Part Six Practical
Writing (I)
A brief introduction to practical
English writing
What is practical English
writing ?
• practical English writing is a part of nonliterature 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
Practical Writing
1.1 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
Writing
1.2.1 A Brief Introduction to
Cover 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
Routines’ Writing
2.1 Memos
Components of Memos
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Headings
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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.
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Components of Memos
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Basic elements
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Body
Closure
Signature
Copy list
Enclosure reminder
• Sample memo
2.2 E-mail
2.2.1 A Brief Introduction to Email
• 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
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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 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
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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
Writing
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
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( 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
Letters
4.1 An Introduction to Business
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
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The
The
The
The
The
The
Heading
Inside Address
Greeting
Body
Complimentary Close
Signature Line
4.3 Business Letter
Styles
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
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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 Report
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
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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
Contract
6.1 An introduction to Business 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.
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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
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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
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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