Writing Strategies

Overview  General requirements  Format Review – Examine purpose and use of terms – Apply to voting scenario  Review a completed letter  Homework assignment

General Requirements  Margins – One inch all around (with exception of the top margin on the first page) – Unjustified  Paragraphs – Number or letter each – Do not number a single paragraph

 Spacing – Single space between text – Double between paragraphs and subparagraphs – See page 39 in study guide General Requirements

Transition (TR) Review  Transition: A word or phrase used to smoothly connect two different ideas

DEFINITON Logically tie supporting ideas together or point out the relationship between ideas Internal TR Review

External TR Review DEFINITON Leads reader to the next main point or develops a relationship between the main points

Heading Review Date  Placed on line 10 (when used)  Flush with right margin  Be sure to type date in Day, Month, Year format  Use only if sure letter will be signed that day

Heading Review MEMORANDUM FOR  Individual/Group name (all caps)  Use Functional Address Symbol (FAS) = Unit/Off symbol (e.g., 21 TS/CC)  If attention is used type: “ATTENTION” or “ATTN” and align under addressee

Heading Review FROM:  All caps, two line spaces below the MEMORANDUM FOR line  Colon then space over twice  Type FAS in all capital letters ( e.g., AFOATS/CR)  Type full 3-line return address if going off base

Heading Review SUBJECT:  Be brief and clear  Capitalize first letter of each word except for articles, prepositions and conjunctions (Title Case)

MEMORANDUM FOR CC FROM: CCE SUBJECT: Curriculum Review BEGIN ON LINE 11 (No letterhead) In-Unit Example

BEGIN ON LINE 14 (with letterhead) MEMORANDUM FOR 42 ABW/DO FROM: 21 OTS/CC SUBJECT: Out-of-Unit Example

Voting Scenario  A complete heading example MEMORANDUM FOR ALL UNIT PERSONNEL FROM: CC SUBJECT: Voting in General Election

Terms  TR = Transitions  PS = Purpose Statement  OV = Overview  MP = Main Point  TS = Topic Sentence  SI = Supporting Idea

Purpose Statement Review  Read scenario to identify – Purpose or intent of letter – Signer’s perspective – Tone of letter – Audience

PS Review cont…  Use KEY WORDS or something similar  Must be written in 1, 2 or 2 PPOV (SU)

Voting Scenario  Purpose Statement example: I’d like to encourage you to take part in our democratic process and vote in the upcoming general election on 5 Nov 02.

Overview Review  Includes all main points for letter  Determines order of body paragraphs  Written in conversational tone (1, 2 or 2 PPOV SU)  May be preceded by a TR

Voting Scenario  Overview: I’ll highlight some of the benefits you’ll receive and explain a few steps in the voting process.

Body Paragraph Review  Effective letter writing style follows a logical pattern  The topic sentence introduces the paragraph and sets the stage for the information to follow  SIs develops the idea stated in the TS  Transitions link SIs and main points— creates smooth reading

Body Paragraph Review  Everything in the paragraph relates to the topic sentence  Use good internal logic with supporting ideas (SI)  Write external/internal transitions to make a smooth flow  Answer the “burning questions” with relevant information

Topic Sentence (TS) Review  Introduces the paragraph  General statement about the contents of the paragraph  Must contain one of the overview’s main point  Must be written in 1, 2 or 2 SU PPOV

Voting Scenario  Topic Sentence example: You receive several benefits from voting.

Supporting Idea (SI) Review  Provides the primary ideas to support the Topic Sentence  Answers appropriate Who, What, Where, When, Why, How questions  Provides reader with specifics

Supporting Idea (SI) Review  Helps group related items in the paragraph  Includes transitions, when necessary, to help paragraph flow

Voting Scenario  Example of a SI sentence with an internal transition. First, you’ll feel good because you’re taking part in one of our country’s most sacred rights as a citizen.

Conclusion Paragraph Review  Closure: wraps up letter in a positive tone, motivational if appropriate – DON’T SUMMARIZE – Write in 1, 2 or 2 PPOV SU  Must have Point of Contact (POC) – List person, position and extension

Voting Scenario  Closure example: I hope you show your American spirit by voting in the upcoming general election.

Voting Scenario  POC example: If you have any questions, please contact 2d Lt Jeremy Michaels, our unit voting representative, at ext

Signature Block Review  NAME (caps), Rank (upper and lower case), USAF (caps)  Duty title one line below name, upper and lower case  Ensure there are four blank lines from last line of text, three spaces right of center

Voting Scenario  Signature Block correct format: SAMANTHA C. JONES, Lt Col, USAF Commander

Completed Letter Review Let’s look at the letter in its entirety.

Homework Assignment  “Dorm Maintenance Scenario” – Refer to AS 300 Reader – Use instructor’s FAS/signature block/duty title  Due by start of “Editing: An Essential Endeavor” class

Summary  General requirements  Format Review – Examine purpose and use of terms – Apply to voting scenario  Review a completed letter  Homework assignment