1. ENG 412 WRITING EFFECTIVELY

2. Principles of Composition Use active voice Use active voice Avoid long sentences Avoid long sentences Use simple language Use simple language Delete words, phrases, and sentences that do not add to your meaning Delete words, phrases, and sentences that do not add to your meaning Break your sentences into short sections Break your sentences into short sections Use specific and concrete terms Use specific and concrete terms Write in a natural conversational style Write in a natural conversational style Keep ideas parallel Keep ideas parallel

3. Try Your Skill (active voice) “When your order is received, your desk will be sent.” When we receive your order, we’ll send your desk. “It was felt that the budget was too large.” We felt that the budget was too large.

4. Try Your Skill (shorter sentences) “The advantages of their system over ours are that theirs eliminates all CDP forms, increases productivity by 40 percent, reduces errors to near zero, and eliminates the necessity of typing customer notices and key punch sections.” The advantages of their system over ours are that theirs: eliminates all CDP forms eliminates all CDP forms increases productivity by 40 percent increases productivity by 40 percent reduces errors to near zero reduces errors to near zero eliminates the necessity of typing customer notices and key punch sections eliminates the necessity of typing customer notices and key punch sections

5. Try Your Skill ( simple language) “Should you wish to return the vehicle, please contact the undersigned.” If you want to return the car, please call me. “We are experiencing difficulties with the automatic teller machines.” We are having problems with the automatic teller machines.

6. Try Your Skill (conciseness) “It has come to our attention that your account is two months in arrears.” Your account is two months behind. “The designer shows a preference for track lighting.” The designer prefers track lighting.

7. Try Your Skill (specific terms) “Send the paperwork to me ASAP.” Please send the application forms to me by Monday. “As requested, I called several brokers who had not been notified.” At Tom’s request, I called four brokers who had not been notified.

8. Try Your Skill (conversational style) “If further information is required, you may contact Barbara Johnson.” If you’d like more information, please call Barbara Johnson. “Pursuant to our discussion, I am forwarding the book.” As we discussed, I’m sending you the book.

9. Try Your Skill (parallelism) “Please complete this form, sign it, and then it should be sent to me.” Please complete this form, sign it, and send it to me. “It was both a long meeting and very disorganized.” The meeting was long and disorganized.

10. Principles of Organization Organize your material according to the way your reader thinks about the subject Organize your material according to the way your reader thinks about the subject Organize your material logically Organize your material logically Separate fact from opinion Separate fact from opinion Delete unnecessary closings Delete unnecessary closings Use headings and subheadings Use headings and subheadings

11. Principles of Wording and Phrasing Avoid wordy and redundant phrases Avoid wordy and redundant phrases Use short words Use short words Avoid “chat” language Avoid “chat” language Know the proper use of commonly misused words and phrases Know the proper use of commonly misused words and phrases Avoid jargon Avoid jargon

12. Principles of Tone Write to express, not to impress Write to express, not to impress Prefer informal to formal language Prefer informal to formal language Prefer positive to negative words Prefer positive to negative words If you need to give both good and bad news in the same sentence, give the bad news first If you need to give both good and bad news in the same sentence, give the bad news first Write to change behavior, not to express anger Write to change behavior, not to express anger Use contractions to warm up your message Use contractions to warm up your message

13. Principles of Persuasion Gain your reader’s attention Gain your reader’s attention Awaken a need for an idea before presenting it Awaken a need for an idea before presenting it Use facts, stats, and opinions to prove your point Use facts, stats, and opinions to prove your point Don’t use unncessary details Don’t use unncessary details Tell the reader what to do next Tell the reader what to do next Before making a request, give the reader a reason to respond Before making a request, give the reader a reason to respond

14. Principles of Format Use white space to aid readability Use white space to aid readability Use Subject or Re: lines in memos and emails Use Subject or Re: lines in memos and emails Use modern greetings and closings in letters Use modern greetings and closings in letters Used numbered lists or bullets when presenting a series of points/ideas Used numbered lists or bullets when presenting a series of points/ideas Put names in “cc” and “bcc” lists in alphabetical order Put names in “cc” and “bcc” lists in alphabetical order

15. The journalistic approach Dear Manager, Dear Manager, I recently got back from my holiday in London. However, this morning ı discovered that my black leather shoes are missing. Since I must have left them at the Park Lane Hilton, please check and let me know if you have the missing items. I recently got back from my holiday in London. However, this morning ı discovered that my black leather shoes are missing. Since I must have left them at the Park Lane Hilton, please check and let me know if you have the missing items. Yours Sincerely, J. Smith Yours Sincerely, J. Smith

16. The journalistic approach Who? Who? What? What? When? When? Where? Where? Why? Why? How? How?