods

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    If words are omitted at the end of a quotedsentence, use ellipsis marks followed by thenecessary ending punctuation mark.

    Example:

    The regulation states, "All agencies must

    document overtime . . ."

    Periods

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    If words are omitted within a quotedsentence, use ellipsis marks where youhave left out the word(s).

    Example:

    According to our records, Callan

    received . . . awards for best actress.

    Periods

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    Dont use after a sentence ending in apunctuated abbreviation:

    Example:

    Class starts promptly at 8:00 a.m.

    Periods

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    Dont use when the numbers or lettersin a list have been enclosed inparentheses.

    Dont use after even amounts ofdollars:

    Example:

    Please pay $225 as noted on thepast-due invoice.

    Periods

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    Dont use after a Roman numeral that ispart of a name:

    Example:II

    IV

    X

    Spacing after a Period

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    As a general rule, use one space after theperiod at the end of a sentence, but switchto two spaces whenever you feel a stronger

    visual break between sentences is needed.

    In all cases, the deciding factor should be

    the appearance of the breaks betweensentences in your document.

    Semicolons

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    The semicolon is used to separate two partsof a compound sentence where noconjunction is used.

    Examples:

    Abdominal exercises help prevent back pain;proper posture is also important.

    Jo will make the arrangements for the golfcourse; I will take care of the tee times.

    Semicolons

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    Use to separate two independent clausesjoined by transitions such as however,nevertheless and therefore:

    Example:

    Jo will make the arrangements for the golf

    course; however, to make sure it getsdone, I will take care of the tee times.

    Colons

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    Colons are used to introduce somethingthat explains or illustrates what hascome before it

    Example:

    Heres how to use this guide: start with

    page 1

    Colons

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    Colons are used to introduce a list or aseries of examples:

    Example:

    I will bring the following equipment toclass tomorrow: a board, a fish-tank, a

    bucket, and a light.

    Colons

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    Used to introduce quotations that are more thanthree lines long:

    Example:

    At the school assembly, the principal said:Please read the new handbook being handed out rightnow. In it there are many new rules that apply toeveryone in the school. The first states that there are

    no cell phones allowed within school properties. Also,no drinks are allowed on the busses. In addition...

    Colons

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    Colons are used after a salutation in

    formal correspondence:

    Example: Dear Chairperson:Dear Sir:Dear Dr. Smith:

    Colons are used between hours and

    minutes in the time of day:Example: It is already 5:14 p.m.

    Comma

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    The comma meanspause and it helps

    make clear thesyntax of any

    sentence.

    Comma

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    The comma is often used to separatetwo independent clauses (a group ofwords that can function as a sentence)

    that are joined by a coordinatingconjunction (for, and, nor, but, or, yet,and so, when they are used to connect;

    the acronym FANBOYS can be usedas a memory aid).

    Comma

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    Examples of Independent clauses :I passed the test, but he failed.

    The game was over, but the crowd

    refused to leave.

    Example of a dependent clause :

    After I brushed the cat, I lint-rollered myclothes.

    Comma

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    Use to separate introductory phrases andclauses from the main parts of sentences

    Example:

    Besides being a good golfer, Joanna is anexceptional speller and has won many

    spelling bees.

    Comma

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    Use to separate items in a series:

    Example:

    Joanna is a golfer, speller, writer, and agreat organizer.

    Comma

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    Use to separate phrases and clauses thatarent a part of the main sentence.

    Example:

    Joanna, a great organizer, enjoys helping

    Lynn and others get better organized.

    Comma

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    Use to separate adjectives in a series:

    Example:

    This is a clear, simple, easy to understand guide.

    Note: To determine when to use a comma,substitute the word and for each of yourcommas. If the sentence still makes sense, thecommas are needed.

    Comma

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    Use to separate transitional words fromthe rest of the sentence:

    Example:

    Furthermore, she is always right.

    Comma

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    Use to separate the names of peopleaddressed in a sentence:

    Example:

    Well, Joanna, Lynn finally beat you!

    Comma

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    Use to separate titles and degrees fromthe names theyre associated with:

    Example:

    Mary Anne Walker, Ph.D., will share her

    work on specialized instruction.

    Comma

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    Use to separate items in dates,addresses and geographical locations:

    Example:

    Mary Anne published her first book onMay 17th, 1971.

    Dash

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    It was common in the nineteenth centuryand then disappeared.

    It has come back again and is kind of anall-purpose punctuation mark. It can bean effective way to emphasize points or

    call attention to specific information.

    Dash

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    Use to connect thoughts to the beginningor end of a sentence:

    Example:

    What made Mickey Mantle great was hecould hit just as good right-handed as he

    could left-handed - hes naturallyambidextrous.

    Dash

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    Use to take the place of colons:

    Example:

    My bus driver said three things were notallowed on the bus - food, water, and

    gum.

    Dash

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    Use to insert a thought into asentence:

    Example:

    Not playing golf anymore - a realpossibility for some - is unlikely tohappen for Joanna.

    Dash

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    Use to add information to some word,phrase or clause in a sentence.

    Example:

    Writing, speaking, and teaching - activities

    which Mary Anne excels at - areunreachable goals for persons like myself.

    Parentheses

    U th t dd i f ti t

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    Use parentheses to add information or to

    enclose an explanation that is extrainformation.

    Examples:

    Go to Chapter 8 (pages 104-121) for moreinformation on atoms.

    The idea (that she might ever lose) never occurs toJoanna.

    Parentheses

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    Use to enclose the abbreviations oracronyms of spelled-out forms or viceversa:

    Example:

    The Professional Golfers Association

    (PGA) often consults with Joanna.

    Parentheses

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    Use to indicate the source of informationwithin text:

    Example:

    There have been many articles (Golf Digest,

    1966) written about Joannas techniques.

    Hyphen

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    Definition: a shorthorizontal mark used to

    connect words orsyllables, or to dividewords into parts

    Hyphen

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    A hyphen is used to connectcompound nouns:

    Example:

    My mother-in-law is visiting us.

    Hyphen

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    A hyphen is used to connect compoundverbs:

    Example:

    Be sure to double-space that report.

    Hyphen

    A hyphen is used to connect compound adjectives:

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    A hyphen is used to connect compound adjectives:

    Example:

    The up-to-date information is on the desktop.

    Use the hyphen to connect compound adjectivesonly when the adjectives precede the noun.

    Example:The information is up to date.

    Hyphen

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    A hyphen is used to indicate a suspensionbetween the first and subsequent words ina hyphenated compound:

    Example:

    There was a difference between the low-and high-performance engines.

    Hyphen

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    A hyphen is used to separate thenumerator from the denominatorin spelled out fractions:

    Example: one-third

    Hyphen

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    A hyphen is used to divide a word of morethan two syllables at the end of a line:

    Example:

    We would predict that the hikingadventure into the mountains will be mag-

    nificent.

    (note: only in written or typed form, not ona computer)

    Punctuation Exercise

    1 After working all day at the office I went home

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    1. After working all day at the office I went home

    for dinner.

    Answer:After working all day at the office, I went home

    for dinner.2. I need to pack my computer calculator

    business cards and toothbrush.

    Answer:I need to pack my computer, calculator,business cards, and toothbrush.

    Punctuation Exercise

    3. The partners arent going to the retreat nor are

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    p g gthey happy about it.

    Answer:The partners arent going to the retreat, nor arethey happy about it.

    4. Professor Benson grinning from ear to earannounced that the exam would be tomorrow.

    Answer:

    Professor Benson, grinning from ear to ear,announced that the exam would be tomorrow.

    Punctuation Exercise

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    5. I thought I had completed the projectconsequently I was surprised to hearabout the additional work.

    Answer:I thought I had completed the project;consequently, I was surprised to hearabout the additional work.

    Punctuation Exercise

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    6. My new office contains the followingitems a desk lamp a swivel chair and anin box thats always full.

    Answer:My new office contains the followingitems: a desk lamp, a swivel chair, and

    an in-box thats always full.

    Punctuation Exercise

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    7. We have prepared your estimatehowever you shouldnt sign it beforeFriday.

    Answer:We have prepared your estimate;however, you shouldnt sign itbefore Friday.

    Punctuation Exercise

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    8. The three largest earthquakes occurredin San Francisco Tokyo and Lima.

    Answer:

    The three largest earthquakes occurredin: San Francisco, Tokyo, and Lima.

    Punctuation Exercise

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    9. The executive watched the competitionbut the competition went ahead with thetakeover.

    Answer:

    The executive watched the competition,but the competition went ahead with the

    takeover.

    Punctuation Exercise

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    10. We wanted to go to the partners meetingbut we were unable to leave before theweekend.

    Answer:We wanted to go to the partnersmeeting, but we were unable to leave

    before the weekend.

    Punctuating Titles

    Use quotation marks when you want to quote or

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    Use quotation marks when you want to quote or

    show the titles of short stories, novellas, articles,chapter titles in books, poems, television shows,songs, and papers that you write.

    Example:Incorrect: I read the poem The Tyger, the otherday.

    Correct: Iread the poem The Tyger, the otherday.

    Punctuating Titles

    Using Italics:

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    Using Italics:

    1. Use italics (or underlining) to indicate the titleof any complete work published or producedas a separate item.

    Examples: Two of my favourite books were written by Ayn

    Rand: Atlas Shruggedand The Fountainhead.

    The novel, Gone with the Wind, was incredible.

    The novel, Gone with the Wind, was incredible.

    Punctuating Titles

    2. Use quotation marks to enclose the titles of anything

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    that is only a PART of a complete work. This wouldinclude sections of a report, articles in a magazine or

    journal, song titles from a complete CD, and titles ofseparate sessions of a conference.

    Examples:

    His Executive Summary and Final Recommendationssections contain the best information.

    Did you read What I Know for Sure in the Octobermagazine?

    Should we play Jackson Brownes or Eddie Veddersversion of I am a Patriot with the slide show at thisyears picnic?

    Punctuation Exercise #2the continuing care retirement community CCRC hasbecome one alternative to the impending increase inour elderly population according to estella espinoza

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    our elderly population according to estella espinoza

    professor of gerontology at the university ofconnecticut. nursing homes are no longer the answerto this social need she said their simply to costly fortodays senior-citizens she added.

    CCRC's normally require a tremendous downpayment. this initial investment together with thecontinuing high price of socalled maintenance meansthat many americans will be excluded from the CCRC

    of their choice. its a shame that getting old has to beso expensive said espinoza there are three thingsinvolved here affordability convenience and humandignity

    Answer - Punctuation Exercise #2The Continuing Care Retirement Community (CCRC)has become one alternative to the impending increasein o r elderl pop lation according to Estella

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    in our elderly population, according to Estella

    Espinoza, Professor of Gerontology at the Universityof Connecticut. "Nursing homes are no longer theanswer to this social need," she said, "They're simplytoo costly for today's senior citizens." she added.

    CCRCs normally require a tremendous down-payment. This large initial investment, together withthe continuing high price ofso-called maintenance,means that many Americans will be excluded from the

    CCRC of their choice. "It's a shame that getting oldhas to be so expensive." said Espinoza, "There arethree things involved here: affordability, convenience,and human dignity."

    Exercise

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    dear chris i want someone who knows what love

    is all about you are intelligent kind and

    thoughtful people who are not like you admit to

    being useless and inferior you have ruined me

    for other relationships I ache for you I have no

    feelings whatsoever when were apart I am

    always happy will you let me be yours pat

    Style and Usage Tips forInternational Correspondence

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    Be very clear Use complete sentences

    Avoid all use of jargon, unusual figures

    of speech and abbreviations Determine correct salutations for specific

    cultures

    Avoid long sentences

    Avoid humour and euphemisms

    Style and Usage Tips forInternational Correspondence

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    Proofread carefully with reader in mind

    Use correct time, date and measurementformats (for clarity, write the month as aword)

    Spell Every Word CorrectlyEvery Time

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    Each time you look up a word,add it to a list. When you have

    trouble spelling the word nexttime, simply quickly look atyour list for the correct

    spelling.

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    Spell Every Word CorrectlyEvery Time

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    Use a words origin as a clue for words

    that are difficult for you:

    When you look up a word in the dictionary,pay attention to spelling clues in the wordsorigin.

    For example, harebrained means to act likea rabbit. (Schroeder, P. 3)

    Spell Every Word CorrectlyEvery Time

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    Break up words you have difficulty with intotheir components and reassemble them:

    This technique as well as writing difficult wordsdown ten times, and checking the origin of theword is what spelling champs use.

    Mis + spell = misspell

    Stubborn + ness = stubbornness

    Spell Every Word CorrectlyEvery Time

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    For very difficult words, write themdown ten times, say the word out

    loud each time

    Keep a misspellers guide handy

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    I before E rule

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    Exceptions:

    beige, codeine, conscience, deity, deign,eight, either, feign, feint, feisty, foreign,

    forfeit, freight, heifer, heigh-ho, height,heinous, heir, heist, neighbor, neither,peignoir, rein, science, seismic, seize,

    sheik, society, sovereign, surfeit, veil,vein, weight, weird

    Spell Checker

    Ode to Spell Check

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    Ode to Spe C ec

    I have a spelling checker.It came with my pea see.

    It plainly marks four my revue

    Miss steaks I cannot sea.Ive run this poem threw it.

    Im sure your pleased to no,

    Its letter perfect in its weigh

    My checker tolled me sew.Unknown

    Prefixes and Suffixes

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    PrefixesWhen adding a prefix to a word, neitherthe spelling of the (prefix) nor the (spelling

    of the word) changes.Examples:

    un + necessary = unnecessary

    mis + spell = misspell

    Prefixes and Suffixes

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    SuffixesEnding in ypreceded by a consonant,change the (y to i) before adding the suffix,

    unless the suffix begins with i. Then youkeep the (y).

    Examples: study / studies

    study / studying

    Prefixes and Suffixes

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    Suffixes:

    Ending in e, drop the e before

    suffixes beginning with a vowel

    Example: wage / waging

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    Suffixes: able andible

    If the root is not a complete word, add -

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    p

    ible.aud + ible = audible

    Examples:

    visible edible

    horrible eligible

    terrible incredible

    possible permissible

    Suffixes: able andibleIf the root is a complete word, add -able.accept + able = acceptable

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    accept able acceptable

    Examples:fashionable laughablesuitable dependable

    comfortableIf the root is a complete word ending in -e, drop

    the final -eand add -able.excuse - e+ able = excusableExamples:

    advisable desirablevaluable debatable

    Suffixes: able andible

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    Some exceptions:contemptible

    digestible

    flexible

    responsible

    irritable

    inevitable

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    Plural

    For words ending in o preceded by a

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    For words ending in opreceded by aconsonant, add (es):

    Examples: potatoes, echoes, heroes

    Note: There are exceptions: egos,photos, memos and many more.

    According to The Gregg Reference Manual

    some words have two correct plural forms:cargo=cargos and cargoes; zero=zerosand zeroes. (P. 158)

    PluralFor words ending in y:

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    If the letter in front of the yis a vowel, just add(s):

    delay delays attorney attorneys

    guy - guys day daysIf the letter in front of the yis a consonant,change the (y) to (i) and add (es):

    copy copies liability liabilitiespolicy policies proxy proxies

    Plural

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    To form the plural of compoundterms, add the soresto the mostimportant word:

    Examples:

    accounts payable

    rules of thumbletters of credit

    Plural

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    To form the plurals of abbreviations, titles,figures and symbols, add either an sor ans. Let what will cause the least confusionfor your reader determine your choice.

    Example:

    apts. bldgs. vols. Drs. 90s.

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    Powerful Openings & Closings

    Answer the question, Whats this about?

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    Answer the question, What s this about?

    The first thing your reader wants to know whenpicking up your written communication isWhats this about?

    Most people today are overwhelmed by thegreat amount of paperwork that crosses theirdesks and are not willing to spend a lot of time

    on each document. So communicating yourpurpose for writing early on is important.

    Powerful Openings & Closings

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    Focus on the readers goals:Get the reader involved in the beginning. Do thatby knowing your readers goals and addressingthem early.

    Dont begin with the action statement:

    Wait until later in the document to address action.If you want your reader to take some action based

    on your letter give the goals first and then theaction required.

    Powerful Openings & Closings

    Avoid a narrative beginning:

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    Avoid a narrative beginning:Laura Brill says that opening with a narrative isweak,similar to the Once upon a timebeginning to a fairy tale. This is a weak form of

    developing ideas, as it forces the reader tosearch for main ideas. (Brill, P.8)

    Give the information a logical flow:

    It may help to begin with mind-mapping andfree-writing exercises.

    Powerful Openings & Closings

    Make the first paragraph long enough

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    Make the first paragraph long enoughto get your points across and shortenough so the reader wont get bored:

    Your opening paragraph introduces theidea being considered. Remember, in theopening paragraph, youre making the firstimpression on your readers

    Opening Sentence

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    Begin with the climaxInstead of telling readers aboutevents in the order in which they

    happened, begin with the climax.

    Begin with a quotation

    People love to read them.

    Examples of Quotations

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    Actions speak louder than words andspeak fewer lies.

    People may doubt what you say, but they

    will always believe what you do. Action speaks louder than words but not

    nearly as often.

    Let all our words be kind, and you willalways hear kind echoes.

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    Opening Sentence

    Begin with a question

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    Opening with a question involves the reader fromthe very first sentence.

    Begin with an opinion

    Don't preface it with "I think" or "I believe" or "in myopinion". You are the writer. Of course the opinionis yours.

    Begin with a definition

    Simply state your definition. Don't write, "Thedictionary says "

    Opening Sentence

    Begin with a prediction

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    Point to the consequences of a presentsituation by telling your reader what willhappen and why your prediction will cometrue.

    Begin with a description

    Characterize the setting for an event or for

    a scene or drama without revealingimmediately what you are talking about.

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    Opening Paragraphs

    Opening paragraphs are often the hardest

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    and take the most time. To help keep youropening paragraphs clear and concise:

    Make a list of the information you want to

    cover

    Arrange the list in the best order

    Write the paragraphs

    Go back and remove excess words andphrases

    Write Endings that Motivate YourReader to Take Action

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    Tell your readers what you would say ifthey were sitting in front of you

    Make the conclusion consistent with theopening

    Restate the purpose and the major

    points from the rest of the document

    Clearly ask for action

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    Persuade, Influence and Convincefor Results

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    Show empathy

    Determine WIIFMR

    Think

    Remember

    Understand Choose

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    Personal Pronouns

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    For example:I want you to know that I prefer using purevanilla rather than the imitation when I bakean apple pie.

    Rather than:

    This writer would rather use pure vanilla

    when he bakes an apple pie, rather thanusing the imitation.

    Subtle Tips for Influencing YourReaders

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    Use persuasive words

    Example:I guarantee you will save moneywhen you use our product for your cleaning

    needs.

    You are persuasive because it directlyaddresses your reader. Another importantpoint is that the writer must be able to backup the words or risk credibility.

    Persuasive Words

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    advantage always/never bestcertain confident convenientdefinitely effective emphasizeexpect interesting magnificent

    most most-important popularprofitable should stronglyrecommend superb superiortremendous truly trustworthy

    workable worthwhile

    Action Words

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    Use action words (see Pg. 56)

    http://www.placementmanual.com/resume/

    resume-02.html

    http://www.scrippscol.edu/dept/careers/jobsearch/actionwords.html#sales

    12 Most Damaging Business WritingBlunders and How to Avoid Them

    1. Inconsistency within a document:

    http://www.placementmanual.com/resume/resume-02.htmlhttp://www.placementmanual.com/resume/resume-02.htmlhttp://www.scrippscol.edu/dept/careers/jobsearch/actionwords.htmlhttp://www.scrippscol.edu/dept/careers/jobsearch/actionwords.htmlhttp://www.scrippscol.edu/dept/careers/jobsearch/actionwords.htmlhttp://www.scrippscol.edu/dept/careers/jobsearch/actionwords.htmlhttp://www.placementmanual.com/resume/resume-02.htmlhttp://www.placementmanual.com/resume/resume-02.htmlhttp://www.placementmanual.com/resume/resume-02.htmlhttp://www.placementmanual.com/resume/resume-02.html
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    1. Inconsistency within a document:

    Make sure your style and content areconsistent throughout the document.

    2. Misplaced Emphasis:The judge sentenced the killer to die in theelectric chair for the second time.

    The judge sentenced the killer, for the secondtime, to die in the electric chair.

    12 Most Damaging Business WritingBlunders and How to Avoid Them

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    3. Unorganized document

    4. Number and reference disagreement

    The subject and verb of a sentencemust agree in number. Both must beeither singular or plural.

    Example: Mike and Debra play golf

    and both is proficient.Corrected: are proficient.

    12 Most Damaging Business Writing Blundersand How to Avoid Them

    5. Unclear purpose

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    6. Run-on sentencesA run-on sentence is caused when twoindependent clauses are not joined by acoordinating conjunction. This is referred to as a

    comma splice.Example: Mike is proficient at golf, he hates tolose.

    Correct: Mike is proficient at golf, and he hates

    to lose.Or Mike is proficient at golf.He hates to lose.Or Mike is proficient at golf; he hates to lose.

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    12 Most Damaging Business Writing Blundersand How to Avoid Them

    9. Misplaced modifiers

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    A misplaced modifier is a word or phrasethat is intended to modify another wordor phrase but is incorrectly applied. It

    changes the meaning and is unintendedand sometimes humorous.

    Example: He wore a straw hat on his

    head, which was obviously too small.Corrected: He wore a straw hat, whichwas obviously too small, on his head.

    Misplaced Emphasis/Modifiers

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    When writing, Clarity is of the utmostimportance. It allows us to communicateeffectively with our reader, and to show

    credibility and knowledge as a writer.

    Common problems regularly encountered

    in business writing is the use of misplacedmodifiers and emphasis.

    Example #1

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    How would you correct this sentence?

    Portia rushed to the store loaded with

    cash to buy a birthday gift.

    Corrected Sentence

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    Portia, loaded with cash, rushed to thestore to buy a birthday gift.

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    Corrected Sentence

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    The young girl in a short skirt was walkingthe dog.

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    One-Word Modifiers

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    These one word modifiers often causeconfusion in a sentence:

    almost just nearly simply

    even hardly merely only

    Best Church Bulletin Bloopers

    Bertha Belch, a missionary from Africa, will be speaking

    t i ht t C l M th di t C h B th B l h ll

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    tonight at Calvary Methodist. Come hear Bertha Belch allthe way from Africa.

    The sermon this morning: "Jesus Walks on the Water."

    The sermon tonight: "Searching for Jesus."

    "Ladies, don't forget the rummage sale. It's a chance toget rid of those things not worth keeping around thehouse. Don't forget your husbands."

    The peacemaking meeting scheduled for today has beencancelled due to a conflict.

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    Best Church Bulletin Bloopers

    Next Thursday there will be tryouts for the choir.

    Th d ll th h l th t

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    They need all the help they can get. The Rector will preach his farewell message

    after which the choir will sing "Break Forth into

    Joy." Irving Benson and Jessie Carter were married

    on October 24 in the church. So ends afriendship that began in their school days.

    A bean supper will be held on Tuesday eveningin the church hall. Music will follow.

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    Hints for Letter Clarity

    U b ll t

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    Use bullets

    Write shorter sentences

    Avoid jargon

    Avoid cliches

    Avoid flowery and lengthy

    descriptions

    Writing ClichsA clich is an expression, phrase, or fad wordthat has been overused or become

    l Th bl ith li h i th t

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    commonplace. The problem with clichs is thatthey rob your writing of force and originality.

    Examples: We cannot build a new school at this point in

    time.

    Who would have thought that slavery could existin this day and age.

    The Prime Minister believed that at the end ofthe day her policies would be vindicated.

    Outdated Expressions

    Avoid Use

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    at this point in time now

    at this date now

    for the purpose of to

    in order to to

    in the event that if

    due to the fact that because

    for the reason that because

    inasmuch as because

    Outdated Expressions

    Avoid Use

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    in the final analysis finally

    until such time as until

    pertaining to about

    subsequent to after

    transpire happen

    try to line up a meeting arrange

    I would suggest that please

    feel free to call call me if

    Outdated Expressions

    Avoid Use

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    Avoid Usedont hesitate to call call me if

    please be advised that (delete)

    our situation is such that (delete)forward it on to me send it to me

    enclosed please find Ive enclosed

    we are in receipt of we have received

    per your request as you asked

    Stamp Out Biased and SexistReferences

    Use parallel language:

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    Use parallel language:

    Examples:

    Instead of men and ladies, use men andwomen.

    Instead of man and wife, use husband andwife.

    Stamp Out Biased and SexistReferences

    Use non gender based terms

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    Use non-gender-based terms

    Examples:

    Instead of mankind, use people.

    Instead of policeman, use police officer.

    Stamp Out Biased and SexistReferences

    Address people the way they prefer

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    Address people the way they prefer

    You wont go wrong if you address peoplethe way they want to be addressed. Initially,

    and if you know their title, always use it.

    For example, if you are a student talking toone of your college professors, you would

    address them as Professor______, unlessyou were told otherwise.

    Stamp Out Biased and SexistReferences

    Use plural forms

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    Use plural forms

    Examples:

    Instead of his or her, use theiror theirs.

    Convey Bad News Tactfully

    Purpose statement:

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    Purpose statement:

    When youre dealing with a problem,

    your letter should alert the readerimmediately about the problem thatexists.

    Convey Bad News Tactfully

    Positive tone unless

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    Positive tone unlessinappropriate:

    Even though the subject of yourletter or document might benegative, make the tone positive.

    Convey Bad News Tactfully

    Appreciation statement:

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    Appreciation statement:

    It always helps set a positive

    tone when you start out with Weappreciate .

    Convey Bad News Tactfully

    Sincerity:

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    Be certain that your statements aresincere. In trying to be positive

    during a bad news situation itseasy to slip into an insincere tone inthe effort to ease the negative tone

    of the negative news.

    Bad News Letters

    When writing bad news letters, you havet l th t k i t h th

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    two goals that work against each other:

    you need to inform the customer of the

    bad news tactfully but effectively

    you want to keep the customers goodwilland business

    Sample Bad News Letter

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    Overdue Account LetterWrite a reminder notice letter to your customerthat:

    provides notification that payment is overdue andth t th h l d i d ti t

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    provides notification that payment is overdue andthat they have already received one notice to pay explains what to do now allows you to retain good customer relations

    Details: final installment of office furniture was received

    by customer on March 21, 2008 total value of order was $3,687.00 terms of 90 days credit a reminder notice was sent on May 15/08 that

    payment was due on June 21/08

    Example of Overdue Account LetterDear Ms. Coles:

    RE: Overdue Account

    On March 21 2008 you received the final installment of anorder for BizTech office furniture The total value of the order

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    On March 21, 2008, you received the final installment of anorder for BizTech office furniture. The total value of the orderwas $3,687.00, with agreed upon terms of 90 days credit. Anotice was sent May 15 reminding you that payment was dueon June 21, but so far no payment has been received.

    Our ability to offer credit terms to our valued clients dependson their cooperation in paying on schedule. We wouldtherefore be grateful if you could settle this account by July2nd.

    Perhaps your payment is already on its way, in which case

    please overlook this letter. If on the other hand there aredifficulties affecting your ability to pay, please let us know.We will do what we can to ensure that your account stays ingood standing and help preserve your credit rating for thefuture.

    Choosing A Business Writing Style ManualThat Works For Your Organization

    Research

    Do your homework Go to the library bookstore

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    Do your homework. Go to the library, bookstoreor Internet and find the best stylebook you can.

    Relevance

    Make sure it fits the writing needs of yourcompany.

    Recent

    After youve selected the best writing stylemanual, make sure its the most recent editionfrom the publisher.

    Contemporary and Professional Formats

    Block Letter with Open Punctuation:

    all parts typed flush with the left margin

    i d t ( t f t d t i l)

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    no indents (except for quoted material)

    paragraphs spaced

    Open Punctuation: no period after date

    no punctuation at line ends in inside address

    salutation unpunctuated complimentary close unpunctuated

    signature block unpunctuated

    Contemporary and Professional Formats

    Block Letter with Mixed Punctuation:

    all parts typed flush with the left margin

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    all parts typed flush with the left margin no indents (except for quoted material)

    paragraphs spaced

    Mixed Punctuation: no period after date

    no punctuation at line ends in inside address

    Colon after salutation

    Comma after complimentary close

    signature block unpunctuated

    The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal

    Title page

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    Title page This page will include the title of the report

    as well as the name of the person who

    prepared the report, the name of theperson for whom it was prepared, and thedate on which it was completed.

    The title page, therefore, contains a greatdeal of white space.

    The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal

    Table of Contents:

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    list all headings and subheadings(excluding the title page, table of contents,

    and other preliminary matter), giving pagenumbers for the first page of each section

    reproduce the headings and numberingexactly from the body of the report?

    include the full titles of the appendices?

    The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal

    Introduction:

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    Introduction:

    Purpose

    The scope of the document

    How you got your information

    The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal

    Body:

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    Body:

    Summary of the main points

    The organized data you havegathered

    Conclusion

    Recommendations

    The Six Essential Elements Vital to EveryProfessionally Written Report and Proposal

    Annex:

    Supplementary information included at the end

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    Supplementary information included at the endof your document. It can include graphs, chartsor other pertinent information that does notbelong in the body of your document.

    Appendix:

    Subsections of Annexes.

    Bibliography:

    The list of the sources you used as you did yourresearch.

    Memos

    Memos are primarily used withinan

    organization

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    organization

    Memos are usually unceremonious in style

    Memos are normally used for non-sensitive communication (communicationto which the reader will not have anemotional reaction)

    Memos are short and to-the-point

    Memos

    Memos have a direct style

    M d t h l t ti

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    Memos do not have a salutation

    Memos do not have a complimentary

    closing Memos have a specific format that is

    very different from a business letter

    The Secret to Writing Memos ThatDont Waste Your Readers Time

    Before writing, ask yourself:

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    What do I want to say?

    State in specific terms what you wantthe reader to do, when you want itdone, and, if possible, what you cando for the reader if your request is

    completed on time.

    Parts of a Memo

    1. Head:Many companies have pre-printed forms

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    Many companies have pre printed formsfor memos. Others simply haveMemorandum at the top

    2. To:This line, serves both as inside addressand as salutation

    Parts of a Memo

    3. From:

    This line replaces the return address

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    This line replaces the return addresson the letter head, and in some casesthe signature block

    4. Date:

    In a memo, the date may be written infull or abbreviated (Ex. 28/11/2006) or

    November 29, 2006.

    Parts of a Memo

    5. Subject Line:

    The subject line of a memo is very

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    The subject line of a memo is veryimportant:

    - it should be concise yet explain thesubject in full

    - it can act as