Professional Writing:ProposalsBusiness/Cover LettersMemorandaComposition

Academic vs. Professional Writing

Academic Writing

Writer presents main idea, but takes time over whole essay to develop major themes, ideas, etc.

More reliance on complex vocabulary

Audience is almost always your teacher

Other ideas?

Professional Writing

The most important information usually comes first, with the next important information, and so on…

More reliant on words, expressions, acronyms relative to field; other word choices should be economical and easy to understand

Audience can be anyone, from a boss, to people you oversee, to a client

Other ideas?

PROPOSALS

Strong vs. Weak ProposalsSTRONG PROPOSALS• You have done your homework and

are not duplicating previous research • This project is relevant to the

sponsor • The purpose of the project will

address a critical need • You have an effective and feasible

approach to addressing this problem • Something tangible can be

anticipated at the end of the project that justifies the resources requested

• The project staff and its organization have the capability, credibility and experience needed to make the project succeed

WEAK PROPOSALS• Lack of technical detail • No evidence of

innovation • No statement of the

feasibility, question, risk, or solution measure

• Too much background information

• No preliminary data supporting need

Modification of Standard Proposal Sections

• The format of a standard business proposal is long and elaborate, with many parts, which you may discuss in more detail in various business classes

• For the purposes of our class and first assignment, I will simplify the process so that we are addressing several key parts in a single document (letter)

Things to Include in Your Letter of Proposal• Proposed Title of Paper• Choose words that describe the primary goal of your

paper• Choose words that can most easily be remembered• Use language that is appropriate (matches) the subject

(and your desired tone)• Try to keep the title brief without being too general• Not: Global Warming• Not: The Treatise on Global Warming as it Affects

Diverse Ecosystems in Africa, the Americas, Europe, Asia, and Australia

• Try: Global Warming’s Effect on Ecosystems Worldwide

Things to Include in Your Letter of Proposal• Abstract/Objective/Paper Summary

• Offer a high-level description of the following things your paper will address:• Need or significance of topic• Why a paper must be written about it• Why your audience must understand the importance of the issue

• Evaluation of your perspective/solution • What is your opinion?• What solutions could you propose regarding the issue?

• Procedures• What types of research and evidence do you plan to incorporate?• We will conduct both primary and secondary research

• Purpose:• Goals: long-range/broader concepts or ideas you would like to see as a result

of your paper• Objectives: short-term/more specific and concrete things you would like to

see as a result of your paper• Hypotheses or Research Questions are tools you will utilize to further your

understanding of the issue, as well as potential solutions

Things to Include in Your Letter of Proposal• Research Plan/Method• Offers a detailed breakdown of timelines, cost, supplies,

etc. needed to complete project (or, in our case, paper)• Establish a Working Timeline• By which dates will you need to have key areas of your

final paper finished? (You may utilize the syllabus and/or create your own dates)

• What will you do to keep yourself on track?• Establish Necessary Resources• Who/what will you use to gather information?• How will you plan to obtain help if you need it?

• Establish Necessary Supplies• What facilities or equipment will you need?• How will you address issues within the research process?

Things to Include in Your Letter of Proposal• Conclusion/References• Offer thanks for the ability to be heard• Name sources used in proposal• Invite communication regarding questions or concerns

Proposal Writing Tips• Set a positive tone • Use outline formats (bullets) when necessary, but make sure they do not

overwhelm the writing• Don’t overkill a point • Use transitions to help the reader navigate through the proposal • Avoid language such as “might, could, ought, may, should, hope, will

consider, it • appears” (try to be as firm/decisive as possible)• Take a stand in your proposal • Try to minimize the fluff/B.S.• Avoid unsupported subjective arguments • Do not assume the reader will be familiar with the subject • Sequence your proposal in a logical manner • Carefully review, edit and proofread – again and again • Ask others to help by reading the proposal and providing feedback • Follow the guidelines

Avoid Proposal Writing Mistakes• Ignoring the formatting guidelines• Failure to introduce the topic or familiarize the

reader with the issue• Inattention to details OR overkill on the details• Lack of clarity and/or too much jargon • Failure to point out the broader benefits• Failure to take a stance on the issue• Failure to propose a solution to the issue

Proposal Writing Activity• In groups of 4-5, create a mock paper proposal for one of each of

the following topics (*and do not be concerned with precise formatting at this point—we will discuss this in the next section):• Student athletes should receive financial compensation (besides tuition)• Pet owners should not declaw their cats• Physician-assisted suicide should be legal• The penalties for DUIs & OWIs should be increased• Sex education in schools should not be abstinence-only

• Once you have finished, we will share these with the entire class• These topics are not off-limits for the actual papers• This is an attempt for you to

• Consider what you may want to research for the quarter• Practice for your first assignment

BUSINESS/COVER LETTERS

Business/Cover Letter Formatting1. Heading

YOUR name, address, phone number, and email Can incorporate on letterhead; align left, center, or right

2. Inside Address The name, address, phone number, and email (if known) to the

RECIPIENT Align to the left

3. Salutation Address to a real person (vs. To Whom It May Concern)

whenever possible, using “Dear” Use a colon after the name

Date•Write out•Ex. October 11, 2011•Align to the left

Business/Cover Letter Formatting

4. Text/Body

Try to keep paragraphs together and not “widow” lines/words.

Do not indent Use single-spacing Skip a line between paragraphs Try to avoid bullets

If you use bullets, use them minimally

Business/Cover Letter Formatting

General Business Letter Content

First portion should address the reason for writing

Second portion should present explanation, details, examples, that support the reason for writing

Last portion should sum up message, convey positivity, give thanks (if appropriate), and provide necessary follow-up information.

Business/Cover Letter FormattingJob Cover Letter Content

First portion should address what job for which you are applying, how you learned about the job opening, and (in a nutshell) what you bring to the table for the employer.

Second portion should elaborate on the skills used and learned from the jobs on your resume, as well as an explanation of tasks performed.

Always be sure to emphasize why/how the skills/tasks will make you the best employee for [X] position.

Last portion should sum up strengths, give thanks for the time to be heard, and reach out for follow up contact.

Business/Cover Letter Formatting5. Complimentary Closing

A formal “farewell” to your recipient Two spaces below text of letter; capitalize first

word Often “Sincerely,” but many other options:

Yours truly, Best/Kind/Warm regards, etc.

6. Signature Both handwritten & typed name Use electronic signature if sending via computer Include title below name if/when appropriate

Business/Cover Letter Formatting7. Enclosures & Courtesy Copies

Write “enclosure” or “encl.” if you are including additional documents with the letter (when mailing)

Write “Copy: John Doe” or “Cc: John Doe” if someone else (John Doe) needs to receive a copy of the letter

Important note: never use a P.S. in formal business correspondence.

Fixing a Horrible Cover Letter• Time out!• In groups of 3-4, try to identify every mistake you

see in your sample cover letter, both grammatical and in content.

• In a large group, we will discuss why all of these instances are wrong.

MEMORANDA

Business Memoramda (Memos) Used primarily for two purposes:

Brief: Transmit important bulletins, announcements, etc. Longer: Explain policies and procedures, often those that

are changing Note: different professions (for example, attorneys) or

organizations (for example, the military) may use memos for other purposes

Email is an increasingly common medium for memos

However, some memos are still distributed via hard copy

Memo Formatting Like an email, all memos should have the follow

header: To: A person or group of people From: You (or someone else for whom you drafted the

memo) Date: current date Re: The subject of the memo (short for “regarding”)

In email, specifically: Cc: Courtesy or Carbon Copy Bcc: Blind Carbon Copy

When you Bcc someone, the other people receiving the memo do not know about the Bcc, including the identity of the person/people

Memo Formatting: Body of Message

Single-space; skip a line between paragraphs Begin with a summary of background or statement of

issue to be addressed Use Headers to help you organize large amounts of

information Ex. “Current Procedure,” “Future Protocol,”

“Recommendations,” etc. Try to follow the “Inverted Pyramid” technique

(Journalism) and write all of the most important information first

Use clear and simple language, as well as company acronyms (if they are widely understood)

End similar to a business letter: welcome questions/concerns, provide contact information, and employ positivity.

Writing a Business Memo• Time out!• Work with your group to create a sample business

memo