|Shopping cart is empty.|
The Major Forms of Writing
Different situations and messages call for different forms of writing. The forms listed below address the primary writing needs of anyone involved in business.
Why correspond in writing?
Members of any business must regularly correspond, either in person, by phone, or through writing.
Written correspondence is preferred when
- your message is complicated and detailed,
- you and your reader need a written record of the communication,
- you have a large and scattered audience, and/or
- you do not need immediate feedback.
What makes correspondence effective and productive?
To get results, correspondence must be positive, clear, orderly, and prompt. After all, the purpose of corresponding
is to communicate with individuals or groups to accomplish something.
Characteristics of Effective Communication
||Dear Sarah or Dear Ms. Falwell|
||Subject: Promotion of Mona Vail to Full-Time Graphic Artist|
||An updated shopping cart would reduce customer frustration and increase sales.|
||I appreciated your workshop at the Radisson, especially your explanation of . . .|
||We offer our customers a line of safety equipment unmatched in the industry.|
||We’ll discuss these items:
1. Shawn Greer’s internship.
2. His last two evaluations.
3. His letter of recommendation.
||Let’s rethink our fall catalog.
The corporation ought to redeploy marketing initiatives vis a vis the end-year selling vehicle.
||Thank you for meeting with me last week at the national sales meeting.|
Writing E-Mail (Video)
Writing Basic Letters (Video)
Writing Basic Memos (Video)
Why write reports?
Reports offer businesses and organizations the information they need to produce, evaluate, and carry out their work.
Reports, long and short, help businesses by
- creating a record for routine and special activities;
- documenting details related to incidents, projects, and studies;
- checking results of work, plans, and production; or
- evaluating options and making decisions.
What are the common types of reports?
The chart that follows identifies the main types of reports, along with their goals. To determine which type of report to use, you need to identify your purpose, your reader, and his or her expectations.
Types of Reports
|Incident||accident, breakdown, error, or stoppage||Examine a situation to determine causes, effects, and solutions.|
|Periodic||weekly, quarterly, or annual; evaluation, department, or status||Provide information at regular time intervals so work can be tracked.|
|Progress||initial, interim, completion, or follow-up; activity, campaign, project, or grant||Provide details about how a project or job is progressing.|
|Trip||conference, convention, customer service, field, inspection, sales trip||Share results of activities that happened away from the workplace.|
Writing Reports (Video)
Why write proposals?
The noun proposal means “plan.” Whenever an individual in a business or organization puts forth a written plan, he or she is developing a proposal. Proposals are critical to a business’s success because they suggest action, innovation, and problem solving. To write a strong proposal, make sure that you
- know your audience,
- make clear the benefits of your plan,
- sound reliable and credible,
- provide examples of past success stories, and
- present an eye-appealing, easy-reading final draft.
How should I plan a proposal?
Effective proposals are carefully planned because they are important pieces of writing, intended to promote a new product, to sell a service, to establish a new business relationship, and so on. Answering the 5 W’s and H (Who? What? When? Where? Why? and How?) can be an effective planning strategy.
Planning a Proposal
Answer these questions to help plan a proposal. Give careful thought to each one before writing an answer.
Who is the intended audience?
What is the purpose of the proposal?
When do I need to complete the proposal?
Where will I find information to use in my proposal?
Why is this proposal necessary?
How should I proceed?
Writing Proposals (Video)
Why write instructions?
Instructions help businesses and organizations and their clients carry out their work. Plant workers need instructions to use equipment, lab technicians need safety guidelines, management needs protocol for employee reviews, and so on. Effective instructions are clear, complete, chronological, and current.
What else do I need to know about the style of instructions?
Write your instructions in direct, active sentences. (Turn the cash register key to the left . . . rather than The cash register key should be turned to the left. . . .) Also use strong command verbs (remove, apply, rinse, and so on).
Common Command Verbs
In instructions, use precise command verbs that readers will understand:
|boot up||drain||load in||pull||send||trim|