1. Kagoshima University© 2008, Jay A. SmithPage 1 Class 6 Professional Writing

2. Kagoshima University© 2008, Jay A. SmithPage 2 btce2008@bizsmith.com Office Hour: Ｔｕｅｓ： 13:30-15:00 VBL 2F 電話 285- 3630 REVISED Class Schedule 5/28 ( 水 )12:50-14:20 ① Intro/ Self-Introductions 6/4 ( 水 )12:50-14:20 ② Getting Your Point Across 6/11 ( 水 )12:50-14:20 ③ Casual Business Conversations 6/18 ( 水 )12:50-14:20 ④ Understanding Business News 6/25 ( 水 )12:50-14:20 ⑤ PR & Marketing Communication 7/2 ( 水 )12:50-14:20 ⑥ Professional Correspondence 7/9 ( 水 )12:50-14:20 ⑦ Science & Technology Writing 7/16 ( 水 )12:50-14:20 ⑧ Working With New Media [10/1]( 水 )12:50-14:20 ⑨ Public Speaking 10/8 ( 水 )12:50-14:20 ⑨ Public Speaking 10/15( 水 )12:50-14:20 ⑩ Elevator Pitches 10/29( 水 )12:50-14:20 ⑪ Business/Tech Project Plan Case Study 11/5 ( 水 )12:50-14:20 ⑫ Initial Presentation 11/19( 水 )12:50-14:20 ⑬ Business/Tech Project Plan Workshop 11/26( 水 )12:50-14:20 ⑭ Final Plan Presentation 12/3 ( 水 )12:50-14:20 ⑮ Final Plan Presentation (continued) 12/11( 木 ) Final Report Due

3. Kagoshima University© 2008, Jay A. SmithPage 3 Prior Homework  Writing: (for next Wednesday) Take your news story topic, write a press release as if you were the company or organization involved in the event or product discusses.  Watching/Listening/Reading: www.ManageYourWriting.com http://advertising.about.com/ http://advertising.about.com/od/smallbusinesscampaigns/u/smallbu siness.htm http://advertising.about.com/od/smallbusinesscampaigns/u/smallbu siness.htm www.prnewswire.com www.ketchum.com www.infocomgroup.com/ME2/Default.asp (PR Professionals) www.infocomgroup.com/ME2/Default.asp www.prwatch.org  Speaking: Marketing Tounge Twister: “ She sells seashells by the seashore ”

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6. Kagoshima University© 2008, Jay A. SmithPage 6 Purpose of Business Writing  Convey information  Deliver good or bad news  Explain of justify actions taken  Influence reader to take action  Direct action

7. Kagoshima University© 2008, Jay A. SmithPage 7 Specific Reasons for Many Business Documents  to inform  to explain  to confirm  to remind  to follow up  to formalize decisions  to express thanks  to apologize  to congratulate  to invite or welcome  to introduce a person or policy  to recommend  to reject a proposal or offer  to request  to persuade  To direct or command

8. Kagoshima University© 2008, Jay A. SmithPage 8 Memos Inside of Company manager «» employee staff «» staff Letters Outside of Company business «» business business «» customer business «» shareholder job applicant «» company Email Messages / Distribution Method Harvard Business School on: Effective Business Writing for:

9. Kagoshima University© 2008, Jay A. SmithPage 9 Harvard Business School on: Good Business Writing  Have A Purpose Clear  Be Audience Focused  Make Your Message Clear  Keep Focused on Topic  Be Concise  Use Simple Sentences  Make Delivery Strategic (Who, When, How)

10. Kagoshima University© 2008, Jay A. SmithPage 10 Malcom Forbes on: How to Write a Business Letter  Know what you want (to accomplish)  Dive right in - Tell what your letter is about in the first paragraph  Write so it is enjoyable for the reader (customer) Be positive Be nice Be natural Be specific Be interesting (sense use humor – be careful about this)  Use more nouns and verbs than adjectives  Use active voice, not passive voice  Make the letter look good – format, spelling, grammar  Keep it short  Be honest, don’t exaggerate  Be clear  End with action statement and simple close

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14. Kagoshima University© 2008, Jay A. SmithPage 14 Homework  Write a cover letter in English to apply for a job in a U.S. or U.K. company where you may want to work. Check their website to see if there are jobs available (or make one up if no jobs are posted)  Extra Credit: Write a letter to Prime Minister Fukuda recommending that he take some action to improve Japan. Email to btce2008@bizsmith.com by 7/8btce2008@bizsmith.com

15. Kagoshima University© 2008, Jay A. SmithPage 15 Cover Letters  Keep it brief. Usually about four paragraphs: 1. Introduce yourself and explain why you’re writing. 2. Lay out your key, related skills and accomplishments. 3. Explain why you want to work for the company. 4. Thank the reader, invite him to contact you or write your follow-up plans.  Personalize. Address your letter to a specific person. (Make sure the spelling is correct.) Avoid generic greetings.  Sell your skills. Don’t just repeat your resume. Highlight the skills that are most relevant and show how they relate to the position.  Be clear. Be direct (but not pushy); write clearly and concisely. Don’t make the reader guess why you’re writing or how your skills match the position.  Be proactive. Tell how you can be reached and be specific about your plan to follow-up. Follow through.  Review carefully. Double-check for typos; don’t rely on spell-check. Ask a friend to check it. Make changes and review again.