Business Writing Skills

Somewhere Between Stuffed-Shirt and T-Shirt

Does This Look Familiar?

Letters

Memos

Reports EMAIL Commas

Grammar

PunctuationCONTENT

Style

Why Are Writing Skills So Important?

It is the most common form of communication in the workplace.

Your overall job performance may be evaluated on your ability to communicate in writing.

Several studies have concluded that the number one factor in determining whether an individual will be successful in an organization is whether he/she has effective written communication skills.

Business, Literary, and Legal Writing

How do the intended audiences differ?

How would the differences in the audiences affect the style of writing?

What are the significant differences between these three types of writing styles?

Which of these three styles of writing are you most comfortable with?

Conduct The T.A.P Test

Getting StartedTOPICInformation?Format?Outline?

PURPOSEInform?Clarify?Recommend?Persuade?Analyze ?

AUDIENCEKnowledge?Expectations?

The Five C’s Of Business Writing

Concise

Clear

Complete

Courteous

Correct

The Memo Format

TO: Receiver(s), Title

FROM: Your Name, Title

DATE: Month Day, Year

SUBJECT: BE SPECIFIC

Requesting Information

State the request immediately in the memo

Present the details for the request

Remind the reader of the request and provide additional specific information such as time table, deadlines or follow-ups

TO: Faculty, Speech Communication Program FROM: Brian Schriner, Director, Speech Communication and Forensics DATE: May 5, 1997 SUBJECT: FILM CATALOG In order to reduce the amount of time it takes to screen and select appropriate films, we are creating a catalog of films that has been used effectively in business communication classes. Please submit to this office the following information, using a separate sheet of paper for each film: 1. Film title and appropriate length 2. One-paragraph description of the main points made in the film 3. One-paragraph description of how the film relates to the course in which it was used Please provide this information by September 1. Shortly thereafter you will receive your copy of the completed catalog. Through the cooperation of all faculty members in this project, all of us will benefit.

Conveying Good News or Bad News

Good News– Direct Organization

Bad News– Indirect Organization

Conveying Good-News

MEMO

TO: All Employees

FROM: Gabe Harrison, President

DATE: November 14, 1997

SUBJECT: Succesfful Halloween Fund-Raiser

For the third consecutive year the proceeds from our haunted house project haveexceeded our goal. This year’s goal of $6,000 had seemed unrealistically high; however,the project’s final accounting shows receipts of $6,875.

Thanks to the involvement of every Harrison International employee, the project was acomplete success. We should all be pleased with the knowledge that our efforts haveprovided this year’s beneficiary, the Mid-Town Shelter, with the resources necessary tocomplete its renovation.

Conveying Bad-News

TO: All Members of the Maintenance Crew FROM: Ed Percival, Personnell Director DATE: August 14, 1997 SUBJECT: Weekend Maintenance Schedule Change for November 8-9 You have been involved for the past two years in providing your expertise to Engineering regarding the long-awaited new generator. After more than a year of planning and construction, we are almost ready to put the new generator on line. The installation will be completed over the weekend of November 8-9. All production will cease at 6:00 a.m. on November 8, and all maintenance personnel will be expected to work on the 8th and the 10th. Because it so rarely happens that all production equipment is down at the same time, it is important that we take advantage of the opportunity to perform much routine and non-routine maintenance as possible. The work we will be able to accomplish over that weekend should ensure that the maintenance schedule for the rest of the year, including the holiday season, will not necessitate any unexpected weekend work.

Giving Instructions

Identify the purpose of the memo

Set the instructions apart

List them chronologically

Indicate the importance of the instructions

Giving InstructionsMEMO

TO: All Employees

FROM: B. D. Lewis, Director of Human Resources

DATE: July 1, 1998

SUBJECT: Updating Emergency Information

We are in the process of updating our files on all current employees. Each employee isrequired to complete the attached “Emergency Medical Information” sheet. Please followthese guidelines:

1. Complete the sheet in black ink.2. Answer each question. Do not leave any questions blank.3. Sign the bottom of the sheet in the space provided.4. Return the sheet to HR 100 no later than JULY 15.5. If you have any questions, please call John at x5555.

By following these procedures you will be contributing to the safety and properemergency medical treatment of all employees.