Professional Writing Zina Romova
Week 6a Brainstorm useful types of Professional Correspondence Letters (routine, messages, bad-news letters, etc.) Letters (routine, messages, bad-news letters, etc.) Reports Reports Proposals Proposals Minutes, agendas Minutes, agendas CVs and job applications CVs and job applications Descriptions Descriptions Instructions Instructions Memos, s Memos, s Diaries Diaries Executive summaries Executive summaries Tables of contents Tables of contents Slides, charts, graphs, tables Slides, charts, graphs, tables Documents for the general public/reader Documents for the general public/reader
Routine letters Rhetoric requirements/expectations? Rhetoric requirements/expectations? directness, clarity, brevity, honesty, respect, a degree of formality (depends of whether it is addressed to company employees or outside the company reader) directness, clarity, brevity, honesty, respect, a degree of formality (depends of whether it is addressed to company employees or outside the company reader) Possible contents? Possible contents? anything from processing orders to dealing with complaints and responses to job applications anything from processing orders to dealing with complaints and responses to job applications
Structure? -Main idea or questions – explanation or amplification – friendly closing
What can help the writing? Determine the purpose (it is a functional document) Determine the purpose (it is a functional document) Knowledge of the audience Knowledge of the audience Drafting the opening, body and closing Drafting the opening, body and closing Following conventional format Following conventional format Testing and revising/editing Testing and revising/editing
Write a possible answer to the routine letter Start with the context/ a reminder Start with the context/ a reminder Use the chance for marketing Use the chance for marketing Give the info Give the info Amplify Amplify Close Close Compare your answer with the following sample answer on handout: Compare your answer with the following sample answer on handout:
Bad News Letter Instances/when? Instances/when? Brainstorm strategies Brainstorm strategies Analyse the sample on OH Analyse the sample on OH - Confirm the 4-part strategy: - Confirm the 4-part strategy: –Begin by finding something both you and your reader can agree on. –Explain the facts as you see them. –Refuse gracefully, linking your no to the explanation you’ve offered. Try to find a benefit or alternative for the reader. –Look to future transactions with the reader.
Reports Brainstorm types and the addressees Newspaper reports – general reader Newspaper reports – general reader Companies and committees (financial)– shareholders and boards Companies and committees (financial)– shareholders and boards On aspects of work – managers and employees On aspects of work – managers and employees Academic on research projects – for degrees Academic on research projects – for degrees To solve a problem – for councils and managers To solve a problem – for councils and managers “real-life” “real-life” information only information only case study (handouts to read) case study (handouts to read)
Stages of work Collating material –presenting it- conclusions-recommendations Collating material –presenting it- conclusions-recommendations Primary and secondary sources Primary and secondary sources Difference between a report and an essay (interpretation comes at the end of it) Difference between a report and an essay (interpretation comes at the end of it) Key sections of a report (on handout) Key sections of a report (on handout) Sample report (on h-out) Sample report (on h-out)