EBW Participants' Manual

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Effective Business Writing

Beth Tello Page 1

EFFECTIVE BUSINESS WRITINGPARTICIPANT MANUAL

COURSE OBJECTIVES:

At the end of the course, participants will be able to:

1. Observe the 5 Cs of business writing when creating business documents.2. Create sample email messages.3. Apply norms in business writing.

There are two types of communication based on media used:

1. Oral2. Written

PRINCIPLES OF WRITTEN COMMUNICATION

Worlds of Writing

1. _____________________ - used in the academe. Language is formal and rules are strict. This issometimes called formal writing.

2. _____________________ - used in poems, novels, and song lyric. Language is free-flowing.Rules are fluid.

3.

_____________________ - used in offices and businesses. Language is more conversationalthan formal writing but not as fluid as poetry.

Objectives of Communication:

1.______________________________________________________________________________

2. _____________________________________________________________________________

3. ______________________________________________________________________________


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The Communication Process

Noises in Communication

1. ________________________ Incorrect word choiceWeak sentence and paragraph structure

Grammatical errors

Poor organization of ideas

2. _____________________ Typographical errorsCluttered layout

Unfriendly format

Poor quality of paper

3. _____________________ Offensive and discourteous toneCultural Awareness

5 Cs of BUSINESS WRITING

1. __________________________- Sentence construction and word usage- Grammar error often lead to misunderstandingExample:

I waste many earning with the misadvice from Maxicare regarding baby whom

we've got with no marriage.

I dont have the informations right now so let me get back at you on that.

Grammar Review

Subject and Verbs

____________ - a word that shows action or state of being.

The Writer The Document The Reader


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Example: talk, read (action words)

Is, are, was, were, am (state of being)

____________- a noun or a pronoun that performs the verb.

Example: The woman hurried.

Subject: WomanVerb: hurried

Finding Subjects and Verbs

Rule 1. If a verb follows to, it is an infinitive phrase and not the main verb. You will find

the main verb before or after the infinitive phrase.

Examples:

I like to walk.

Verb: like

Subject: I

The efforts to get her elected succeeded.

Rule 2. A subject will come before a phrase beginning with of.

Example: A bouquet of yellow roses will lend color and fragrance to the room.

Rule 3. To find the subject and verb, always find the verb first. Then ask who performed

the verb.

Example 1: The jet engine passed inspection.

Example 2: From the ceiling hung the chandelier.

Rule 4. Any request or command such as Stop! or Walk quickly. has the understood

subject you.Example: (You) Please bring me some coffee.

Rule 5. Sentences often have more than one subject, more than one verb, or pairs of subjects

and verbs.

Examples:

I like cake and he likes ice cream.


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(Two pairs of subjects and verbs)

He and I like cake.

(Two subjects and one verb)

She lifts weights and jogs daily.(One subject and two verbs)

Subject-Verb Agreement

BASIC RULE:

Singular subject takes a Singular verb

Plural subject takes a Plural verb

HINT:

Verbs do not form their plural by adding an s as nouns do. In order to determine which verb is singular

and which one is plural, think of which verb you would use with he or she and which verb you would use

with they.

Example: talk, talks

He talks. She talks. Therefore, talks is singular.

They talk. Therefore, talk is plural.

Rule 1. A verb agrees with its subject in number.Examples:

The car stays in the garage.

The flower smells good.

There is an old saying: Opposites attract. The rule for singular and plural verbs is the opposite ofthe

rule for singular and plural nouns. Remember this when you match subjects and verbs. You might guess

that stays and smells are plural verbs because they end in s. They arent. Both stays and smells are

singular verbs.

Rule 2. The number of the subject (singular or pronoun) is not changed by words that come between the

subject and the verb.

Example:

One of the eggs is broken.

Of the eggs is a prepositional phrase. The subject one and the verb is are both singular. Mentally omit

the prepositional phrase to make the subject-verb agreement easier to make.

Rule 3. Some subjects always take a singular verb even though the meaning may seem plural.


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These subjects always take singular verbs:

each either

neither one

no one everyone

someone anyone

nobody somebody

anybody everybody

Examples:

Someone in the game was hurt.

Neither of the men is working.

Rule 4. The following words may be singular or plural, depending upon their use in a sentence:

some, any, all, and most.

Examples:

Most of the news is good.

Most of the flowers were yellow.

All of the pizza was gone.All of the children were late.

Rule 5. Subjects joined by and are plural. Subjects joined by or or Nor take a verb that agrees

with the last subject.

Examples:

Bob and Sam are leaving.

Neither Bob nor Sam is leaving.

Neither Bob nor his friends are leaving.

Rule 6: There are here are never subjects. In sentences that begin with these words, the

subject is usually found later on in the sentence.Examples:

There were five books on the shelf. (were, agrees with the subject book)

Here is the report that you wanted. (is, agrees with the subject report)

Rule 7. Collective nouns may be singular or plural, depending on their use in the sentence.

A collective noun is a noun used to name a whole group. Following are common examples:

army audience herd

crowd class swarm

club committee troopflock group

jury orchestra

team public

Examples:

The orchestra is playing a hit song. (Orchestra is considered as one unit singular)


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The orchestra were asked to give their musical backgrounds. (Orchestra is considered as

separate individuals plural)

Rule 8. Expressions of time, money, measurement, and weight are usually singular when the

amount is considered one unit.

Examples:Five dollars is too much to ask.

Ten days is not nearly enough time.

On occasion, however these terms are used in the plural sense:

There were thirty minutes to countdown.

Rule 9: Some nouns, while plural in form, are actually singular in meaning.

Examples:

Mathematics is an easy subject for some people.

Physics is not taught by Professor Baldwin.

mumps measles

Physics acrobatics

home economics calisthenics aesthetics

gymnastics social studies

statistics news

civics

Rule 10. The expression the number is followed by a singular verb while the expression a

number is followed by a plural verb.

Examples:

The number of people we need to hire is thirteen.

A number of people we have written in about this subject.

Rule 11. Dont and Doesntmust agree with the subject. Use doesnt after he, she, it.

Examples:

Doesnt he know how to sail?

They dont make movies like that anymore.

Rule 12. The words here and there have generally been labeled as adverbs even though they indicate

place. In sentences beginning with here or there, the subject follows the verb.

Examples:There are four hurdles to jump.

There is a high hurdle to jump.

Rule 13. Sometimes the pronoun who, that, or which is the subject of a verb in the middle of the

sentence. The pronouns who, that, and which become singular or plural according to the noun directly

in front of them. So, if that noun is singular, use a singular verb. If it is plural, use a plural verb.


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him + him = whomever

Examples: Give it to whoever/whomever asks for it first.

Give it to him. He asks for it first. Therefore, Give it to whoever

asks for it first.

We will hire whoever/whomever you recommend.We will hire him. You recommend him.

him + him = whomever

We will hire whoever/whomever is most qualified.

We will hire him. He is most qualified.

him + he = whoever

Rule 2. When the entire whoever/whomever clause is the subject of the verb that follows the

clause, look inside the clause to determine whether to use whoever or whomever.

Examples: Whoever is elected will serve a four-year term.

Whoever is elected is the subject of will serve.

Whoever is the subject of is.

Whomever you elect will serve a four-year term.

Whomever you elect is the subject of will serve. Whomever is the

object of you elect.

Who vs. That vs. WhichRule 1. Who refers to people. That and which refer to groups or things.

Examples: Anya is the one who rescued the bird.Loki is on the team that won first place.

She belongs to an organization that specializes in saving endangered

species.

Rule 2. That introduces essential clauses while which introduces nonessential clauses.

Examples: I do not trust products that claim "all natural ingredients" because this

phrase can mean almost anything.

We would not know which products were being discussed without

the that clause.

The product claiming "all natural ingredients," which appeared in the

Sunday newspaper, is on sale.

The product is already identified. Therefore, which begins a

nonessential clause.

NOTE: Essential clauses do not have commas surrounding them while nonessential clauses are

surrounded by commas.


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Rule 3. If this, that, these, or those has already introduced an essential clause, you may use which to

introduce the next clause, whether it is essential or nonessential.

Examples: That is a decision which you must live with for the rest of your life.

Those ideas, which we've discussed thoroughly enough, do not need to

be addressed again.

NOTE: Often, you can streamline your sentence by leaving out which.

Example: That is a decision which you must live with for the rest of your life.

Better: That is a decision you must live with for the rest of your life.

GOOD VS. WELL

The word good is an adjective, while well is an adverb.

Examples: You did a good job.

Good describes the job.

You did the job well.

Well answers how.

You smell good today.

Describes your odor, not how you smell with your nose, so follow

with the adjective.

You smell well for someone with a cold.

You are actively smelling with a nose here, so follow with the

adverb.

When referring to health, use well rather than good.

Example: I do not feel well. You do not look well today.

Note: You may use good with feel when you are not referring to health.

Example: I feel good about my decision to learn Spanish.

THAN vs. THEN

Use than to show comparison. Use then to answer the question when.

Examples: I would rather go skiing than rock climbing.

First we went skiing; then we went rock climbing.


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PREPOSITIONS

Rule 1. You may end a sentence with a preposition. Just do not use extra prepositions when

the meaning is clear without them.

Correct: That is something I cannot agree with.

That is something with which I cannot agree.Correct: Where did he go?

Incorrect: Where did he go to?

Correct: Where did you get this?

Incorrect: Where did you get this at?

Correct: I will go later.

Incorrect: I will go later on.

Rule 2. Use on with expressions that indicate the time of an occurrence.

Examples: He was born on December 23.

We will arrive on the fourth.

Rule 3. Ofshould never be used in place of have.

Correct: I should have done it.

Incorrect: I should of done it.

Rule 4. Between refers to two. Among is used for three or more.

Examples: Divide the candy between the two of you.

Divide the candy among the three of you.

Rule 5. The word like may be used as a preposition and in informal writing, as a conjunction. In

formal writing, use as, as if, or as though rather than like as the conjunction.

Examples: (Prepositional usage) You look so much like your mother.

(Conjunction usage) You look like you are angry.

OR You look as if you are angry.


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VERB TENSES


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2. _________________________- Refers to the accuracy of the message based on appropriate word usage and word

order.

It answers the question: Will the receiver / reader interpret the message in the

same way as the sender / writer originally meant it?

TIPS IN ENSURING CLARITY (IN SENTENCES)

A. Modifiers should be properly placed near the word/words they modify.Examples: I updated almost all the information here in your record.

I almost updated all the information here in your record.

B. Avoid incomplete comparisons or comparing two different concepts.Examples: Incorrect: Maxwells theory is better than Darwin.

Correct: Maxwells theory is better than Darwins.

Incorrect: I think that sending email is more efficient than

snail mail.

Correct: I think that sending email is more efficient than

sending snail mail.


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C. Always observe parallelism when constructing sentences.Examples: Incorrect: My tasks include creating templates, monitoring

compliance, and to submit month-end SLA reports.

Correct: My tasks include creating templates, monitoring

compliance and submitting month-end SLA reports.

D. Use familiar and simple words.NOT BUT

subsequent after

inadvertency error

e.g. (L) for example

promulgate issue

domicile home, house

remuneration pay

disclose show, uncover

i.e. (L) that is

pursuant in line with

E. Keep your sentences short.The average length of sentences should fall somewhere between 15 and 20 words.If the sentence is too long, try splitting it into simpler and shorter sentences.

Unclear: It is important for us to meet deadlines as this greatly affects our agreed

SLAs and OLAs that serves as a reflection of our work ethics as an IBM team that lives up

to the IBM values.

Clear: Meeting deadlines is important for us. This greatly affects our

agreed SLAs and OLAs. Also, it serves as a reflection of our work ethics as an

IBM team that lives up to the IBM values.

F. Observe natural word order.Unclear: Submit the application form, you must.

Clear: You must submit the application form.


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3.______________________Express ideas in the fewest words possible without sacrificing clarity.

The rule is Keep It Short and Simple (KISS).

TIPS IN ENSURING CONCISENESS (IN WRITING SENTENCES)

A. Avoid redundant expressions.Examples: Redundant You can use your EL credits for emergency situations

only.

Concise ______________________________________________

Redundant Tell me about your past experiences as an HR

Specialist.

Concise - ______________________________________________

B. Refrain from using words that dont add meaning to a sentence.Examples: Wordy A manager is someone who handles, controls, and

directs a team.

Concise - ______________________________________________

Wordy The attached form is for your use in developing the

necessary report.

Concise - ______________________________________________

C. Avoid using too many modifiers.Examples: Wordy This new process is really so much better than what we

had before.

Concise - ___________________________________________

D. Avoid using clichs or long expressions when 1 word is enough.Examples: Wordy Last but not the least; you just need to have your

manager sign.

Concise - ____________________________________________

Wordy More often than not, the expectation is for us to deliver

before the deadline.Concise - ____________________________________________

E. Always use the active voice.Examples: Wordy The shirts were distributed by the event committee

during the 3Q Town Hall.

Concise - _____________________________________________


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Wordy The clearance form was signed by Bill Matson.

Concise - ______________________________________________

BREVITY

Get rid of wasted words but do not sacrifice ideas.Courtesy is still important.

Too much brevity (conciseness) may cause the tone to sound blunt and overbearing.

Example: Return the documents by August 12. Do not sign the form.

BUT: Were working against a tight timeline on this project, so please return

the documents by August 12. Also, kindly leave them unsigned.

4.________________________- Refers to the tone and style of a message.- When composing your document, you may want to consider the following:

a. Your relationship to the readerb. The subject of your emailc. The purpose of your email

TIPS ON ENSURING CONSIDERATION

A.

Focus on the YOU Attitude

We/I: I want to send my congratulations

YOU: ________________________________

We/I: We will send the report on April 8

YOU: _________________________________

We/I: We want you to take advantage of our services

YOU: _________________________________

B. Show the reader benefits.Example: You can be assured of immediate feedback from us should all of your

requirements be submitted before the deadline.

C. Emphasize positive and pleasant facts.Example: We regret to inform you that the training has been cancelled due to

unavailability of a facilitator. Rest assured that you will be informed immediately as soon as


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we come up with the new schedule. Your slot has already been reserved so you can expect

to be prioritized. Thank you.

D. Highlight what you can do, not what you cannot do.Example: We will only be able to process this with approval from your manager. What I

can do for now, though, is to send him a follow-up email so that I can process your requestas soon as its approved.

E. Use euphemisms and gender-neutral expressions.Euphemism is the act or an example of substituting a mild, indirect or vague term

for one thats considered harsh, blunt, or offensive.

Example: How may I help you with your problem?

CONSIDERATE- _____________________________________________

I suggest that you raise this to the Complaints Department.CONSIDERATE: ______________________________________________

It is highly encouraged to use gender-neutral words. This can be done by

avoiding gender judgment in job title and by thinking plural.

Sales men vs. Salesperson

Chairman vs. Chairperson

Everyone has his own opinion. VS. Everyone has his/her own opinion.

F. Avoid hurting or irritating expressions.When conveying bad news, do it with utmost tact.

NOT BUT

You failed to notice May I point out that

You neglect to mention We also can consider

You overlooked the fact One additional fact isYou missed the point From another perspective

I see no alternative but Our clear plan of action


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5.___________________________It is highly encouraged to express an idea in a relaxed conversation without sacrificing

professionalism.

Not: Look over the stuff and kick it back with your input.

But: Please review the materials and give me your feedback.

Not: FYI, Im outta here for the rest of the week.

But: Ill be traveling for the rest of the week. For urgent concerns, please coordinate

with

Exercise: How can we improve the email message?

Hi Sir Carlo,

I havent received the templates that you promised to send yesterday so I wasnt able to

complete the deck for the report.

Anyway, attached again herein are the templates that your supposed to review. I took the

liberty of highlighting in gray color, the items that you need to check.

As per my discussion with Linda Calleja, you should be ready to submit the form by Monday

before 12nn, in time for our presentation at 1pm. I am inviting some of the Domain Leads to

join us during the presentation.


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Writing Effective Email Messages

Using e-mail in business is COMPANY TO COMPANY e-MAIL, and should not be confused with e-

mail between business colleagues.

Nature of EmailCompanies and businesses use email as the main form of communication because of its quick turn-

around time. Clarifications can easily be made in email. Email messages are also less formal than other

written forms because email messages are conversational in nature. In email, people write in the same

way as they would speak but maintaining professionalism.

Nature Pros and Cons

Pros: 1.

2.

3.

4.

5.

6.

Cons: 1.

2.

3.

4.

5.

Email Preparations

1. Avoid _____________ when writing an e-mail.2. Think before you send an e-mail. An e-mail is a ________________________________ form of

communication.

3. Take the _____________________ to properly prepare an e-mail.


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The Writing Process

1.________________________To help you organize your thoughts when planning, you may use:

A

I-

D-

A_______________

What to Analyze?

1. ________________________________________Think of what the real issue is before worrying about how to respond.

Examples: Inquiry about the use of the Employee Portal

Clarification regarding vacation leave credits

Complaint about delay in student loan application

Online source for the steps on how to request for a hiring

ticket

2. ________________________________________Know about the readers background. This is also the opportunity to

recognize possible cultural differences.

Examples: Office Colleague New-hire Manager

American Executive Japanese Hiring Manager

Indian Contractor French Retiree


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3. ____________________________________________Email can be categorized based on what is needed from the

customer/readers end.

A. ________________________________Informative e-mail messages aim to simply present information tocustomers.

Actions may not be necessary and so, the recipient will just be

informed of different instances, situations, results or statuses, etc.

B. __________________________________Action-oriented e-mail messages request the recipient to perform an

action or to do his/her part in resolving issues/concern. The actions

requested may be part of the resolution or the solution itself.

Examples:

4. ______________________________________As part of quality customer service, you should be able to determine if there

is an emotion that needs to be addressed.

Questions you may ask yourself:

Was the reader/customer inconvenienced? ________________________

Is the customer/reader excited about something? __________________

Does the customer/reader sound anxious? ________________________

Is the customer/reader upset about something?________________________

Informative Action-oriented

Sharing Neutral/Good News Making a Direct Request

Sharing Bad News (DecliningRequests, Providing updates for

requests, etc.)

Sharing Bad News (DecliningRequests, Providing updates for

requests, etc.)

Replying to an Inquiry Making an Inquiry

Closing pending matters Negotiating/ appealing forreconsideration

Educating customers on processes Making follow-ups

Giving instructions (educationalpurposes)

Giving instructions (immediateaction is required)


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I _________________________

It is your objective for writing the customer/recipient based on your analysis.

Examples: To confirm understanding of the customer about the Dress Code

To send a copy of the July balance sheetTo clarify customers question about Emergency Leaves

To educate customer on how to use the Employee Self Service

D ________________________

This is the part where you specify the information that you need to share with your

customer.

WHO: _________

WHEN: _________

WHERE: _________

WHAT: _________

Sample Plan Sheet


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2.______________________________This is constructing the body of your email.

Generic Framework:

I __________________

D __________________

R ___________________

Draft: Informative Approach Framework

Intent to inform

Details What, Where, When, How

Reminders Other information (Contact information)optional

Draft: Action-Oriented Approach Framework

Intent to request for action

Details of the action required

Reminders - Other information (Contact information)optional

Draft: General Tips

Be straightforward but tactful. Observe the 5Cs of Business Writing. Avoid beginning with triteexpressions

Examples of Trite Expression:

The term trite language refers to expressions that have been used over and over

again until they become clichs. These expressions are so familiar that they have lost

their original effect and, at times, appear generic and insincere to the reader. Therefore,

using trite expressions in most writing is strongly discouraged.

Lets take a look at some examples of trite expressions that should be avoided:

all in all in our world today

as a matter of fact it goes without saying

at the crack of dawn it has come to my attention

at the drop of a hat last but not least


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back to the drawing board per your request

better late than never playing with fire

beat around the bush rotten to the core

best of both worlds since the dawn of man

beyond the shadow of a doubt water under the bridge

draw a blank when all is said and done

first and foremost window of opportunity

in a nutshell without further ado

Note that this is only a brief list of some trite expressions that you might be

tempted to use in your writing. There are thousands of these types of expressions in the

English language, so the best rule to follow is that if it sounds like a clich, dont use it.

Avoid participial closing and prepositional phrases.Example:

Hoping for your kind consideration.

Better: ___________________________________

Use short sentences & paragraphs. Use transitional words, bullets, or numbers for multiple issues.

Examples of Transitions:

ILLUSTRATION -- Thus, for example, for instance, namely, to illustrate, in other words, in particular,

specifically, such as.

CONTRAST -- On the contrary, contrarily, notwithstanding, but, however, nevertheless, in spite of, in

contrast, yet, on one hand, on the other hand, rather, or, nor, conversely, at the same time, while this

may be true.

ADDITION -- And, in addition to, furthermore, moreover, besides, than, too, also, both-and, another,

equally important, first, second, etc., again, further, last, finally, not only-but also, as well as, in thesecond place, next, likewise, similarly, in fact, as a result, consequently, in the same way, for example,

for instance, however, thus, therefore, otherwise.

TIME -- After, afterward, before, then, once, next, last, at last, at length, first, second, etc., at first,

formerly, rarely, usually, another, finally, soon, meanwhile, at the same time, for a minute, hour, day,

etc., during the morning, day, week, etc., most important, later, ordinarily, to begin with, afterwards,

generally, in order to, subsequently, previously, in the meantime, immediately, eventually, concurrently,

simultaneously.


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SPACE -- At the left, at the right, in the center, on the side, along the edge, on top, below, beneath,

under, around, above, over, straight ahead, at the top, at the bottom, surrounding, opposite, at the rear,

at the front, in front of, beside, behind, next to, nearby, in the distance, beyond, in the forefront, in the

foreground, within sight, out of sight, across, under, nearer, adjacent, in the background.

CONCESSION -- Although, at any rate, at least, still, thought, even though, granted that, while it may be

true, in spite of, of course.

SIMILARITY AND COMPARISON -- Similarly, likewise, in like fashion, in like manner, analogous to.

EMPHASIS -- Above all, indeed, truly, of course, certainly, surely, in fact, really, in truth, again, besides,

also, furthermore, in addition.

DETAILS -- Specifically, especially, in particular, to explain, to list, to enumerate, in detail, namely,

including.

EXAMPLES -- For example, for instance, to illustrate, thus, in other words, as an illustration, in particular.

CONSEQUENCE OR RESULT -- So that, with the result that, thus, consequently, hence, accordingly, for

this reason, therefore, so, because, since, due to, as a result, in other words, then.

SUMMARY -- Therefore, finally, consequently, thus, in short, in conclusion, in brief, as a result,

accordingly.SUGGESTION -- For this purpose, to this end, with this in mind, with this purpose in mind, therefore.

Draft: When Requesting for Action

Care in asking the person to do something should be observed so that you dont sound

demanding.

Use WE if the recipients action contributes to the resolution. Use May or please as a suggestive action to remind recipients.

Example: You may want to check that the documents are all

signed before sealing the envelope.

Use make sure instead of the more implicative must orshould.

Dont forget to be Considerate as explained in the 5 Cs ofBusiness Writing.

Draft: When Sharing Information

Dont drown your customers with too many details. If there are many items to be included, make sure to make your email

easy on the eyes of the recipient.

Highlight important information by using bullets, numbers, or even fontformats (bold, italicize, change color, etc.)

Combining formats altogether is offensive.Example: It is VERY important


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Draft: When Sharing Bad News

Use the U S AFramework

U _________________- Situation or result regarding concern

S _________________ - Details that led to the update

A _________________ - Offer the customer what you can do for him/her

Example:

We regret to inform you that your request for reimbursement was not

processed because this claim was submitted beyond the 90-day reimbursement

period. Claims submitted after this period result in . Despite

this however, we can still work on your claim should you seek exception

approval from your countrys Chief Financial Officer (CFO). Then, please re-sendyour request for

Checkpoint:

Get some distance from the text! Decide what medium lets you proofread most carefully. Try changing the look of your document. Find a quiet place to work. If possible, do your editing and proofreading in several short blocks of time,

rather than all at once.

If you're short on time, prioritize your editing and proofreading tasks

3.__________________________Reviewing involves checking whether you were to able to meet your objectives for

writing or not.

Did I meet my objective? Was I able to focus on the issue/concern? Was I able to cover everything I need to discuss? Will my target audience appreciate the way I wrote my letter? Is there organization in my message? Was I able to provide accurate information? (Names, Numbers, Dates)


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4.____________________________Editing is the process of ensuring that your work meets the5Cs of Business Writing.

Are my sentences _____________?



Did I convey with ________________________?

Does it have a ___________________ tone?

5._____________________________What to Proofread?

- Spelling- Punctuation- Alignment of Sentences / Paragraphs- Line Spacing

Rules of PunctuationI. Commas

A. In a series of three or more terms with a single conjunction, use a comma after

each term except the last .

Example:

red, white, and blue

honest, energetic, but headstrong

He opened the letter, read it, and made a note of its contents.

In the names of business firms, the last comma is omitted, as

Brown, Shipley and Company

Note: The abbreviation etc., even if only a single term comes before it, is always

preceded by a comma.


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B. Enclose parenthetic expressions between commas.

Example:

The best way to see a country, unless you are pressed for time, is to travel on foot.

C. Place a comma before and or but introducing an independent clause.

Examples:

The early records of the city have disappeared, and the story of its first years can no

longer be reconstructed.

The situation is perilous, but there is still one chance of escape.

D. Do not join independent clauses by a comma.

If two or more clauses, grammatically complete and not joined by a conjunction, are to

form a single compound sentence, the proper mark of punctuation is a semicolon.

Examples:

Stevenson's romances are entertaining; they are full of exciting adventures.

It is nearly half past five; we cannot reach town before dark.

We can also correct the sentences by replacing the semicolons by periods.Examples:

Stevenson's romances are entertaining. They are full of exciting adventures.

It is nearly half past five. We cannot reach town before dark.

If a conjunction is inserted, the proper mark is a comma.

Examples:

Stevenson's romances are entertaining, for they are full of exciting adventures.

It is nearly half past five, and we cannot reach town before dark.

E. Commas with Numbers

- Use a comma before the year if the date is given as follows: month, day, yearExample: July 12, 2012

F. Commas with Salutations

- Use a comma if the sentence starts with an address to someone.


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Example: Jane, can I talk to you for a second

G. Commas with Geographic Places

- Use a comma to separate parts of an address in a sentence.

Example: His address is 176 Baker Street, London, NW2 2LK, Great Britain.

H. Commas with Please

-Use a comma if please is at the end of a request.

Example: Send me a mail, please.

I. Commas with AdverbsUse a comma after certain adverbs: However, in fact, therefore, nevertheless, moreover,

furthermore, still, instead, etc.

If these adverbs appear in the middle of a sentence, they are enclosed in commas.

J. Commas with Conditional SentencesUse a comma if the if clause is at the beginning of a sentence.

Example: If I go to London, I will visit the Tower.

K. Commas with Direct Speech

Use a comma after the introductory clause.

Example: She said, I was in London last year.

If the direct speech is at the beginning of the sentence, put the comma before the finalquotation mark.

Example: I was in London last year, she said.

L. Commas as Means of ReadabilityExample: Lets eat, grandpa.

II. Semi-Colon Semi-Colon with Enumerations

Use a semi-colon in enumerations if a comma is already used to further separate an item of

the sequence.

Example: We have business partners in Edmonton, Canada; Waterford, Ireland; Brisbane,

Australia; and Durban, South Africa.

Semi-Colon between Main Clauses


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Use a semi-colon between two main clauses if they are not separated by and, or etc.

Example: The rain stopped; the sun came out again.

Use a semi-colon between two main clauses with conjunctions (e.g. and, or) if a comma is

used in at least one of the main clauses.

Example: James had, to put it mildly, a lot of problems; and not even his best friend could help

him.

Use a semi-colon between two main clauses if the second one starts with an adverbthat has to be enclosed in commas (e.g. however, in fact, therefore, nevertheless,

moreover, furthermore, still, instead).

Example: He didn't feel well; in fact, he had a very high temperature.

III. DashA dash is used to emphasise what follows.

Use dashes sparingly: not more than a pair per sentences in informal writing and (if possible)

not more than a pair per paragraph in formal writing.

Dashes for Change of Topic or StructureUse a dash for a change of topic within a sentence.

Example: This is very importantare you listening to me?

Use a dash if the information that follows is surprising and unexpected.

Example: We went shopping in Londonand met Robbie Williams.

Dashes in DialoguesUse a dash to show hesitation.Example: III don't know.

Dashes in Summaries and Additional InformationUse a dash to indicate a summarising clause.

Example: Jane, Daniel, Susan and Iwe all were taken aback.

Use a dash to indicate an emphasised addition.

Beispiel: He prayed to his Godto Allah.

Use a dash to enclose emphasised additional information which interrupts the normal

progression of the sentence.

Example: He wanted usCaron, Susan and meto meet his family.

IV. Colon Use a colon to signal a series of words, phrases, or clauses after a complete sentence.


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The baseball coach claimed that his team's success stemmed from three things: solid hitting,

consistent pitching, and good fielding.

The Marketplace has several specialties: a sliced roast beef dinner, a fried chicken strip dinner, a

fresh salad bar, and several types of pasta.

Use a colon to signal a second complete sentence that explains a closely related precedingsentence.

The professors advice was straight to the point: I won't tolerate students who can't get to class

on time.

Religion and politics can be touchy subjects: Many people hold opinionated views and are easily

offended by other people's remarks.

Use a colon to signal a name or description at the end of a sentence when you want to put alot of emphasis on that name or description.

The local college had a nickname for their students that had amused the town's residents for

years before the tornado made it appropriate: Gusties.

The preoccupied vandal didn't notice who was standing behind him: a smiling Campus Safety

officer.

Use a colon to introduce a long quotation.In his book, Language is Sermonic, Richard M. Weaver described how language may

influence us:

Sophistications of theory cannot obscure the truth that there are but three ways for

language to affect us. It can move us toward what is good; it can move us toward what

is evil; or it can, in hypothetical third place, fail to move us at all. (60)

Colons can also be used to:1.Separate titles and subtitles

William Shakespeare: The Greatest Playwright.

2.Express time

The robbery occurred at approximately 1:45 p. m. on Tuesday March 13, 1856.

3.Cite a legal or biblical passage


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According to Minnesota penal code 1:49:S2, it is unlawful to feed licorice or peanut

butter to goats.

According to John 3:16, God loved the world so much that he sacrificed his only son.

4.End a salutationTo Whom it May Concern:

5.Separate the place of publication and publisher in a bibliographic entry

James, Gerald. How to Write Best Sellers. New York: Henry James Publishing, 1973

Basic Spelling Rules

One of the most common spelling rules taught to elementary students is, I before E, except

after C, unless it says A as in neighbor and weigh." However, there are a number of other rules

that you can use to help decode the spelling of an unfamiliar word. For example:

The letter Q is always followed by U. In this case, the U is not considered to be a vowel.

The letter S never follows X.

The letter Y, not I, is used at the end of English words. Examples of this rule include my, by, shy,

and why.

To spell a short vowel sound, only one letter is needed. Examples of this rule include at, red, it,

hot, and up.

Drop the E. When a word ends with a silent final E, it should be written without the E whenadding an ending that begins with a vowel. In this way, come becomes coming and hope

becomes hoping.

When adding an ending to a word that ends with Y, change the Y to I if it is preceded by a

consonant. In this way, supply becomes supplies and worry becomes worried.

All, written alone, has two L's. When used as a prefix, however, only one L is written. Examples

of this rule include also and almost.

Generally, adding a prefix to a word does not change the correct spelling.

Words ending in a vowel and Y can add the suffix -ed or -ing without making any other change.

100 Commonly Misspelled Words

A

acceptable - Several words made the list because of the suffix pronounced -bl but sometimes spelled -ible,

sometimes -able. Just remember to accept any table offered to you and you will spell this word OK.

accidentally - It is no accident that the test for adverbs on -ly is whether they come from an adjective on -al

("accidental" in this case). If so, the -al has to be in the spelling. No publical, then publicly.


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accommodate - Remember, this word is large enough to accommodate both a double "c" AND a double "m."

acquire - Try to acquire the knowledge that this word and the next began with the prefix ad- but the [d] converts

to [c] before [q].

acquit - See the previous discussion.

a lot - Two words! Hopefully, you won't have to allot a lot of time to this problem.

amateur - Amateurs need not be mature: this word ends on the French suffix -eur (the equivalent of English -er).

apparent - A parent need not be apparent but "apparent" must pay the rent, so remember this word always has

the rent.

argument - Let's not argue about the loss of this verb's silent [e] before the suffix -ment.

atheist - Lord help you remember that this word comprises the prefix a - "not" + the "god" (also in the-ology) + -ist

"one who believes."

B

believe - You must believe that [i] usually comes before [e] except after [c] or when it is pronounced like "a" as

"neighbor" and "weigh" or "e" as in "their" and "heir." Also take a look at "foreign" below. (The "i-before-e" rule

has more exceptions than words it applies to.)

bellwether - Often misspelled "bellweather." A wether is a gelded ram, chosen to lead the herd (thus his bell) due

to the greater likelihood that he will remain at all times ahead of the ewes.

C

calendar - This word has an [e] between two [a]s. The last vowel is [a].

category - This word is not in a category with "catastrophe" even if it sounds like it: the middle letter is [e].

cemetery - Don't let this one bury you: it ends on -ery nary an -ary in it. You already know it starts on [c], of

course.

changeable - The verb "change" keeps its [e] here to indicate that the [g] is soft, not hard. (That is also why

"judgement" is the correct spelling of this word, no matter what anyone says.)

collectible - Another -ible word. You just have to remember.

column - Silent final [e] is commonplace in English but a silent final [n] is not uncommon, especially after [m].

committed - If you are committed to correct spelling, you will remember that this word doubles its final [t] from

"commit" to "committed."

conscience - Don't let misspelling this word weigh on your conscience: [ch] spelled "sc" is unusual but legitimate.

conscientious - Work on your spelling conscientiously and remember this word with [ch] spelled two different

ways: "sc" and "ti." English spelling!


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conscious - Try to be conscious of the "sc" [ch] sound and all the vowels in this word's ending and i-o-u a note of

congratulations.

consensus - The census does not require a consensus, since they are not related.

D

daiquiri - Don't make yourself another daiquiri until you learn how to spell this funny word-the name of a Cuban

village.

definite (ly) - This word definitely sounds as though it ends only on -it, but it carries a silent "e" everywhere it

goes.

discipline - A little discipline, spelled with the [s] and the [c] will get you to the correct spelling of this one.

drunkenness - You would be surprised how many sober people omit one of the [n]s in this one.

dumbbell - Even smart people forget one of the [b]s in this one. (So be careful who you call one when you write.)

E

embarrass (ment) - This one won't embarrass you if you remember it is large enough for a double [r] AND a

double [s].

equipment - This word is misspelled "equiptment" 22,932 times on the web right now.

exhilarate - Remembering that [h] when you spell this word will lift your spirits and if you remember both [a]s, it

will be exhilarating!

exceed - Remember that this one is -ceed, not -cede. (To exceed all expectations, master the spellings of this

word, "precede" and "supersede" below.)

existence - No word like this one spelled with an [a] is in existence. This word is a menage a quatre of one [i] with

three [e]s.

experience - Don't experience the same problem many have with "existence" above in this word: -ence!

F

fiery - The silent "e" on "fire" is also cowardly: it retreats inside the word rather than face the suffix -y.

foreign - Here is one of several words that violate the i-before-e rule. (See "believe" above.)

G

gauge - You must learn to gauge the positioning of the [a] and [u] in this word. Remember, they are in

alphabetical order (though not the [e]).

grateful - You should be grateful to know that keeping "great" out of "grateful" is great.

guarantee - I guarantee you that this word is not spelled like "warranty" even though they are synonyms.


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H

harass - This word is too small for two double letters but don't let it harass you, just keep the [r]s down to one.

height - English reaches the height (not heighth!) of absurdity when it spells "height" and "width" so differently.

hierarchy - The i-before-e rule works here, so what is the problem?

humorous - Humor us and spell this word "humorous": the [r] is so weak, it needs an [o] on both sides to hold it

up.

I

ignorance - Don't show your ignorance by spelling this word -ence!

immediate - The immediate thing to remember is that this word has a prefix, in- "not" which becomes [m] before

[m] (or [b] or [p]). "Not mediate" means direct which is why "immediately" means "directly."

independent - Please be independent but not in your spelling of this word. It ends on -ent.

indispensable - Knowing that this word ends on -able is indispensable to good writing.

inoculate - This one sounds like a shot in the eye. One [n] the eye is enough.

intelligence - Using two [l]s in this word and ending it on -ence rather than -ance are marks of . . . you guessed it.

its/it's - The apostrophe marks a contraction of "it is." Something that belongs to it is "its."

J

jewelry - Sure, sure, it is made by a jeweler but the last [e] in this case flees the scene like a jewel thief. However,

if you prefer British spelling, remember to double the [l]: "jeweller," "jewellery." (See also pronunciation.)

judgment - Traditionally, the word has been spelled judgment in all forms of the English language. However, the

spelling judgement (with e added) largely replaced judgment in the United Kingdom in a non-legal context. In the

context of the law, however, judgment is preferred. This spelling change contrasts with other similar spelling

changes made in American English, which were rejected in the UK. In the US at least, judgment is still preferred

and judgement is considered incorrect by many American style guides.

K

kernel (colonel) - There is more than a kernel of truth in the claim that all the vowels in this word are [e]s. So why

is the military rank (colonel) pronounced identically? English spelling can be chaotic.

L

leisure - Yet another violator of the i-before-e rule. You can be sure of the spelling of the last syllable but not of

the pronunciation.

liaison - Another French word throwing us an orthographical curve: a spare [i], just in case. That's an [s], too, that

sounds like a [z].


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library - It may be as enjoyable as a berry patch but that isn't the way it is spelled. That first [r] should be

pronounced, too.

license - Where does English get the license to use both its letters for the sound [s] in one word?

lightning - Learning how to omit the [e] in this word should lighten the load of English orthography a little bit.

M

maintenance - The main tenants of this word are "main" and "tenance" even though it comes from the verb

"maintain." English orthography at its most spiteful.

maneuver - Man, the price you pay for borrowing from French is high. This one goes back to French main +

oeuvre "hand-work," a spelling better retained in the British spelling, "manoeuvre."

medieval - The medieval orthography of English even lays traps for you: everything about the MIDdle Ages is

MEDieval or, as the British would write, mediaeval.

memento - Why would something to remind of you of a moment be spelled "memento?" Well, it is.

millennium - Here is another big word, large enough to hold two double consonants, double [l] and double [n].

miniature - Since that [a] is seldom pronounced, it is seldom included in the spelling. This one is a "mini ature;"

remember that.

minuscule - Since something minuscule is smaller than a miniature, shouldn't they be spelled similarly? Less than

cool, or "minus cule."

mischievous - This mischievous word holds two traps: [i] before [e] and [o] before [u]. Four of the five vowels in

English reside here.

misspell - What is more embarrassing than to misspell the name of the problem? Just remember that it is mis +

spell and that will spell you the worry about spelling "misspell."

N

neighbor - The word "neighbor" invokes the silent "gh" as well as "ei" sounded as "a" rule. This is fraught with

error potential. If you use British spelling, it will cost you another [u]: "neighbour."

noticeable - The [e] is noticeably retained in this word to indicate the [c] is "soft," pronounced like [s]. Without

the [e], it would be pronounced "hard," like [k], as in "applicable."

O

occasionally - Writers occasionally tire of doubling so many consonants and omit one, usually one of the [l]s.

Don't you ever do it.

occurrence - Remember not only the occurrence of double double consonants in this word, but that the suffix is -

ence, not -ance. No reason, just the English language keeping us on our toes.

P


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pastime - Since a pastime is something you do to pass the time, you would expect a double [s] here. Well, there is

only one. The second [s] was slipped through the cracks in English orthography long ago.

perseverance - All it takes is perseverance and you, too, can be a near-perfect speller. The suffix is -ance for no

reason at all.

personnel - Funny Story: The assistant Vice-President of Personnel notices that his superior, the VP himself, upon

arriving at his desk in the morning opens a small, locked box, smiles, and locks it back again. Some years later when

he advanced to that position (inheriting the key), he came to work early one morning to be assured of privacy.

Expectantly, he opened the box. In it was a single piece of paper which said: "Two Ns, one L."

playwright - Those who play right are right-players, not playwrights. Well, since they write plays, they should be

"play-writes," wright right? Rong Wrong. Remember that a play writer in Old English was called a "play worker"

and "wright" is from an old form of "work" (wrought iron, etc.)

possession - Possession possesses more [s]s than a snake.

precede - What follows, succeeds, so what goes before should, what? No, no, no, you are using logic. Nothing

confuses English spelling more than common sense. "Succeed" but "precede." Precede combines the Latin words

"pre" and "cedere" which means to go before.

principal/principle - The spelling principle to remember here is that the school principal is a prince and a pal

(despite appearances)--and the same applies to anything of foremost importance, such as a principal principle. A

"principle" is a rule. (Thank you, Meghan Cope, for help on this one.)

privilege - According to the pronunciation (not "pronounciation"!) of this word, that middle vowel could be

anything. Remember: two [i]s + two [e]s in that order.

pronunciation - Nouns often differ from the verbs they are derived from. This is one of those. In this case, the

pronunciation is different, too, an important clue.

publicly - Let me publicly declare the rule (again): if the adverb comes from an adjective ending on -al, you include

that ending in the adverb; if not, as here, you don't.

Q

questionnaire - The French doing it to us again. Double up on the [n]s in this word and don't forget the silent [e].

Maybe someday we will spell it the English way.

R

receive/receipt - I hope you have received the message by now: [i] before [e] except after . . . .

recommend - I would recommend you think of this word as the equivalent of commending all over again:

re+commend. That would be recommendable.

referred - Final consonants are often doubled before suffixes (remit: remitted, remitting). However, this rule

applies only to accented syllables ending on [l] and [r], e.g. "rebelled," "referred" but "traveled," "buffered" and

not containing a diphthong, e.g. "prevailed," "coiled."


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reference - Refer to the last mentioned word and also remember to add -ence to the end for the noun.

relevant - The relevant factor here is that the word is not "revelant," "revelent," or even "relevent." [l] before [v]

and the suffix -ant.

restaurant - 'Ey, you! Remember, these two words when you spell "restaurant." They are in the middle of it.

rhyme - Actually, "rime" was the correct spelling until 1650. After that, egg-heads began spelling it like "rhythm."

Why? No rhyme nor reason other than to make it look like "rhythm."

rhythm - This one was borrowed from Greek (and conveniently never returned) so it is spelled the way we spell

words borrowed from Greek and conveniently never returned.

S

schedule - If perfecting your spelling is on your schedule, remember the [sk] is spelled as in "school." (If you use

British or Canadian pronunciation, why do you pronounce this word [shedyul] but "school," [skul]? That has always

puzzled me.)

separate - How do you separate the [e]s from the [a]s in this word? Simple: the [e]s surround the [a]s.

sergeant - The [a] needed in both syllables of this word has been pushed to the back of the line. Remember that,

and the fact that [e] is used in both syllables, and you can write your sergeant without fear of misspelling his rank.

supersede - This word supersedes all others in perversity. This is the only English word based on this stem spelled

-sede. Supersede combines the Latin words "super" and "sedere" which means to sit above.

T

their/they're/there - They're all pronounced the same but spelled differently. Possessive is "their" and the

contraction of "they are" is "they're." Everywhere else, it is "there."

threshold - This one can push you over the threshold. It looks like a compound "thresh + hold" but it isn't. Two

[h]s are enough.

twelfth - Even if you omit the [f] in your pronunciation of this word (which you shouldn't do), it is retained in the

spelling.

tyranny - If you are still resisting the tyranny of English orthography at this point, you must face the problem of [y]

inside this word, where it shouldn't be. The guy is a "tyrant" and his problem is "tyranny." (Don't forget to double

up on the [n]s, too.)

U

until - I will never stop harping on this until this word is spelled with an extra [l] for the last time!

V

vacuum - If your head is not a vacuum, remember that the silent [e] on this one married the [u] and joined him

inside the word where they are living happily ever since. Well, the evidence is suggestive but not conclusive.

Anyway, spell this word with two [u]s and not like "volume."


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WXYZ

weather - Whether you like the weather or not, you have to write the [a] after the [e] when you spell it.

weird - It is weird having to repeat this rule so many times: [i] before [e] except after...? (It isn't [w]!)

How to Proofread- Don't rely entirely on spelling checkers.- Proofread for only one kind of error at a time.- Read slowly, and read every word.- Separate the text into individual sentences.- Encircle every punctuation mark.- Read the paper backwards.

Tips on Proofreading- Check all names and numbers- Watch out for misused and misspelled homophones.- Look out for repeated words- Check dates against the calendar.- Make sure spelling and punctuation are correct.

The Email General Structure

1. __________________________- Know their preference.- Know their culture.- Do it professionally.

2. _________________________- This contains all the information necessary.- Consider using bullets or numbers when enumerating multiple ideas.

BULLETS NUMBERS

- Equal value - Order of priority- Rank or sequence unimportant - Steps in a procedure

- Easy reference


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3. __________________________- Insert 2 empty lines before it.- Use appropriate closing.

Sincerely Yours,

Warm Regards,

- Use comma after the desired closing.4. __________________________

- Insert 3-4 empty lines before it.- Use the account/company-approved signature (epilog).- Dont use smileys.- Minimize pictures to be used.- Use Logos only as permitted- Dont use famous Quote-lines.


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Email Norms1. Subject Field

The subject field plays an important role in catching the attention of your reader.

It defines your e-mail's relevance and urgency.

Without an effective subject line, your email may be de-prioritized and worse, leftunread.

Subject Prefixes

1. __________________________ - The reader has to act on something.2. __________________________- The writer needs the input of the reader but the

reader is not required to act on something.

3. __________________________- When there is a constraint in time; the readerneeds to act as this is a serious matter; or the writers deliverables are dependent on

the action of the reader.

4. _________________________- When the email contains personal information suchas compensation/salary and social security number.

5. _________________________- When the writer already sent a previous email butthere is no response from the reader yet. This prefix is usually used in follow-up

email.

6. _________________________- Used when the writer wants to share somethinghe/she thinks is important but is not related to work.

Subject Field: Tips

1.

Concisely define the subject of your email.2. Use businesslike catchphrases.3. Do not use ASAP. Be specific with dates.4. Classify internal email when appropriate. Select High Importance/Low Importance

as needed.

Body: Tips


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1. Email messages should be no more than one screen in lengthuse bullets

use horizontal lines

2. Include all pertinent information directly in the body. Use attachments only for tasksthat Outlook cannot handle easily (excel, PowerPoint, etc)

3. Use tables, charts and other organization tools, whenever appropriate.4. Use document links, hyperlinks, buttons, etc.

Signature/Epilog

Your Full Name

Your Job Role

Company name

Department/Division

Your contact numbers: (include direct line, tie line and your fax#)

Optional information you may include:

Your Mailing Address

Sending and Responding

TO should contain the names of the people who are directly involved

CC (Carbon Copy)should contain the names of those who need to know the information but

dont necessarily need to do any action

BCC (Blind Carbon Copy)- for people who dont want to disclose their addresses but should be

included in the list.


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The Replyand Reply to Allfunctions in Outlook allow you to customize your responsescontent.

Dont overuse Reply to All.

Do not Include Original Message Attach Original Message Include Original Message Text Include and Indent Original Message Text Prefix Each Line of the Original Message

Reminders: Email Dos

Take care with your word choice. Sarcasm and humor can be easily misinterpreted. Re-read your message prior to sending it.


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Reply promptly even if you dont have the answer to the question or concern. A simpleemail of acknowledgement will do.

Reply only to the appropriate party. Do not overuse Reply to All. Ask before sending attachments. Explain why you are sending the attachment and state what it is.

Reminders: Email DONTs

Type in ALL CAPS unless you are shouting. Use the company e-mail for personal correspondence. Use smileys ;-) :-) (T_T) Spam. Send jokes or chain letters through the company email. Forward a message unless you are sure that it is true.

Forward a message without adding your own note: - tell the recipient why. Cry wolf with URGENT subject lines


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DRAFT:

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DRAFT:

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FINAL DRAFT:

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Documents

EBW Participants' Manual