1. Use a descriptive heading.
For example:
How to check your email vs. Email
2. Use parallel headings and lead your reader through the document.
For example: Headings
3. Use repetitive phrases if applicable.
For example:
How to log in.
How to check email.
How to check voicemail.
4. Use a sans-serif font.
For example:
Arial
Comic Sans
Helvetica
5. Use two spaces above and one space below your heading.
* Business writing is a skill that can be mastered with the right training and directed practice.
* Business writing is a problem-solving activity that requires analyzing the circumstance, audience, purpose, and outcome of each message.
* To manage complex writing tasks, writers need to follow a process—planning drafting, revising, and editing in stages.
* Writers must be able to critique and revise their own writing, applying the principles of “good business writing.”
* Writers need a supportive, interactive environment to practice writing principles, overcome writing fears, and improve their writing habits.
http://www.emtech.net/email_tips.htm
http://www.riches.com.au/articles/writing-email-tips.htm
http://www.xpresspress.com/PRnotes.html
http://webster.commnet.edu/hp/pages/ darling
http://members.home.net/garbl/writing
http://www.press.uchicago.edu
It is always helpful to have a fresh pair of eyes take a peek at your writing–especially when it is an important document. Sometimes, though, deciphering the marks someone has made on your writing is a task in and of itself. Use these symbols as an agreed upon resource to save you and your colleagues time.
1. Which sentence is a fragment?
a) Kim dances around happily.
b) Unless he shows up late.
c) Let’s hurry.
d) Please try to be early.
2. Which sentence uses commas correctly?
a) Patients who can walk up the stairs, several times a day to maintain
muscle strength.
b) Our production staff is, certainly efficient diligent and intelligent.
c) You will of course, receive a call from Employee Relations.
d) Beginning November 2003, we will introduce a new phone policy.
3. Which sentence uses the semicolon incorrectly?
a) Susan failed to pay her tuition on time; she could not register this
semester.
b) He did not; however, acknowledge his full-time staff.
c) John’s advice is often effective; he gives advice to everyone
d) Seventy percent of students graduate; however, we still encourage
them when we can.
4. Which sentences uses the apostrophe correctly?
a) Both secretary’s vacations caused a delay in output.
b) Where would I find the mens’ room?
c) It is his’ word against mine.
d) Sharon’s arrival was unexpected.
5. Which sentence uses capitalization correctly?
a) We are planning to visit the Smithsonian when we travel to the East Coast
b) My birthday is on April Fool’s day.
c) Her Uncle lives in Ohio.
d) That is when president Carter commuted Patty Hearst’s sentence.
6. Which sentence is correct?
a) We will discuss this further when I get home.
b) There are less houses here now than a year ago.
c) The wind insures fresh air will reach the crops.
d) There are three colors to choose between.
7. Which sentence is correct?
a) Please order more stationary.
b) Their principal concern is getting paid.
c) I am anxious to receive the gift he promised.
d) The student counsel meets every Friday.
1. Which sentence is a fragment?
a) Kim dances around happily.
b) Unless he shows up late.
c) Let’s hurry.
d) Please try to be early.
2. Which sentence uses commas correctly?
a) Patients who can walk up the stairs, several times a day to maintain
muscle strength.
b) Our production staff is, certainly efficient diligent and intelligent.
c) You will of course, receive a call from Employee Relations.
d) Beginning November 2003, we will introduce a new phone policy.
3. Which sentence uses the semicolon incorrectly?
a) Susan failed to pay her tuition on time; she could not register this
semester.
b) He did not; however, acknowledge his full-time staff.
c) John’s advice is often effective; he gives advice to everyone
d) Seventy percent of students graduate; however, we still encourage
them when we can.
4. Which sentence uses the apostrophe correctly?
a) Both secretary’s vacations caused a delay in output.
b) Where would I find the mens’ room?
c) It is his’ word against mine.
d) Sharon’s arrival was unexpected.
5. Which sentence uses capitalization correctly?
a) We are planning to visit the Smithsonian when we travel to the East Coast
b) My birthday is on April Fool’s day.
c) Her Uncle lives in Ohio.
d) That is when president Carter commuted Patty Hearst’s sentence.
6. Which sentence is correct?
a) We will discuss this further when I get home.
b) There are less houses here now than a year ago.
c) The wind insures fresh air will reach the crops.
d) There are three colors to choose between.
7. Which sentence is correct?
a) Please order more stationary.
b) Their principal concern is getting paid.
c) I am anxious to receive the gift he promised.
d) The student counsel meets every Friday.
1. Use the spelling and grammar software that comes with your computer. This may seem like a “no brainer,” but when we’re in a hurry it’s easy to forget.
2. Read the document out loud. Punctuation marks are really just symbols we use to let the mind know when to pause—a throwback to the days of the orator. By reading out loud you will often notice when a pause is unnecessary or has been left out.
3. Print it out. It is harder to catch grammar mistakes and typos when you are looking at the same screen that you’ve been staring at for the last five hours. A fresh hard copy will give you a new perspective—literally.
4. Use your resources. Your husband, wife, sister brother, mother, father, or colleague can be a priceless pair of “fresh eyes.” Ask him/her to look over your document—or better yet, read it out loud. Don’t forget to offer to do the same for him/her in return.
5. Agree on a resource. Many companies have a style guide that fits the company culture. You can use it to answer questions and clear up ambiguities. A short sample style guide can be found in the back of this workbook.
6. Set aside the time. If you are in a rush, you will miss mistakes. Read the document over several times. Once is not enough. Give yourself time between readings.
1. Use figures for dates, units of measure, and financial figures.
2. Use words for numbers under 10.
3. Use words for numbers that are used as the first word of a sentence.
Readers resist our requests for many reasons. Here are some suggestions for overcoming reader resistance.
