Agenda zConcreteness and clarity zOrganization and reader perception zOrganization for neutral, informative documents zCorrectness: myths and realities zInformative memo assignment

Concreteness z Be clear - use specific facts and figures z Put action in your verbs z Choose vivid, image- building words (that are professional)

Being clear zPrecise, concrete, familiar words Examples: zShort, simple sentences and paragraphs Specifics:

Putting action in your verbs zActive vs, passive Definition: Examples: Uses: zNouns vs. verbs Examples: Uses:

Choosing vivid words z This is in reference to your correspondence of September 12, in which you accepted the firm’s offer of employment in the position of …. z Welcome to XYZ, Inc.! Thank you for your recent letter confirming your acceptance...

Cover letter exercise #1 zIn small groups, read the exercise and rank the cover letter samples in each category zHow could each letter be improved?

Organization and perception zWhere is attention strongest when you read a document? zThe attention curve

Using the curve: Advance organizers zWhat are they? zWhy use them?

Using the curve: PAL zWhat it is yPorch: connection between message content, sender, and receiver yAction: clear and precise statement of purpose yLayout: brief overview of content zWhen (and why) to use it

Organization: informative Direct approach yFirst: main idea, main point yMiddle: explanation (all relevant details) yEnd: positive, friendly tone; clear statement of action desired (if any); next steps Announcement yFirst: best news; reader benefit yMiddle: details; instructions; re-emphasis of reader benefit yEnd: offer of additional help; contact info; next steps

Cover letter exercise #2 z Exchange cover letters with a partner yUnderline the main point. Is it in the first paragraph? yHow is the letter organized? (What comes first, second, third, etc.?) yHow does it use advance organizers? yHow clear and concrete is the language?

What is correct usage? zStandard English grammar (subject-verb agreement, pronoun reference, verb tense) zAccurate spelling zAppropriate word choice (level of formality, accurate meanings, specific words) zGenerally accepted punctuation Grammar Punctuation Spelling

Myths and realities of English usage zThere is one correct form of Standard English zPeople who do not use Standard English are lazy, ignorant, or of low social class zPeople who don’t use language properly can’t be expected to perform their jobs properly zPeople will judge you on your use of English

Types of errors and their impact In order of importance to readers: yDisruptive errors: make determining your meaning difficult yCredibility errors: reflect negatively on your professional image yEtiquette errors: generally not noticed, but can reflect negatively on your image yAccent errors: characteristic of non-native English

Informative memo z What type of communication is this? z What will readers need to know? yIn the case? yNot in the case? z How will you show reader benefit?

Assignment zRead Ch. 8 zRead the packet on “Correctness” zReview Appendix B for punctuation quiz Thurs. zWrite a draft of the informative memo (draft due 9/21, final due 9/26)