1. Writing in the Workplace Diane S. Kukich, MA Dept. of Civil & Environmental Engineering University of Delaware October 19, 2006

2. How much does good writing matter? “Knowing the elements of good business writing can make or break a career.” − Claire White, attorney and lecturer on business communication

3. Categories of writing Technical writing Scientific writing Business writing

4. How is it different? Specific audience Specific purpose

5. Questions to answer before you start Purpose Audience Context Information Support Objections Other circumstances

6. Types of business writing Letters Memoranda Press releases Proposals Email

7. Letters External Audience and purpose Recipient + others? Conventions of business writing

8. Memoranda Internal Usually email Purpose, audience, etc. Company culture Recipient + others?

9. Press Releases Publicity Medium Audience Reporter style

10. Business proposals Solicited/unsolicited Deliverable Persuasion Understanding needs Assessing capabilities Credentials, schedule, QC

11. Email Dominant form of communication Company culture and policies Permanent!

12. E-mail etiquette (Netiquette) No “screaming” Subject line Signature line Housekeeping Good writing

13. Brevity Clarity Accuracy Good writing is good writing, whatever the medium….

14. Design elements for eye- friendly formatting Headers and footers Page numbers Consistent use of styles White space Bullet lists Graphics

15. Revision checklist Content Style and tone Format Grammar and usage

16. Content Is your purpose clear? Do your first few sentences provide the context and organization for your communication? Is your organization clear, appropriate to the purpose, audience, & information? Have you eliminated all unnecessary content? Is the action you expect from the reader clearly stated?

17. Style and tone Is your terminology familiar to your audience? Have you eliminated unnecessary words? Is your tone consistent & suitable to the occasion? Are your sentences active? Have you focused on the “you” and not the “I”?

18. Format Have you used good quality paper? Are your paragraphs a reasonable length, allowing for sufficient white space? Is your organization clearly reflected in headings and subheadings where appropriate? Does the communication present an overall good appearance?

19. Grammar and usage Have you proofread carefully, eliminating all grammatical and typographic errors? Have you asked a colleague to look over the communication? Have you conducted a spell check? Have you looked up uncertain words in a good dictionary?

20. Resources Strunk and White’s The Elements of Style, Macmillan The Chicago Manual of Style, University of Chicago Press Seminars, workshops Online resources (e.g., Writers Write, the Internet Writing Journal (http://www.writerswrite.com)http://www.writerswrite.com http://www.ce.udel.edu/faculty- staff/Editing.html