Académique Documents
Professionnel Documents
Culture Documents
S
By K ILLS
Sukriti Bajaj
O V ER V IEW
O verview
Written Communication
Business Writing Features
Basic Rules Of Business Writing
Style In Business Writing
E-Mail & Business Letter Writing
Report Writing
Executive Summary
Business Proposal
Resume Or Curriculum Vitae
W R ITTEN
C O M M U N IC ATIO N
W ritten Com m unication
Resume
W ritten Com m unication
CVs, Resumes
Email, Web site, FAQs
Letters, Newsletters, Brochures, Articles,
Catalogs
Advertisements, Notice Board, Pamphlets,
Signs, Press Release
Reports, Manuals, Proposals, Books
W ritten Com m unication
Casual
Friendly
Known reader
Effectiveness
Be concise
Short sentences
Paragraphing
Short sentences
Short paragraphs
Use of Lists
Organizes thoughts
Passive voice
Weak verbs
Superfluous words
Abstract words
Unnecessary details
Active:
Microsoft bought our company.
Passive:
Our company was bought by
Microsoft.
Obscure Passive:
Our company was bought.
D raw back O fPassive Voice
After:
This fee table shows the costs and expenses
you would pay directly or indirectly if you
invested in our fund.
Recognizing Active Voice
Before:
The proxies solicited hereby may be
revoked, subject to the procedures
described herein, at any time up to and
including the date of the meeting.
After:
You may revoke your proxy and reclaim
your right to vote any time, up to and
including the day of the meeting.
N om inalization
Asset
Investment
Security
Equity
Stock
Common Stock
IBM A Common
W riting Less Abstractly
Before:
Sandyhill Basic Value Fund (the
Fund) seeks capital appreciation
and, secondarily, income by investing
in securities, primarily equities, that
management of the Fund believes are
undervalued and, therefore, represent
basic investment value.
W riting Less Abstractly
After:
At the Sandyhill Basic Value Fund, we
will strive to increase the value of your
shares (capital appreciation) and, to a
lesser extent, to provide income
(dividends). We will invest primarily in
undervalued stocks, meaning those
selling for low prices given the
financial strength of the companies.
W riting Less Abstractly
Before:
No consideration or surrender of Beco Stock
will be required of shareholders of Beco in
return for the shares of Unis Common Stock
issued pursuant to the Distribution.
After:
You will not have to pay for or turn in your
shares of Beco stock to receive your shares
of Unis common stock from the spin-off.
O m itting Superfl
uous W ords
in accordance with
in the event that by, with
subsequent to If
prior to after
despite the fact before
that
because of the fact
although
in light of
because, since
owing to the fact because, since
that because, since
O m itting Superfl
uous W ords
Before:
The following summary is intended
only to highlight certain information
contained elsewhere in this
prospectus.
After:
This summary highlights some
information from this prospectus.
O m itting Superfl
uous W ords
Before:
Machine Industries and Great Tools,
Inc... are each subject to the information
requirements of the Securities Exchange
Act of 1934, as amended (the
Exchange Act) and in accordance
therewith file reports prosy statement
and other information with the
Securities and Exchange Commission
(the Commission)
O m itting Superfl
uous W ords
After:
We file annual and special reports,
proxy statement, and other
information with the Securities and
Exchange Commission (SEC).
W riting Positive Sentences
Before:
Persons other than the primary
beneficiary may not receive these
dividends.
After:
Only the primary beneficiary may
W riting Positively
Before:
The following description encompasses
all the material terms and provisions of
the Notes offered hereby and
supplements, and to the extent
inconsistent therewith replaces, the
description of the general terms and
provisions of the Debt Securities (as
defined in the accompanying
Prospectus) set forth under the heading.
. .
W riting Short Sentences
Before:
. . . Description of Debt Securities
in the Prospectus, to which
description reference is hereby made.
The following description will apply to
each Note unless otherwise specified
in the applicable Pricing Supplement.
W riting Short Sentences
After:
We provide information to you about
our Notes in three separate documents
that progressively provide more detail:
the Prospectus, the Prospectus
Supplement, and the Pricing
Supplement. Since the terms of specific
notes may differ from the general
information we have provided, in all
cases rely on the information in the
Pricing. . .
W riting Short Sentences
After:
. . . Supplement over different
information in the Prospectus and the
Prospectus Supplement. And, rely on
this Prospectus Supplement over any
different information in the
Prospectus.
W riting Short Sentences
Before:
Holders of the Class A and Class B-1
certificates will be entitled to receive on each
Payment Date, to the extent monies are
available therefor (but not more than the
Class A Certificate Balance or Class B-1
Certificate Balance outstanding), a
distribution.
Keeping Subject,Verb,& O bject
Close Together
After:
Class A and Class B-1 certificate
holders will receive a distribution on
each payment date if there is cash
available on those dates for their
class.
W riting If-Then Conditionals
Before:
We invest the Funds assets in short-
term money market securities to provide
you with liquidity, protection of your
investment, and high current income.
Keeping Sentence Structure Parallel
After:
We invest in short-term money
market securities to provide you with
liquidity, to protect your investment,
and to generate high current income.
E-M A IL & B U S IN ESS
LETTER W R ITIN G
M aking M essages Eff
ective
Clear
Complete
Correct
Purpose
Audiences
Information
Benefits
Objections
Context
Audience
Writer
Initial audience
Gatekeeper
Primary audience
Secondary audience
Watchdog audience
Bias Free Com m unication
Decisions Reached
Action Items
Open Issues
Subject O fThe E-m ail
Brief
Emphasize (NOT)
HTML (letterhead)
Never flame.
Use FULL CAPS only to emphasize a
word or two.
Send messages on a need basis.
Recipients work practice (one long or
several short messages)
Quote briefly (B/A) while replying.
Attachments
R EP O R T W R ITIN G
Exam ples O fReports
Sales Report
Inspection Report
Annual Report
Audit Report
Feasibility Report
Progress Report
White Papers
TechnicalReport W riting
Proposals
User Manuals
Technical Manuals
White Papers
Classifi
cation ofReports
Information Reports
Analytical Reports
Recommendation Reports
Steps ofReport W riting
Comparison/contrast
Problem-solution
Elimination of alternatives
General to particular
Geographic or spatial
Functional
Chronological
Report W riting
Audience:
Engineers with no knowledge of
ergonomics.
Purpose:
Exercise good report writing skills.
Learn about ergonomics in design.
Exploratory Phase
Scope:
Introductory with focus on design
aspects rather than anatomy.
Collect information:
Library, catalogs, professional
experts, original research.
Im plem entation Phase
Plan!
Plan!
First revision:
Second revision:
Second revision:
Second revision:
Third revision:
Fourth revision:
Seek conciseness
Fifth revision:
Sixth revision:
Cover Page
Title Page
Letter of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Report Body
Appendices
Title
self explanatory
concise
Topic
Purpose of submission
Certification
Declaration
Acknowledgement
Contents Page
Contents Page
Chapters
Contents
Page Nos
Abbreviations
Abbreviations
For reference
List O fTables & G raphs
Chapter
Particulars
Page No,
G uidelines
Table of contents
Abbreviations
List of figures
G uidelines
Conclusions
One paragraph
Is not an introduction
This gives
Introduction
Purpose and Scope; Limitations, Assumptions,
and Methodology
Body
Findings
Analysis
Interpretation of data
Body
Appendixes
Interview transcripts, questionnaires,
question tallies, printouts, and
previous reports
G uidelines
Conclusions
Summarize the entire work
State your conclusions
Make recommendations [if any]
o What did not work and what to do
about it
o What aspects of report may need
improvement
Back matter: Bibliography, appendix
G uidelines
Conclusions
Conclusions
Ensure that
DO:
DONT:
Plagiarism
Collusion
Falsification
Impersonation
Copying
EX EC U TIV E S U M M A R Y
Executive Sum m ary :O rigin
Stages
Planning (pre-writing)
Drafting (composing)
Create an outline
If you are still blocked, leave aside the project and start
working on something else. Your mind is capable of
working on the back burner to solve a problem while
working on another project at a conscious level. Keep a
tape recorder or a note pad handy as ideas come to you
while you are driving, watching TV If you dont
capture them, theyll disappear
Report :Re-W riting Process
Methods
Results
Conclusion
Recommendations
The Tip:
The Trick:
DOS
DOS
DONTS
DONTS
Title Page
Table of Contents
Executive Summary
Statement of Problem, Issue, or Job in hand.
Approach & Methodology
Qualifications
Schedule & Benchmarks
Cost, Payment & any Legal matters
Benefits
Title Page
Ask questions
Ask questions
Ask questions
o your name
o your companys name
o the name of the person you are submitting
the proposal to
o the date you submitted the proposal
Beginning Business Proposal
Be conservative.
M aking Business Proposal
Add a conclusion
Add a conclusion
Insert references
Brief
3 paragraphs, bullets
Focus on
Major requirements
Differentiators
Research
Web, friends, colleagues
Resum e or Curriculum Vitae
Choosing Format
Reverse-Chronological
Functional
Combination
Resum e W riting
Contact Information
Resume Introduction
Professional Experience
Education
Additional Sections
Resum e W riting
# of Pages
Font Sizes
Lines
Margins
Resum e :Choosing Form at
Reverse-Chronological
Reverse-Chronological
Reverse-Chronological
Functional
Functional
Functional
Combination
Combination
Combination
Contact Information:
Contact Information:
I lack experience.
I am an entry level candidate that
lacks specific skill sets.
I lack measurable achievements.
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
I am an entry-level applicant.
I do not have in-depth experience in
the industry.
I am a recent college graduate.
Resum e :O rder O fInform ation
I am an entry-level applicant
I am recent college graduate
I lack measurable of accomplishments
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
Professional Experience:
Professional Experience:
Professional Experience:
Professional Experience:
Professional Experience:
Example:
Professional Experience:
Example:
Education:
Education:
Education:
Education:
o Degree(s)
o GPA (only include if your GPA is above
3.0, round up to the first decimal place ,
and use this format: GPA: 3.5/4.0)
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
Additional Sections:
Certifications/Licenses
Additional Sections:
Certifications/Licenses
Additional Sections:
Publications
Additional Sections:
Publications
Additional Sections:
Additional Sections:
Technical Skills:
Additional Skills:
Additional Skills:
What to include:
Additional Skills:
# of Pages:
DOs
DONTs
Lines:
Margins:
Margins: