Part Six Practical Writing (I) A brief introduction to practical English writing

Part Six Practical WritiPart Six Practical Writing (I)ng (I)

Part Six Practical WritiPart Six Practical Writing (I)ng (I)

A brief introduction to practical A brief introduction to practical English writingEnglish writing

What is practical English writing ?

• practical English writing is a part of non-literature written English. It is generally referred to as those common written documents for special purposes and in regular forms.

• in this book, we divide practical English writing into two common types: daily practical English writing and business writing.

Differences between PW & GW

3 characters of practical writing----• each type has a regular form • simplicity in style • its briefness in form

Unit 1 Job-related Unit 1 Job-related Practical WritingPractical Writing

Unit 1 Job-related Unit 1 Job-related Practical WritingPractical Writing

1.1 Resume1.1 Resume

1.1.1 A Brief Introduction to Resume Writing

• it is the first impression you will make on a prospective employer

• If we look at the job search as a marketing campaign, we can then look at the resume as a print advertisement or a marketing brochure.

1.1.2 Types of Resume • Without Experience Resume -----Normally, experience is very limited (less

than two years) or none. therefore it is necessary to concentrate on abilities, knowledge, achievements obtained in studies, qualifications, acquired responsibilities, voluntary work, trips, languages....

1.1.2 Types of Resume

• Professional Resume-----a style used for people who already have

a minimum experience of 3-5 years. It concentrates on the obtained objectives, solution of problems, applied abilities, promotion and development of the career…..

1.1.2 Types of Resume• Executive Resume -----is used for people in high positions. It

concentrates on the objectives obtained as a director of a department or company, solution of problems, leadership, development of projects, use of abilities and motivation of team.

1.1.3 How to Write a Resume

• The information you display in your resume must be clear, concise and logical.

• Before writing up your resume , ask yourself a few questions and organize the answers.

• the information the resume contains is relevant.

1.1.4 Resume Format

• The functional resume format---- to assert a focus to relevant skills that are specific to the type of position being sought.

• The chronological resume format---- to briefly highlight these competencies prior to presenting a comprehensive timeline of career growth via reverse-chronological listing with most recent experience listed first.

•a sample resume format

1.2 CV-Cover Letter 1.2 CV-Cover Letter WritingWriting

1.2 CV-Cover Letter 1.2 CV-Cover Letter WritingWriting

1.2.1 A Brief Introduction to 1.2.1 A Brief Introduction to Cover Letter WritingCover Letter Writing

1.2.1 A Brief Introduction to Cover Letter Writing

• When applying for a job, you should always include a cover letter.

• Cover letters are used to introduce yourself and your resume,

1.2.2 How to Write a Powerful Cover Letter

• make sure to include the following: (1) The job you are applying for

(2) How you found out about the job(3) Why you are interested in the position(4) What qualifies you to do the work(5) Examples of related achievements(6) A closing summary of your qualifications(7) Your desire to meet for an interview

1.2.2 How to Write a Powerful Cover Letter

• Be clear and concise, energetic and professional.

• When relating examples of your accomplishments and abilities, try to use anecdotes (stories) to get the point across easier.

• Show the employer why you are the best person for the job.

•cover letter template

Unit 2 Office Daily Unit 2 Office Daily Routines’ WritingRoutines’ WritingUnit 2 Office Daily Unit 2 Office Daily Routines’ WritingRoutines’ Writing

2.1 Memos2.1 Memos

Components of Memos• Headings The full name and address of the company The name of the writers’ department The phrase “ Interdepartmental Memo”--- for

memos outside of the writer’s department; the phrase “ Intradepartmental memo”--- for memos inside of the writer’s department

Date, to whom, from whom and subject---- these should be filled in for each new memo.

Components of Memos• Basic elements Body Closure Signature Copy list Enclosure reminder

•Sample memo

2.2 E-mail2.2 E-mail 2.2 E-mail2.2 E-mail

2.2.1 A Brief Introduction to

E-mail • E-mail writing should include the

same scrutiny as written communication does.

• E-mail seems to lie somewhere between written communication and oral communication.

2.2.2 How to Communicate Powerfully by

E-mail

• Subject lines are headlines• Make one point per e-mail• Specify the response you want • Be a good correspondent • Internal e-mail

•sample e-mail

2.3 Agendas • The header (Organization

Name ,Group Meeting Agenda ,Location ,Date ,Starting and Ending Time)

• The body ( the actual items to be covered during the meeting)

•sample agenda format

2.4 Minutes• Whatever that is written down will be clear to people

coming into the process at a later time. • Use the meeting agenda as an outline for the minutes. • Details do not belong to meeting minutes. • Use bullet points to make the minutes easier to read. • Make a note of issues that were tabled until future

meetings. • Review minutes as soon as possible after the meeting. • Make proofreading before the meeting minutes is

submitted.

•sample minutes

2.5 Notices2.5 Notices2.5 Notices2.5 Notices

2.5.1 A Brief Introduction to Notices

• Notices are intended to publicize social events; to report on matters of general interest to staff; to inform staff of instructions, change of plan, new systems and regulations; and make the staff conform to certain arrangements, etc.

2.5.1 A Brief Introduction to Notices

• Generally speaking, a notice is made up of 4 parts----heading ,body, date of issuing, and issuer’s name.

2.5.2 About Notice Language • concise • direct • affirmative • active• respectful• If you must use technical terms, you can still help your

reader understand them. • define the term in a text box close to its use. • include a glossary in the notice. • on your website, hyperlink the term to a definition or use a

simpler term or phrase in the text and link to the technical term.

• highlight your company's contact information clearly and conspicuously.

•sample notice

Unit 3 Business Unit 3 Business WritingWriting

Unit 3 Business Unit 3 Business WritingWriting

3.1 The Process of Business

Writing • Step 1 Identify the Types of

Writing• Step 2 Finding the

Requirements of the Writing• Step 3 Organizing the Ideas• Step 4 Paragraphing• Step 5 Revising

3.2 Ten Commandments of

Business Writing • ( 1 ) Short Sentences. • ( 2 ) Short Paragraphs.• ( 3 ) Active Voice. • ( 4 ) Necessary Words Only. • ( 5 ) Simple Words, Action Verbs, Concrete

Nouns. • ( 6 ) Consistent Tenses. • ( 7 ) Avoid Clichés Like the Plague. • ( 8 ) Parallelism Creates Power. • ( 9 ) Show, Don't Tell. • ( 10 ) Anecdotes and Quotations.

Examples of Common Business Writing Errors

• examples of common error.ppt

Unit 4 Business Unit 4 Business LettersLetters

Unit 4 Business Unit 4 Business LettersLetters

4.1 An Introduction to 4.1 An Introduction to Business Letter WritingBusiness Letter Writing

4.1.1 Business Writing Is Different

• Business writing strives to be crisp and succinct rather than evocative or creative; it stresses specificity and accuracy.

• In most cases, the business letter will be the first impression that you make on someone.

4.1.2 Pronouns and Active versus Passive Voice

• Personal pronouns (like I, we, and you) are important in letters. In such documents, it is perfectly appropriate to refer to yourself as I and to the reader as you.

• One way to achieve a clear style is to minimize your use of the passive voice.

4.1.3 Focus and Specificity

• your document does not turn out as an endless series of short, choppy sentences.

4.2 Components of a

Business Letter • The Heading• The Inside Address• The Greeting • The Body • The Complimentary Close • The Signature Line

4.3 Business Letter 4.3 Business Letter StylesStyles

4.3 Business Letter 4.3 Business Letter StylesStyles

4.3.1 Block Style • all the information is typed flush left,

with one-inch margins all around. • Modified Block Style & Block

Style.ppt

4.3.2 Indented Form

• Indent the first line of each paragraph one-half inch. Skip lines between paragraphs.

• Indented Style.ppt

Business Letter Samples

• making applology.ppt• notice to close account.ppt• win back a valued customer.ppt• confirmation of a job offer.ppt• rejection to job applicant.ppt

Unit 5 Business Unit 5 Business ReportReport

Unit 5 Business Unit 5 Business ReportReport

5.1 Introduction to Business Report

• Most report readers don’t actually read all the report; they only read the parts that interest them: the summary, the conclusion and recommendations.

• Most readers just need two things: that the information they want is where they expect it to be so, and that it is written clearly so that they can understand it.

5.2 Standard Sections of a Business Report

• Title Section. • Summary. • Introduction. • Main Body. • Conclusions. • Recommendations. • Appendices.

7 Tips For Writing Better

Business Reports • Confirm Exactly What the Client Wants • Determine What Type of Report Is

Required • Conduct the Initial Research • Write the Table of Contents First • Do Any Additional Research • Create the Skeleton Document • Write the Report By Filling In The Blanks

Sample Feasibility Report

• SAMPLE FEASIBILITY REPORT.ppt

Unit 6 Business Unit 6 Business ContractContract

Unit 6 Business Unit 6 Business ContractContract

6.1 An introduction to 6.1 An introduction to Business a ContractBusiness a Contract

6.1.1 What Is a Business Contract?

• A business contract is a legally binding agreement between two parties for an exchange of services or products that are of value.

6.1.2 When to Use Business Contracts

• Hiring or being employed as an independent contractor

• Buying or providing services or goods • Leases and real estate • Selling your business • Partnerships and joint ventures • Franchising • Confidentiality agreements • Noncompete agreements

6.1.3 Oral Business Contracts

• An oral contract is a spoken agreement that is as valid as a written contract.

• Oral contracts are legally enforceable

6.1.4 Written Business

Contracts • Written contracts are produced on

paper or electronically. • Legally, a written business

contract is easier to uphold than an oral contract because there is a reference for the agreement.

6.2 Business Contract Items• Date of contract • Names of parties involved • Details of services that your company will provide or

receive • Payment amounts • Payment due dates. • Interest on late payments • Deadlines for services due. • Expiration dates for the contract, such as a lease expiry • Renewal terms, if applicable • Damages for breach of contract. • Termination conditions• Signatures

6.3 E-Contracts and Signatures

• Electronic contracts and signatures are valid under the Electronic Signatures in Global and International Commerce Act, which was signed into law in 2000.

6.4 Business Contract Tips

• Be Specific • Clarify Questions • Know the Laws • Read the Fine Print • Negotiate and Consult an

Attorney

Sample Business Contracts

• sample contract provisions.doc• agreement on consulting

services.doc• Sample Sales Contract.doc