Agenda

1
Agenda

• Correctness usage that affects your message
• To be or not to be concise
• Punctuation quiz
• Peer review of drafts
• Informative writing exercise

2
Usage that affectsyour message

• Punctuation know the rules and know whats
  changing
• Sentence length and complexity business writing
  sentences are usually 15-17 words simple
  sentences are preferred
• Word choice choose specific, concrete words that
  are appropriately formal and positive
• Matching modifiers
• Degree of intensity and abstraction

3
UsageMatching modifiers

• At the beginning of a sentence
• In the boiling water, the chef stirred the pot.
• What is in the water???
• In writing this cover letter, GM should keep in
  mind.
• Who is writing the letter???
• At the end of a sentence
• Wanted Desk for lady with thick legs
• What has thick legs???
• Two Sisters Reunited After 18 Years at Checkout
  Counter
• Where were they for 18 years???

4
UsageDegree of intensity

• Refer to handout p. 10
• Examples
• Less forceful might, may could, etc.
• More forceful can, should, must, will, shall,
  etc.
• Uses
• Less forceful
• More forceful

5
UsageLevel of abstraction

• Refer to handout p. 12
• Examples
• More abstract wealth, assets, farm assets, etc.
• Less abstract livestock, cow, Bessie, etc.
• Uses
• More abstract
• Less abstract

6
ConcisenessSoft vs. hard verbs

• Refer to handout pp. 1-3
• Examples
• Soft give consideration, hold a meeting, make an
  offer, conduct a discussion, etc.
• Hard consider, meet, offer, discuss, etc.
• Uses
• Soft
• Hard

7
ConcisenessLong vs. short

• Refer to handout p. 6
• Examples
• Long in order to, for the purpose of, over the
  course of the past twelve months, hold a meeting,
  etc.
• Short to, during the last year, meet etc.
• Uses
• Long
• Short

8
ConcisenessAbsolute vs. qualified

• Refer to handout pp. 8-9
• Examples
• Absolute will, is, shall, etc.
• Qualified could, has been, may, etc.
• Uses
• Absolute
• Qualified

9
Punctuation quiz

• Do not use notes or the textbook in completing
  the quiz
• Do not cross out words or add words to the
  sentences
• Each numbered set of words contains at least one
  sentence
• You have 5 minutes

10
Peer review informative

• As you review your partners memo, please look
  especially at the following areas
• How clear and direct is the organization ?
• How sufficient are the details provided? (What
  questions do you have?)
• How consistently is the memo written with all the
  readers needs in mind?

11
Assignment

• Refer to Ch. 8 in ECB
• Complete the final draft of the Informative Memo
  (due 1/23)