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The purpose of argument writing is to present a position and to have an audience adopt or at
least seriously consider your argument.
The Writer:
Perhaps more than any other kind of writing, argument writing demands a serious commitment
from the writer. Many effective rhetorical tools in oral argument (arguing against an individual
instead of an issue, inflaming the audience) will not work in a written argument. Your reader has
the luxury and responsibility of analyzing your reasoning carefully. Therefore, one of the most
important elements of argument is presenting yourself as logical and reasonable about your
issue—no matter how volatile the subject or how passionately you feel.
Good argument writing is critical, assertion-with proof-writing. It should reflect a serious attempt
on the writer’s part to have considered the issue from all angles—to have analyzed and
synthesized all arguments on the subject, and having done so, chosen the most logical and
reasoned position.
A good argument writer does not always have to choose the side he/she believes in—he/she
chooses to write on the side that affords him/her the best, most effective argument.
Above all, you should take a reasonable tone in your writing. The best argument writing is
objective writing. First person almost inherently (and unintentionally) reflects bias or personal
opinion. Present your argument in the more objective, third person to suggest that any
reasonable writer or thinker could take and accept your position. Be confident and assertive
without sounding self-righteous or closed-minded.
The Audience:
Knowing your audience is crucial in argument writing. Of course, it is best if you can anticipate
the position your audience already takes on your subject. The language and tone of your essay
may change depending on whether you have a friendly audience who already supports your
position, or if you have either a neutral or hostile audience.
It is imperative that you do not insult or judge your reader by suggesting that he/she is somehow
less intelligent or knowledgeable if he/she does not accept your position.
Avoid making absolute statements that could somehow exclude your particular reader (“Anyone
with even a high school education must believe . . .”).
Try to anticipate your audience’s objections to your position. Acknowledge these opposing
arguments and, if you can, refute them.
The Opposition: It is always best in argument that you consider all sides of your issue.
If you show your audience that you have considered all opposing points of view before you
chose your own side, you look as if you have made an impartial, fair evaluation of your whole
subject.
The Writing:
Introduction: You must accomplish two important tasks in the introduction of argument
writing—defining your issue and making your stance clear.
You may define your issue by offering historical background, listing the pros and cons, etc., but
it is imperative that you make your position clear. The reader must know by the end of the
introductory section the argument you will advance and the direction you will take.
Some writers try to engage the audience by offering compelling statistics, an intriguing story, or
a rhetorical question. These are excellent tools to draw the reader into the argument, but do not
over-rely on gimmicks to engage the audience. Your job is not to ask many rhetorical questions;
your job is to anticipate and answer audience questions.
When you first begin to craft a thesis statement for argument writing, think of creating a
mathematical equation. Let your reader know that by considering a + b + c + d, he or she will be
able to accept your conclusion. Of course, your thesis does not have to be so rigidly
constructed, but the equation offers you a good example of how to give your reader both your
argument and its direction early in the essay. The equation will also serve as a good check
during revision for the writer; that is, the writer can go back and see whether he/she has actually
done effective paragraphs on all parts of the equation promised in the introduction.
Failing to accept the burden of proof: when the writer asserts a claim but provides no support for
it. The prophet Ezekiel’s encounter with a U.F.O. is paraphrased in the first chapter of
Ezekiel. This is not the only encounter in the Bible but the most obvious one to be recognized by
modern man as an alien encounter.
Hasty generalization: when the writer asserts a claim on the basis of an isolated example.
Bob is left-handed. He is very creative. Left-handed people are creative.
Sweeping generalization: when the writer fails to qualify the applicability of the claim and
asserts that it applies to “all” instead of to “some.” All people are bad drivers.
Begging the question: when the believability of the support itself depends on the
believability of the claim—circular reasoning. Women do not belong in military schools because
they were designed exclusively for men.
False analogy: when two cases are not sufficiently parallel to lead readers to accept the claim.
What the police force did to frame O.J. Simpson was exactly like what the Nazis did to the Jews
during the Holocaust.
False use of authority: when the writers invoke as an expert in the field being discussed a
person whose expertise or authority lies not in the given field but in another.If Oprah
recommends She’s Come Undone, it must be a great novel.
Non sequitur—“it does not follow”: when one statement is not logically connected to another.
Many people question the legitimacy of the stories in The National Enquirer—but they must hold
some truth since over 3 million people buy it every week.
Red herring: when a writer raises an irrelevant issue to draw attention away from the central
issue.
Marijuana smoking is not very harmful. I’d rather ride in a car driven by a pot smoker than
someone under the influence of alcohol.
Post hoc—“after this, therefore because of this”: when the writer implies that because one
event follows another, the first caused the second. Chronology does not equal causality.
Before uniforms were introduced at Will Rogers Middle School, Rogers ranked 14th out of 19
district schools on a statewide algebra test, but the following year when they wore uniforms,
their ranking jumped to 4th.
Slippery Slope: when the writer argues that taking one step will lead inevitably to a next step,
one that is undesirable.
The legalization of euthanasia will ultimately lead to our killing the homeless, the handicapped,
and the elderly.
Equivocation: when a writer uses the same term in two different senses in an argument. To
equivocate is to use ambiguous words purposely to mislead or deceive or hedge.
People say that sexism and racism are forms of discrimination. But what’s wrong with
discrimination? We discriminate all the time in our choices of food, homes, and friends.
Either/or reasoning: when the writer reduces the issue to only two alternatives that are polar
opposites.
Ad hominem—“against the man”: when the writer attacks his or her opponents personally rather
than arguing the issues.
The president, who was little more than a draft dodger, sent our troops into Iraq yesterday.
Argumentative Essays
What is an argumentative essay?
Please note: Some confusion may occur between the argumentative essay and
the expository essay. These two genres are similar, but the argumentative essay
differs from the expository essay in the amount of pre-writing (invention) and
research involved. The argumentative essay is commonly assigned as a capstone
or final project in first year writing or advanced composition courses and involves
lengthy, detailed research. Expository essays involve less research and are
shorter in length. Expository essays are often used for in-class writing exercises
or tests, such as the GED or GRE.
A clear, concise, and defined thesis statement that occurs in the first
paragraph of the essay.
Transitions are the mortar that holds the foundation of the essay together.
Without logical progression of thought, the reader is unable to follow the essay’s
argument, and the structure will collapse. Transitions should wrap up the idea
from the previous section and introduce the idea that is to follow in the next
section.
Each paragraph should be limited to the discussion of one general idea. This
will allow for clarity and direction throughout the essay. In addition, such
conciseness creates an ease of readability for one’s audience. It is important to
note that each paragraph in the body of the essay must have some logical
connection to the thesis statement in the opening paragraph. Some paragraphs
will directly support the thesis statement with evidence collected during research.
It is also important to explain how and why the evidence supports the thesis
(warrant).
It is at this point of the essay that students may begin to struggle. This is the
portion of the essay that will leave the most immediate impression on the mind of
the reader. Therefore, it must be effective and logical. Do not introduce any new
information into the conclusion; rather, synthesize the information presented in
the body of the essay. Restate why the topic is important, review the main
points, and review your thesis. You may also want to include a short discussion of
more research that should be completed in light of your work.
A complete argument
Complex issues and detailed research call for complex and detailed essays.
Argumentative essays discussing a number of research sources or empirical
research will most certainly be longer than five paragraphs. Authors may have to
discuss the context surrounding the topic, sources of information and their
credibility, as well as a number of different opinions on the issue before
concluding the essay. Many of these factors will be determined by the
assignment.
Argumentative writing helps writers develop their critical thinking skills. Critical thinking is
one of the most important skills that people acquire through formal education, and being
able to write persuasive arguments often helps students break down the components of
logical thinking, find fault in others' and their own argumen ts, and present stronger
arguments overall. In the real world, people who are able to write good arguments will
likely also be able to notice faulty logic, or fallacies, in other people's arguments much
more quickly.
Emphasizes Persuasion
One important skill that a writer enhances by practicing argumentative writing is the art of
persuasion. In argumentative writing, writers are able to understand what persuasion is,
how it works and how to use it to their advantage. They will then be able not only to
convince others to see things from their perspective, but also to take action in their favor.
Argumentative writing enchances a writer's ability in ways that are easily transferable.
Writers can draw on their argumentative writing skills when they make sales pitches for
products or services, write grant proposals or write letters to the editor about important
issues. They may also have to correspond through email in the workplace in ways that
require smaller-scale argumentation.
With other styles of writing such as the expository style, the writer may not need to have
broad knowledge in order to execute the topic. Argumentative writing promotes broad
thinking because it forces the writer to contend with oppos ing views and to integrate them
into his overall argument.
1. Don’t make up data. Made up statistics and facts won’t impress the GMAT graders, but
strong organization, logical arguments, and specific supportive examples will. Don’t be
tempted to make up data because you are not an “expert” in the subject matter. It doesn’t
Business writing
Definition:
Business writing is a type of writing that seeks to elicit a business response. It's a
purposeful piece of writing that provides relevant information to help a reader
know something or do something. It must be substantive, clear, correct, and easy
to scan.
Business writing includes memorandums, reports, proposals, emails, and other
forms of writing used in organizations to communicate with internal or external
audiences. Business writing is a type of professional communication and is also
known as business communication and professional writing.
1. Who is my reader? We have to understand our reader to match the information they
need.
2. What do I want my reader to know or do?
If we can't answer either of these questions, stop. There is no purpose to what you are about
to write, so it's not business writing.
If you are looking for more quick tips, you may enjoy our complete list of the best business
writing tips and tricks.
If there are content gaps, incorrect information, irrelevant information or the same
information is repeated in different spins, the document will fail. Always. Even if the words
and grammar are beautiful and correct, the document will fail.
At its core, business writing is about information exchange, so this information is the
essence of business writing. The information must be complete, relevant to the reader, and
accurate.
"I apologize for the length of this letter. I did not have time to make it shorter."
Concision can be challenging because it's a skill not emphasized in college. In academic
writing, assignments often require a certain length. We have to fill ten pages, and we're
instructed to develop our writing and expand the concept. We earn good grades partially
through the length and impressive language. Puffed up language is rewarded.
I've taught both academic writing at a university and business writing to thousands of clients.
Good business writing is harder to write than good academic writing.
These traits are highly valued in business. A grammar error is unprofessional. Good grammar
is the convention language uses to help us communicate in a common language. It does
matter.
Business writing, like all language, evolves. Grammar and style evolve, also. Interestingly, all
but one style guide now state that emoticons, used judiciously, are acceptable in business
writing. All style guides now advocate one period after a period or other full stop in a
sentence, instead of two. These changing standards are why business writers need to
continually hone writing skills to stay current with conventions by reading articles about
business writing or taking a business writing course.
Easy to Scan
Business readers are busy and cannot read everything. To help with this information
overload, business documents must be easy to absorb. This means:
No long paragraphs.
Use lots of white space
Indent sub-information to indicate hierarchy
Use numbered or bulleted lists
Headings above document sections are a natural antidote for information overload
Judicious use of bold or color can highlight key points
Format in business writing matters .These principles of business writing can be applied to
help improve your business writing skills.
Each category has its overall goal. Based on the objective, each of the many business
documents falls within these four broad segments.
This article will break down the broad field of business writing into four categories.
Understanding these conceptual divisions will help guide your decisions about your
document choice and goal.
Style Reminders
While the document goal varies, the core of business writing does not.
Of course, good writing is free of grammar and spelling errors and inaccurate information.
Examples:
User Manual: a guide focused on allowing the customer to use a product. Effective
user manuals are crucial to a good user experience and a happy customer. User
manuals are often considered part of technical writing, which is closely related to
business writing.
Report: perhaps the bulk of informational writing is report writing. Organizations rely
on reports to act, to communicate business and technical information, to capture work
completed, to record incidents, to finalize projects and recommendations, and to act as
an archive. A well written report allows the reader to easily grasp the content and, if
applicable, make informed decisions.
The goal is to two-fold: to convey information and to convince the reader that the
presented information offers the best value. The text is written to impress the reader
and sway their decision.
Sales Email: an email written to a large number of people to pitch a product or service.
Press Release: a text written for journalists and media presenting new information. The
text aims to persuade the reader to share the content through their own channels
These documents are used to progress general operations. They are also used to
convey good and bad news, often associated with human resource processes.
Each business document falls into one of these four categories. By determining the
category, you will better understand your document’s goal. This insight will improve
your writing.
B. We’re at a point where we have to think about expansion. We need to come up with
ways to market our products to consumers in more countries. Over the next few
months, everyone should think about options for getting this done. Let’s get together
on March 15, and bring your ideas with you.
9. Writing as Video
Just as writing will continue to morph into graphics, it will also evolve into videos.
Showing rather than telling will be the new “writing,” and those who are skilled in
creating compelling short videos that inform and educate will continue to expand their
audiences.
We can see a few limitations of letters as a written document. They are as follows:
Letter writing
Definition
Letter writing is the exchange of written or printed messages.
Distinctions are commonly drawn between personal letters (sent between family members, friends, or
acquaintances) and business letters (formal exchanges with businesses or government organizations).
Letter writing occurs in many forms and formats, including notes, letters, and postcards. Sometimes
referred to as hard copy or snail mail, letter writing is often distinguished from forms of computer-
mediated communication (CMC), such as email and texting.
There are many types of letter writing but most of the English grammar letter writing deals with the
following given categories:-
Irrespective of the type of letter there is a certain matter of forms which are applicable all and have to
be taken care of while writing any kind of letter to make it impressive and purposeful.
Heading
The Address
Address of the writer followed by the date on which the letter was written by him.
Heading can be written on the Right or Left (keep on changing with time-presently we follow the
convention of writing Heading in the left corner) corner of the first page of the letter.
Delhi-160032
Examination Hall
A.B.C.
2. The Salutation in the letter will depend upon the depth of relationship of the writer with the person
to whom the letter is being written thus vary from letter to letter.
The salutation is written at the left hand of the page, at a lower level the Heading. The first and last
word of the salutation is always started in Capital Alphabets.
In Informal Letters
To Blood Relations
My dear Father,
My dear Mother,
My dear Kavita,
To Friends
Dear Rajesh,
In Business Letters
To Businessmen:
Dear Sir,
Dear Sirs,
In Official Letters
To Officials/Principal/Headmaster/Teachers
Sir,
Madam,
3. The Body itself is considered as the life of the letter and the style in which it is written will depend
upon the kind of letter one wishes to write. Like, the style of the letter to be written to a friend will be
entirely different from the style of the letter to be written to an official and so on. But few points that
one has to keep in mind irrespective of the style while writing the body of the letter are:-
Use simple and direct language in short sentences. It will make the message clear and to the point
Always try to be complete. For this think out what you want to say before the beginning of writing of
letter, and put down all the point in a logical manner.
Write neatly to avoid inconvenience to the reader because of your bad penmanship.
Take care of the punctuation and be consistent with it. Incorrect punctuation may alter the whole
meaning of the sentence.
Besides letter can be make impressive to leave an indelible mark on the reader we can use following
given starting and ending with the various kind of letters:-
Endings
Endings
Thanking you,
I beg to submit…
I beg to state…
Endings
Thanking you,
4. The Subscription of the letter ie the end should be according to the staring of the letter. A letter
must not end abruptly as this would look rude. So certain forms of polite leave-taking are prescribed
That should be written after the last words of the letter on the left-hand side corner of the lines after
the body. It should start with a Capital letter and end with a comma. Some examples of the
subscription of the letter of various kinds are:-
Note: A women should prefix to the name Miss or Mrs. or Ms in brackets before her name like
6. The Address is written on the envelope of the postcard very clearly with a pin code.
It’s incredibly easy to get side-tracked when writing letters, especially if you’re feeling upset or
emotional. Remember: You are writing to make a point, clarify an event, make a request, and create a
paper trail. Refer back to the sheets of paper you used during the brainstorming stage. Have you
answered these three questions?
Talk out loud. Avoid vague words, jargon, and long rambling sentences. Use short words when
possible. If you naturally use long words to express yourself, try substituting short words that mean
the same thing. Long rambling letters put people off because they are hard to read. You don’t want
this to happen. You want the reader, your Stranger, to enjoy reading your letter.
Make It Short!
Say what you have to say. Be succinct. Most people don’t have the time to read long letters. If you
repeat yourself, you’re wasting the reader’s time and your letter will generate a negative response.
Keep your message short and to the point.
There is one exception to this rule. If you are writing a letter to request a due process hearing, then
the letter needs to be a comprehensive "Letter to the Stranger." This letter should tell story, from the
beginning, using visual imagery.
Use words like "you," "we," "us," "our" to make your letter more personal. Everyone who reads the
letter will feel that the message is directed at them.
Make it RIGHT
Letters filled with errors are distracting. Readers get so distracted by misspelled words and poor
grammar that they miss the point. If you send a letter that’s filled with mistakes, your real message is
that you are sloppy and careless. If you prepare your letter on a computer, it will be easier to read.
The Stranger will thank you for little touches like this.
Letter writing is an art. A well written letter is a pleasure to read. It’s also very hard work.
It might seem a bit old fashion, but it never goes out of style.
In a world full of endless forms of communication and technology that is constantly changing, one
would think sitting down and writing a letter is considered “old fashioned.” Why write a letter when
you can text, call, or FaceTime? Even though it is not as fast and easy as choosing one of those
options, it is still just as important. If not, then it is a thousand times more meaningful.
All of this I hardly ever feel from a text or social media messaging. Only when I am holding a hand
written letter rather than my phone my day becomes two times brighter. So if you ever feel like
making someone’s day, grab a pen, notecard, envelope and a stamp, and I guarantee they'll feel the
same way.
Convey information: The basic purpose of any business letter is to convey information
regarding business activities. Information can be transmitted through business letter to
customers, suppliers, debtors, government authorities, financial institutions, bank and
insurance companies and to any other parties related with the business.
Find the new sources of product: A b letter can help to find the sources of a new product in
home and abroad.
Expand markets: By means of a business letter a producer can easily create market of his
product. Through goodwill messages and through circular letters existing market can be
expanded.
Establish business relationship: Another important purpose of business letter is, it helps to
establish mutual relationship with the customers, suppliers and with the other interested
parties.
Low cost: As a media of communication writing a letter is very cheap than those of others.
The other forms of communication are too expensive for a small firm to bear.
Building goodwill and image: An excellent business letter increases the good will of the
business organization. In this electronic era messages can be sent within few seconds through
electronic media but a well decorated business letter has its own importance in creation
positive image of the company.
Maintaining records and references: Business letters are also used to maintain documentary
evidence. A business letter acts as a proof document which is completely absent in other
means of communication. Letters can be preserved for future reference.
Maintaining the secrecy: A business letter maintains the secrecy of both the buyers and the
sellers on business affairs.
Save time: A business letter saves the valuable time of both seller or sender and buyer or
receiver.
Easiest: Business letter is the easiest, sagest and the most convenient means to transmit at
any place.
Credit business: It is quite impossible to contract credit business without business letter. A
business letter plays a vital role in credit trade which is a common figure in business world.
Placing order: It is a very common purpose for using business letter. Both trading and
manufacturing concerns need to place orders for finished goods or raw-materials to run the
business.
Conclude transaction: This is one of the specific purposes of business letter. To conclude in
completed transactions business letters are frequently used.
Easy to preserve: The documents of written communication are easy to preserve. Oral and
non-verbal communication cannot be preserved. If it is needed, important information can be
collected from the preserved documents.
Easy presentation of complex matter: Written communication is the best way to represent
any complex matter easily and attractively.
Prevention of wastage of time and money: Written communication prevents the waste of
money and time. Without meeting with each other the communicator and communicate can
exchange their views.
Accurate presentation: Through the documents of the written communication top executive
can present the information more accurately and clearly. As it is a legal document everybody
takes much care does draft it.
Delegation of authority: Written communication can help the authority to delegate the
power and authority to the subordinate. It is quite impossible to delegate power without a
written document.
Longevity: Written document can be preserved for a long time easily. That is why; all the
important issues of an organization should be back and white.
Controlling tool: Written communication can help to control the organizational activity. The
written document may be used as a tool for controlling.
Easy to verify: The information and messages that are preserved can be verified easily. If
there arises any misunderstanding any party can easily verify the information.
Formal structure: Some rules must be followed in drafting a letter. To follow the rules is a
limitation of the business letter, because experience is necessary of the letter, as experience is
necessary to write it.
Old media: Business letter is an old written means of communication. But there are many
modern forms of written communication.
Complex language: Sometimes business letter is written in complex language for lacking of
sense. If it occurs, business letter becomes meaningless.
Missing: Business letters may be missed. But it is impossible for E-mail, fax, telephone etc.
Taking time: In this modern era of communication letter is considered as slow moving tool
of communication. It takes more time than any other form of communication. But the modern
devices take no time to send written document such as e-mail, fax etc.
Time consuming: Written communication takes time to communicate with others. It is a time
consuming media. It costs the valuable time of both the writer and the reader.
Useless for illiterate person: It messages receiver is illiterate, written communication is quite
impossible. This is major disadvantage written communication.
Lack of flexibility: Since writing documents cannot be changed easily at any time. Lack of
flexibility is one of the most important limitations of written communication.
Delay in response: It takes much time to get a response from the message receiver; prompt
response is not possible in case of written communication that is possible in oral
communication.
Delay in decision making: Written communication takes much time to communicate with all
the parties concerned. So the decision maker cannot take decisions quickly.
Cost in record keeping: It is very difficult and expensive to keep all the records in written
communication.
Complex words: Sometimes the writer uses complex words in writing a message. It becomes
difficult to meaning out to the reader. So the objectives of the communication may lose.
Lack of direct relation: If there is no direct relation between the writer and the reader, writer
communication cannot help to establish a direct relation between them.
Types of letters
The term “business letters” refers to any written communication that begins with a salutation,
ends with a signature and whose contents are professional in nature. Historically, business
letters were sent via postal mail or courier, although the internet is rapidly changing the way
businesses communicate. There are many standard types of business letters, and each of
them has a specific focus.
Business Letters
Email Messages
Employee Letters
Employee Letters
Excuse Letters
Goodbye Letters
Informational Letters
Interview Invitations
Follow Up Letters
Influence Letters
Application Letters
Cover Letters
Inquiry Letters
Networking Letters
Professional Letters
Reference Letters
Referral Letters
Resignation Letters
Retirement Letters
Appreciation Letters
Sales Letters
Typical sales letters start off with a very strong statement to capture the interest of the reader.
Since the purpose is to get the reader to do something, these letters include strong calls to
action, detail the benefit to the reader of taking the action and include information to help
the reader to act, such as including a telephone number or website link.
Order Letters
Complaint Letters
The words and tone you choose to use in a letter complaining to a business may be the
deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a
professional tone if you want the company to listen to you.
Adjustment Letters
Inquiry Letters
Inquiry letters ask a question or elicit information from the recipient. When composing this
type of letter, keep it clear and succinct and list exactly what information you need. Be sure to
include your contact information so that it is easy for the reader to respond.
Follow-Up Letters
Follow-up letters are usually sent after some type of initial communication. This could be a
sales department thanking a customer for an order, a businessman reviewing the outcome of
a meeting or a job seeker inquiring about the status of his application. In many cases, these
letters are a combination thank-you note and sales letter.
Letters of Recommendation
Acknowledgment Letters
Acknowledgment letters act as simple receipts. Businesses send them to let others know that
they have received a prior communication, but action may or may not have taken place.
Cover Letters
Cover letters usually accompany a package, report or other merchandise. They are used to
describe what is enclosed, why it is being sent and what the recipient should do with it, if
there is any action that needs to be taken. These types of letters are generally very short and
succinct.
Letters of Resignation
When an employee plans to leave his job, a letter of resignation is usually sent to his
immediate manager giving him notice and letting him know when the last day of
employment will be. In many cases, the employee also will detail his reason for leaving the
company.
Memorandum
A memorandum (abbrev.: memo; from Latin memorandum est, "It must be remembered
(that)...") is a note, document or other communication that helps the memory by recording
events or observations on a topic such as may be used in a business office. The plural form of
the Latin noun memorandum so derived is properly memoranda, but if the word is deemed to
have become a word of the English language, the plural memorandums, abbreviated
to memos, may be used.
A memorandum can have only a certain number of formats; it may have a format specific to
an office or institution. In law specifically, a memorandum is a record of the terms of a
transaction or contract, such as a policy memo, memorandum of
understanding, memorandum of agreement, or memorandum of association. Alternative
formats include memos, briefing notes, reports, letters, binders, etc.
A Memorandum of Association (MOA) is a legal document prepared in the formation and
registration process of a limited liability company to define its relationship with shareholders.
The MOA is accessible to the public and describes the company’s name, physical address of
registered office, names of shareholders and the distribution of shares. The MOA and the
Example of memorandum
Sample Memo Format
Company Name
Company Address
Date of Memo
----------------------------------------------------body------------------------------------------------------
-
The main parts of a proposal essay are summarized here. It is important to keep in mind that depending on
your proposal parts may need to be added or taken out. The parts below (with the exception of the
introduction and conclusion) may be rearranged to suit individual proposals.
Introduction
Proposal
Plan of action
Desired outcomes
Resources needed
Conclusion
1. Introduction
The introduction serves to inform your reader of the history of the proposal (if applicable) or to introduce a
subject to an informed/uninformed audience.
This is the most important part of your paper in some respects. You need to both introduce the topic and show
the audience why they should care about this topic. It’s often helpful to begin with an interesting fact, statistic,
or anecdote to grab the reader’s attention.
Typically, people only make proposal to solve a problem. As such, you’ll want to highlight a particular problem
that you think your proposal would solve. Know your audience so that you can emphasize the benefits your
proposal would bring.
2. Proposal
This is a statement of purpose. This section should be brief and only discuss what your actual proposition is. It
is okay for this section to be only a few sentences long if the proposal is short. Do not include details about how
you will carry out the proposal in this section.
4. Will it work?
Focus this area on why the proposal will work. Quite simply, is it a viable proposal? You can draw on similar
past experiences to show why this proposal will work just like previous ones. If you do not have this "past
experience" option, focus on what you think your audience wants to hear. For example, if your manager really
likes getting things done on time, then perhaps you might mention how your proposal can speed up
productivity. Think logically here.
*Tip: Do not structure this section the same way as your "Benefits of..." section.
5. Desired outcomes
Simple. State what the goals of your proposal are. It might seem repetitive with the sections where you
mentioned the benefits, but it serves to really "drill" home the point.*
6. Necessary Resources
Another simple part. What is needed to complete your proposal? Include tangible (paper, money, computers,
etc.)and intangible items such as time.
7. Preparations Made
Show the audience that you know what you are doing. The more prepared you look the better your chances are
to get the proposal passed (or get a better grade if it is for a class).
8. Conclusion
Do NOT restate your introduction here if you choose to mention the "history" of a certain proposal. However if
you did not introduce your proposal with some historical background information, here is the part where you
can quickly restate each section above: Proposal, plan of action, all the "why's" of the paper and so on.
Oral presentation
Making a good oral presentation is an art that involves attention to the needs of your
audience, careful planning, and attention to delivery. This page explains some of the basics of
effective oral presentation. It also covers use of notes, visual aids and computer presentation
software.
The audience
Some basic questions to ask about an audience are:
By basing the content and style of your presentation on your answers to these questions, you
can make sure that you are in tune with your audience. What you want to say about your topic
may be much less important than what your audience wants to hear about it.
As a general rule, expect to cover much less content than you would in a written report. Make
difficult points easier to understand by preparing the listener for them, using plenty of
examples and going back over them later. Leave time for questions within the presentation.
Give your presentation a simple and logical structure. Include an introduction in which you
outline the points you intend to cover and a conclusion in which you go over the main points
of your talk.
The main points to pay attention to in delivery are the quality of your voice, your rapport with
the audience, use of notes and use of visual aids.
Voice quality involves attention to volume, speed and fluency, clarity and pronunciation. The
quality of your voice in a presentation will improve dramatically if you are able to practise
beforehand in a room similar to the one you will be presenting in.
Rapport with the audience involves attention to eye contact, sensitivity to how the audience is
responding to your talk and what you look like from the point of view of the audience. These
can be improved by practising in front of one or two friends or video-taping your rehearsal.
The best solution may be to use notes with headings and points to be covered. You may also
want to write down key sentences. Notes can be on paper or cards. Some speakers use
overhead transparencies as notes. The trick in using notes is to avoid shifting your attention
from the audience for too long. Your notes should always be written large enough for you to
see without moving your head too much.
Visual aids
Visual aids help to make a presentation more lively. They can also help the audience to follow
your presentation and help you to present information that would be difficult to follow through
speech alone.
The two most common forms of visual aid are overhead transparencies (OHTs) and computer
slide shows (e.g. PowerPoint)..