1. Notes from Emails Writing for the Workplace Dr. Downing Kutztown University Spring 2009

2. We Are All Connected… Emails are public documents. Any agency related to the government is require to archive email. Business often maintain similar practices. So, assume that everyone in the world will have access to your email (particularly the person who you casually or carelessly insult).

3. Follow the Models When writing, always follow models closely. In the case of workplace emails, keep your eyes open to the tone and various characteristics of the emails within your company. Always respond in kind.

4. Writing for a Global Audience Email is global…so: Avoid racially/sexually charged language (or inside jokes) that might insult people of different backgrounds. You can never tell if someone behind the scenes is of a different ethnic background. Avoid sexist language. There is no place for it in the workplace. Avoid slang expressions that only the people in your “neck of the woods” might understand (get it?).

5. Addressing Negative Experiences with Writing Three points: 1.Negative experiences are often due to the fact that writers do not get started early enough. Get started immediately and return to the project periodically. This helps to reduce the pain quotient and provides for a more correct, more complete document. 2.Learn what a sentence is. Keep them simple and clear. 3.Do not make writing assignments more difficult than they need to be. Break it down into its basic parts and get started. Worst case: you might have to add something. That’s better than creating an unmanageable “hairy monster” right from the start.

6. Sentence Sense Sentences must have a subject, a verb, and must form a complete thought. Which groups of words is/are not a sentence? 1.Before I came to school in 2007. 2.Joseph Campbell taught at Sarah Lawrence College. 3.After my car broke down and ran out of gas. 4.Because I like fishing.

7. Sentences and Paragraphs Keep sentences simple and clear. Keep sentences to a single thought. If you wish to combine thoughts, you must learn how to link sentences with a “, cc” construction (fanboys). Keep paragraphs to a single topic. If you find yourself writing: “The final two points are…” You are going to get lost in the paragraph. Make one point per paragraph. Then create another paragraph.

8. Introductory Phrases Introductory phrases require commas: Before I came to Kutztown After lunch While I was watching the Steelers beat the Cardinals in the Super Bowl

9. Their/They’re/There “Their” is possessive: That is their house. “They’re” is a contraction*: They are “There” is location: She is over there. Learn these!!! *(avoid contractions in formal writing)

10. What and How Avoid starting declarative sentences with “what” or “how,” because your reader thinks you are asking a question. When this happens, the reader has to re-read the sentence and convert it into a declarative sentence. Too much work. Avoid: “What Smith means to say is…” Use this style: “Smith means to say that…”

11. Colons vs. Semicolons Colons look like this : They are used before lists and to separate titles from subtitles Semicolons look like this ; They are used to separate two related independent clauses and items in a series that contain commas.

12. Titles Book titles should be in italics; article titles should be in “quotation marks.” Do not blend italics and underlining in the same paper. Pick one and stick with it. They both mean the same thing. Italics are preferred because underlining = Web link.

13. Format Avoid contractions and abbreviations in formal writing. Avoid “I/You” trap. If you mean “I”, say “I”. Avoid “you” unless you are writing instructions for other people to follow. Left justify only. Right margin should be ragged. Fonts: Arial, Times New Roman, Calibri

14. Word Count Stay within word count limits. Too many words creates sloppy writing. Too few words indicates a lack of development. Strive to find the “sweet spot” between covering your topic completely and writing too much. Be sure to give the reader credit: If you have already mentioned a certain point, you seldom need to repeat it. Remember that people are busy.

15. Proofreading Read your work out loud to yourself. This is the single best piece of advice I can provide. Sentences should be clear and to the point. If it sounds bad, it should be re-written. Start drafts immediately and make sure to share them with the professor during office hours or classroom workshop. Visit the Writing Center and find someone you can work with. They can help you to improve your grades.

16. Final Thoughts Good writing does not require that you be a genius. Instead, it requires that you put TIME into your assignments. It also requires you to develop strong attention to detail (which is a skill that most employers look for). When writing, start early, ask lots of questions, consult models, read your work aloud, and seek other eyes. This the secret to success in Writing for the Workplace.

17. Questions?