Basic Writing Skills for Business Presented by Sue McCullough Workplace Learning Resource Center Funded by an economic development grant

Basic Writing Skillsfor Business

Presented by Sue McCullough

Workplace Learning Resource Center

Funded by an economic development grant

Basic Writing Skills for Business 2006 Sue McCullough

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Business Writing

• Effective communication is a key element in an organization’s success.

• It is important that employees communicate effectively.

• The goal of this workshop is to reinforce your writing skills to make you a more effective business writer.


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Nouns

• Nouns name a person, place, or thing.

– Person (student), place (Tustin), thing (desk)

• The subject of a sentence is a noun or pronoun.

• A proper noun is the name of a specific person, place or thing.

– Mary, Orange County

• A compound noun is made up of two or more words.

– File cabinet, staff meeting, time card


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Adjectives

• An adjective is a word that modifies a noun. It describes or tells about the noun.

– Big table, new computer, staff meeting

• Notice the difference between the following two sentences:

– The dog barked.

– The tiny Pomeranian dog barked.

• A sentence may contain more than one adjective.


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Verbs

• Verbs are words that describe an action--a physical action, a mental action, or even a condition.

• A verb tells what happens to the subject, or what the subject does.

– Physical actions: run, type, work

– Mental actions: think, remember

– Conditions: am, are, is, will, was

• A sentence may contain more than one verb—

“The men played soccer and then ate pizza.”


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Adverbs

• Adverbs are used to modify verbs.

James walks quickly.

• In this sentence, the noun is “James”, the verb is “walks”, and the adverb is “quickly”.

• Sentences may contain more than one adverb.

• Most adverbs end in the letters –ly.


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Pronouns

• A pronoun can be used in place of a noun or nouns. It can stand for a person, place, or thing.

– Anton left work at 4:45 and drove to the movies. Anton saw a movie and then went to Anton’s home.

– Anton left work at 4:45 and drove to the movies. He saw a movie and then went to his home.


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Pronouns (continued)

• When determining which pronoun to use in place of a noun, there are several things to consider.

First, determine the case of the pronoun. There are three case forms that pronouns can take:

1. Subjective- pronoun acts as the subject:

He wrote the letter

2. Objective- pronoun acts as the object:

Claire saw her.

3. Possessive- pronoun possesses something:

This is my book.


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Pronouns (continued)

• Also determine whether the noun you are replacing is masculine (he, him) or feminine (she, her).

• And determine whether the noun you are replacing is singular or plural.

• When using a possessive pronoun, you must also look at whether it is used with a noun (my, his, her) or without a noun (mine, his, hers).

• Possessive pronouns do not take an apostrophe, because the pronoun is already possessive (its, theirs, yours).


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Sentence Structure

• A sentence is a complete thought that contains both a subject and a predicate (verb).

– The subject is the part of the sentence that tells “who” or “what” the sentence is about.

– The predicate or verb is the part of the sentence that describes what the subject did or what happened to the subject.

• The dog howled.


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Sentence Fragments

• When writing for business, write in complete sentences. If a part of the sentence is missing, it is called a fragment.

– The young cat

This fragment does not contain a verb.

Without a verb, the thought is incomplete.

– looked for its mother

This fragment does not contain a subject.


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Sentence Fragments (continued)

• It is possible for a group of words to contain a subject and a verb and still not be a sentence.

– Since the man ran to the bus

The phrase starting with “Since” does not express a complete thought, and thus is a fragment.


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Run-on Sentences

• A run-on sentence occurs when two complete sentences are joined together. They are difficult to read and confusing.

– The principal was visiting we wanted students to be quiet.

This run-on sentence has two complete thoughts, not separated by proper punctuation.


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3 Ways to correct a run-on sentence

1. Divide the run-on into two separate sentences.

The Principal was visiting. We wanted students to be quiet.

2. Use a semicolon to divide the sentence into two complete thoughts that are closely related.

The Principal was visiting; we wanted students to be quiet.

3. Add a comma and a coordinating conjunction, such as “and, but, or, so, for, yet, nor”.

The Principal was visiting, and we wanted students to be quiet.


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Subject/Verb Agreement

• The subject and verb must agree in number.

• When the subject of the sentence is singular (only one), then the verb must be singular, or the sentence is not correct.

• If the subject is plural (meaning more than one), the verb must also be in plural form.


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• Additionally, if the subject is singular, the verb must also be in singular form.

– The employee eats lunch.

• If the subject is plural, the verb must also be plural.

– The employees eat lunch.

• In this example, the subject (employees) is plural, so the verb (eat) must also be plural. If the subject and verb do not agree, the sentence is grammatically incorrect.


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Making Nouns Plural

• In order to understand the concept of subject/verb agreement, we must first address how to make words plural.

• Many singular nouns can be made plural simply by adding an s to the end of the word.

– computer → computers– desk → desks– folder → folders


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Making Nouns Plural (continued)

• When a noun naturally ends in the letter s, add the letters es to make the word plural. – address → addresses– class → classes

• Nouns that end in the letter z, x, sh, or ch also need an es ending to make them plural.– quiz → quizzes– box → boxes– dish → dishes– batch → batches


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Making Nouns Plural (continued)

• When nouns end in the letter y there are two ways to make them plural. If the letter preceding the y is a consonant, change the y to an i and add es.– penny → pennies– lobby → lobbies– story → stories

• When the letter preceding the y is a vowel, add s.– nay → nays– day → days– tray → trays


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Irregular Nouns

• As with many things in English, there are some exceptions to these rules. There are many irregular nouns that need special attention to make them plural.

– half → halves– knife → knives– chief → chiefs

If in doubt, consult a dictionary.


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Non-count Nouns

• Non-count nouns cannot be counted individually.

Non-count nouns always take the singular form of the verb.

– news The news was sad.– heat The heat is unbearable.– RAM More computer RAM was needed.– music The music is loud.– media All media is important.


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Non-count Nouns (continued)

• There is an exception. Certain words can be considered non-count or count, depending on how they are used in the sentence.

Count- We bought six lights.Non-count- How much light came through the curtain?

Count- We need three spaces in the parking lot.Non-count- How much space is left on the disk?


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• Generally, if the subject is singular then the verb will have an s ending.

– The data entry operator inputs the data.– The computer calculates the data.

• If the noun is plural, or you are using the pronoun I, then the verb does not end in an s.– The executives golf on weekends.– Computers calculate data.– I calculate the total to be 120.


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Subject/Verb Agreement (continued)

• Words that naturally end in the letter s, such as boss, may still be paired with a verb ending in the letter s.

– The boss works hard.– The bus transfers data.– The circus comes to town once a year.


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Subject/Verb Agreement (continued)

The following pronouns take the singular verb form:

each either someone somebody somethingthat neither everyone everybody everythingThis whoever no one nobody everybody

The following pronouns take the plural verb form:

few many some both severalWe others these those they


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Commonly Misused Words

• Many words with similar spelling or meanings or the same sound can be easily confused. Some examples follow:

to direction, intention, until

I went to the file cabinet to file the papers.

too also, besides, to an excessive degree

That memo was too long.

two the number that comes between one and three

The computer was two years old.


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Commonly Misused Words (continued)

accept to take on willingly

I will accept the invitation to lunch.

except to exclude or omit

Everyone went to lunch except Sam.

thorough completely

He created a thorough report.

through from one end to the other.

He walked through the restaurant.


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insure to obtain insurance on

We will insure the business for $2 million.

ensure to make certain

Please ensure that that the project is complete.

advise a verb, to recommend a course of action

I advise you to arrive early.

advice a noun, a recommendation or suggestion

He gave her good advice.


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all together a group united as oneThe team was all together that day.

altogether totally, completelyThe printer stopped working altogether.

affect to influenceThe change did not affect me.

effect (n) the result of an actionWhat was the effect of the new

program?

effect (v) to cause or accomplishThe agent was able to effect a change.


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ad an advertisement as in a newspaperI am calling about your ad.

add to put two or more items togetherPlease add your hours on your

timesheet.

access the ability to enter; the act of reachingHe was denied access to the office.

excess beyond a usual or reasonable amountHe did everything to excess.

maybe uncertainty, perhapsMaybe we can meet for dinner Monday.

may be to possibly be, might beHe may be stuck in traffic.


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than compared toI would rather cook than clean.

then referring to timeWe first eat dinner, and then have

dessert.

who’s who isWho’s going to the baseball game?

whose relating to ownershipWhose chair is broken?

you’re you areI am sure you’re going to be successful.

your belonging to you It is your future.


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it’s it isIt’s your turn to clean the office.

its belonging to itThe cat hurt its paw.

they’re they areThey’re not going to be here tomorrow.

there a relative location (not here)I put the files over there.

their establishing ownershipIt is their responsibility to plan the

meeting.


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ContractionsContractions are special words that are created when two words are combined into a single word. An apostrophe is added to the contracted word in place of the letters that have been omitted.– couldn’t (could not)– they’ve (they have)– we’ve (we have)– won’t (will not)– wouldn’t (would not)

Avoid using contractions in business writing.Instead, use the pair of words listed to the right.


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Contractions (continued)

Here are contractions that sound like other words that have a different meaning.

• it’s, its • you’re, your • they’re, there, their• who’s, whose

We don’t have to think about which word to use when speaking since the words sound the same.

However, when writing, be sure to use the correct word.


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Confusing Words

Dear Albert,

Congratulations on topping the sells in the district candy drive. This was the most successful drive sense we started.

As you no, these funds effect many district programs. This year I challenged our schools too approve income over last term’s drive, and your school was the first to except the challenge! We can never do to much for our students and the quality of they’re education.

Please advise me on the prizes chosen by your top salespeople.

Mary Brown, Assistant Superintendent

Basic Writing Skillsfor Business

Presented by Sue McCullough

Workplace Learning Resource Center

Funded by an economic development grant


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Vocabulary and Spelling Tricks

• Clever little devices and memory tricks

– i before e except after c, or when sounded as ‘a’ as in ‘neighbor’ and ‘weigh’.

– ‘Too’ has too many o’s (to remember the correct spelling of ‘too’ vs. ‘to’.

• New Word List

– Start a new word list with dictionary spelling, phonetic spelling, and meaning noted for each new word.


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Where to Put Commas

• Before the conjunction that connects two thoughts (compound sentence)

– Bill was best, but Mary won.– I stayed home, and now I’m glad.

• To separate three or more items in a series.– Correct: I saw Frank, Sam, and Shirley at the theater.– Incorrect: We met Mary, and Tran for dinner.

• To set off the following:– Names used in direct address. Molly, come to the table.– Introductory words, phrases, clauses. Before I can

graduate, I must pass the test.– Parenthetical comments. The test, by the way, is hard.


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Avoid Overuse of Words

Unnecessary words or groups of words quickly take the reader’s attention away from the message.

Example: “Thank you very much for the very generous donation.”

Solutions:1. Delete all occurrences of the repeated word.2. Delete one occurrence.3. Use synonyms.4. Reword the sentence.


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One Word Or Two?

Correct any errors in the following sentences:

1. Everyone worked late.

2. Our records are already for the audit.

3. Our method is indirect conflict with board policy.

4. No body wanted the job.

5. Does anyone have a suggestion?

6. Put the English classes altogether for the assembly.

7. All ways be courteous.


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Spotlight the Reader

• Focus on the reader (instead of the writer) to stimulate interest in the content of your message.

“I think you do fine work and I want to thank you.” (Writer centered)

“Thank you for doing such fine work.” (Reader centered)

• Use positive language. Avoid don’t and can’t.

• Use active voice. Make the subject the doer, rather than the receiver, of the action.


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Email Suggestions

• Keep it simple; use short sentences.

• Follow the rules we have learned.

• Pay particular attention to subject/verb agreement.

• Fragments may be acceptable in numbered or bulleted lists, but you should only use one or the other in each bulleted or numbered list.


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Email Suggestions (continued)

• Consider writing your message in MS Word. Use its spelling and grammar features, then copy and paste the message into your email.

• Before you hit “send” be sure to proofread your email to ensure that – It provides or requests the desired information– It is clearly written and brief– There are no errors in spelling or grammar


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Email Etiquette

• Don’t use email for thank-you notes or congratulations. Hand-write a note.

• Don’t send personal email from the office.

• Don’t send jokes over office email.

• Don’t use email as a substitute for a face-to-face meeting.


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Email Etiquette (continued)

• Use proper grammar and punctuation.

• Don’t write in all lower case.

• Don’t write in all CAPS (shouting).

• Keep sentences short.

• Don’t repeat.

• Use bullet points and headlines

• Use a spell checker.


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• Never forward email without the original author’s permission.

• Don’t send anything in email that you don’t want to see on the office bulletin board.

• Watch the tone of all your writing.

• Perception of the receiver is reality.


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• Avoid phrases that irritate.

• Have someone else read your written communication before you send it to make sure your tone is appropriate.

• Set it aside for a few minutes, then come back and reread it before sending.

• Think before you hit send.


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Good Business Communications

• Focus on the reader (audience).

• Maintain a formal but conversational tone.

• Contain short sentences that are organized.

• Include words that are easy to understand.

• Are professional in appearance and style.

• Must be proofread for grammar, punctuation, and spelling.


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Email Assignment A

• Prepare the following emails by using your email program and printing the email.

• Do not send the emails.Case Study A– Your supervisor, Sam Brown, has a policy in

place for requesting time off. The policy states that if employees need time off from their regularly scheduled workday, they must submit the request in writing with as much advance notice as possible.


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Email Assignment B

Case Study B

Please prepare an email to Mary Graham, Purchasing Agent at your corporate headquarters, requesting a new copier for the office in Santa Ana. Your present machine is small and inadequate for your needs. You need a copier that has these features: enlarging, reducing, stapling, collating, automatic feeder. You produce reports, manuals, and lesson plans for your corporate-wide training programs.


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Email Assignment C

Case Study C

Please email Anna Haro and ask that she contact John Day at the Monroe Plaza Hotel and get this information by Tuesday:

– Room & meal costs for 360 people & 180 double rooms for two nights and three days

– Costs for the Grand Banquet Hall for these three days

– A cordless microphone in the Banquet Hall


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Writing Business Letters & Memos

• Business letters and memos are ways you communicate with others.

• Neatness counts – no errors in spelling or grammar.

• Organized in a very specific way following an exact format.

• Use “Formal English” with no slang or casual chat.

• All parts “left Justified” on the left side of the page.


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Parts of a Business Letter

• Return address – address of letter writer. First and last name, address, city, state and zip code.

• The date

• Inside address – of recipient. First and last name, title, Company address, city, state and zip code.

• Salutation – If the person is not a friend, write “Dear Mr. Smith”.


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Parts of a Business Letter (continued)

• Body of Letter – this is the purpose of the letter. It should be clear and concise, with more than one paragraph.

• Closing – “Sincerely,” or “Best regards,” “Yours truly,” etc.

• Space for a handwritten signature

• Typed name of writer


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Parts of a Business Letter (continued)

Use the list of word choices to answer the following questions:

1. __________ is the place for the writer to handwrite their name.

2. The recipient’s name, company name, and address are called the _______.

3. The purpose of the letter is included in the __________.

4. Yours truly, is an example of a _______.

5. The last line in a business letter is the _______.

6. The _______ is when the letter is written.

7. The __________ is the address of the letter writer.

8. Dear Mr. Johnson is a __________.

Salutation date complimentary closing signatureInside address body writer’s typed name return address


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Keep Your Writing Concise

• Use short, familiar words.

• Get rid of extra words.

• Use a conversational tone

• Be positive

• Be specific

• Don’t use jargon

• Make items parallel

• Keep terms consistent


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Verbs Are Power Words

• Use active voice.

• Use verbs.

• Be specific.

• Tell the reader what to do.

• Tell the reader what you will do.


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Keep it Short and Simple

• Write shorter sentences.

• Create Must-read Reference Lines.

• Get To The Point.

• Close with Goodwill.


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Design Your Page Visually

• Use headings and labels.

• Make letters and memos scannable.

• Leave lots of white space.


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Creating Successful Memos

• Memos have a specific subject and a purpose.

• Consider the who, what, where, when, why, and how before writing a memo.

• Good memos clearly state their purpose and indicate any required action requested of the reader.

Documents

Basic Writing Skills for Business Presented by Sue McCullough Workplace Learning Resource Center Funded by an economic development grant