Politeness and other tips for professional writing

Jan. 24, 2014ENGL 106iAleksandra Kasztalska

General tips and reminders

• Please include a filled-out Peer Review Sheet with EVERY draft that you submit.

• Please remember to include page numbers with your last name.

• Please make sure that your formatting is appropriate (12-pt Times New Roman, double spaced, black ink and white background).

Students’ tips: Content & organization• Include a signature (what is it?).• Divide long paragraphs into smaller paragraphs.• Mention the suggested dates of the interview.• Explain the importance of the request.• Show appreciation for professor’s course and

for their teaching/help.

• Use more formal, polite words and phrases.

Students’ tips: Vocabulary & grammar

Politeness... “ … what we think is appropriate behaviour in particular situations in an attempt to achieve and maintain successful social relationships with others.“ (Lakoff 1972: 910)

Polite Impolite

Formal “Greetings!”“Welcome,

empty-minded excuse for a

human being!”

Informal “Hey there!” “Yo, idiot”!

Polite Impolite

Formal “Greetings!”“Welcome,

empty-minded excuse for a

human being!”

Informal “Hey there!” “Yo, idiot”!

How to be polite in English

Forms of address• Dear Mr./Ms. Powell,• Dear Professor,• Dear Editor-in-Chief,• Dear Valued

Customer,• Dear Sir/Madam,• To Whom It May

Concern

http://www.englishclub.com/business-english/business-letters-write.htm

Sign-off/Closure:• Best Regards,• Warm regards,• Sincerely,• Thank you,• Best wishes• All the best,• Best of luck,• Yours truly, (rather intimate)• Yours sincerely, (rather intimate)

How to be polite in English

E-mail me back as soon as possible.

Read my draft.

http://www.dorisandbertie.com/goodcopybadcopy/2011/11/01/how-to-master-the-peculiarly-english-art-of-the-polite-command/

How to be polite in EnglishUse “please” and “thank you”Please e-mail me back as soon as possible.Thank you for reading my draft.

Give a choice to the readerE-mail me back when you have the time.

if you get a chance. at your earliest convenience.

Please take a look at my draft if it’s no trouble.

http://www.dorisandbertie.com/goodcopybadcopy/2011/11/01/how-to-master-the-peculiarly-english-art-of-the-polite-command/

How to be polite in EnglishExpress an apologyI apologize for taking your time, but could you…? I’m sorry to bother you, but would you…?

http://www.dorisandbertie.com/goodcopybadcopy/2011/11/01/how-to-master-the-peculiarly-english-art-of-the-polite-command/

How to be polite in EnglishUse “hedges”Would you mind reading my draft?I was wondering if you could read my draft?

if you would mind reading my draft?

Use appreciation wordsI would appreciate it if you could…I would be grateful if you would…I would be thankful if you might…

http://www.dorisandbertie.com/goodcopybadcopy/2011/11/01/how-to-master-the-peculiarly-english-art-of-the-polite-command/

How to be polite in EnglishAdd a qualifier (usually adverb)I would be very grateful if you could…I would greatly appreciate it if you would…It would really mean a lot to me if you could…

Offer helpWould you like me to send you my CV?I would be happy to meet with you.

http://www.dorisandbertie.com/goodcopybadcopy/2011/11/01/how-to-master-the-peculiarly-english-art-of-the-polite-command/

In-class assignment• Find at least 3 experts in your field/major who you want to

interview (you will only interview 1 person).• The interview will be face-to-face so try to find someone local

(Skype interviews are OK too).• Before 5pm on Sunday, e-mail Aleks (akasztal@purdued.edu) the

following information about EACH expert:- Full Name- E-mail address- Professional qualification (ex. Professor of Biology at

Purdue, CEO of Mad Mushroom Pizza)Aleks will e-mail you today and approve your experts OR suggest others. You must e-mail EACH expert no later than Wednesday, Jan. 29, 2014. at 11pm.You must BCC Aleks on EACH e-mail or forward all e-mails to her.Use the “Request for Interview” draft that you wrote in this class!