Prepositional phrase: beginning with preposition that sets out a relationship in time-space.
Ex: with recent support from upper management, the plan will include health benefits.
Appositive: group of words that rename preceding ones. Ex: Michel Berger, investment
banker, will discuss pros and cons of investing in this portfolio.
Declarative sentences: that make a statement
Closed question: few possible answers
Open question: numerous answers possible
Hypothetical question: poses a supposition. Ex: If you were given creative control, what
would you do with this project?
Parallelism: delivering similar content in a similar way (improve, encourage, etc.)
Comm212 Study for Final Exam fall 2012: December 10, 2012
b. Since we only admit new JMSB students in the fall term, we look forward to receiving
your application next semester
De-emphasize unpleasant facts
Apply active and passive voice to
o State good and neutral news, clearly and directly
o To emphasize an action
o To de-emphasize negative news
o Show sensitivity
o Reduce intrusive pronouns
o Maintain consistency
Modifiers: group of words that give more info about other words in a sentence
Misplaced modifiers: the changes in personnel taking place now affected productivity
changes in personnel recently affected productivity
Dangling modifier: phrase describing something implied rather than stated: sent by
overnight courier, you will receive it tomorrow to when a package is sent by overnight
courier, you will receive it tomorrow.
Elliptical construction: deliberately omitted words
Use transitional words:
To add a point (also, as well, besides, furthermore, in addition, etc.)
To illustrate (for example, for instance, etc.)
To show contrast (although, at the same time, etc.)
To show similarity (likewise, in the same way, etc.)
To conclude (accordingly, consequently, etc.)
To concede a point (certainly, naturally, etc.)
To show time sequence (first, second, etc.)
Proofread!
Accuracy of names, facts, figures
Format
Grammar, spelling, punctuation
Informative e-mail:
Subject:, date:, from:, to:
Effective Apr 30, all requests for catering are
to be made online for Gusto Fine Foods
As you know
1) go to webpage 2) select catering, etc.
Improve efficiency
Direct
o
o
o
Requests
o Main idea first
o Reason for the request
o Summary statement
o Details
o Appropriate tone
o Minor points minimized
o Layout that focuses on request
o Close in courteous way
Claim: demand or request for something often a replacement or refund considered ones
due
Adjustment: written response to a complaint that tells what will be done in problem solving
terms
Claim adjustment: telling the customer what your company intends to do to correct the
problem
Goodwill message: that enhances the value of the business beyond tangible assets
Cover (or transmittal) letter: informative; accompanies materials sent from one pers to
another explaining why its being sent
Letter formats:
Letter balance and placement
o Ragged (unjustified, ends unevenly on the right-side of page margins) are easier to
read
Letter styles and layouts
o Full-block, modified, simplified
Letter elements
o Standard elements: heading and return address, dateline, message, salutation, etc.
Letterhead: printed heading on company stationery (containing address of
the organization but no individuals name)
o Optional elements: copy notation, attention line, reference line, etc.
Confidential notation: whos authorized to open it
Attention line: ATTENTION: MARKETING DIRECTOR
Reference line: file or policy number
CHAPTER 7: DELIVERING UNFAVORABLE NEWS
Bad news categories:
Refusals
Announcements
Assessments or appraisals
Tone:
Dont plead or name-call
Beware of mixed messages
Avoid assumptions
Stick to facts and keep language jargon-free
Avoid opinions; apologies; writer-centered remarks
Use expressions of sympathy (unfortunately)
Comm212 Study for Final Exam fall 2012: December 10, 2012
Dont apologize
Use positivity
Dont
take
credit for helping reader
Avoid spotlighting the bad news
Imply refusal
Types
Skimmability (reader-friendly)
Reports may be formal (letter or memo format: few paragraphs up to 10 pgs) or informal (10 or
more pgs based on extensive research title page, table of contents, abstract)
Short
Reports:
Purpose (informational or analytical; recommendation report)
Frequency of submission (periodic=regular intervals; one-time reports)
Common categories
Formats and distribution (memorandum=internal report presented in memo format,
prepared-form report, letter report (short, external, letter format), formal report
Direct Approaches:
Purpose, intro, background
Facts, findings
Summary
Indirect Approaches:
Purpose, intro, problem
Facts, findings
Discussion, analysis
Conclusion, recommendation(s)
Headings:
Use either:
o Descriptive head (talking head) = describes the actual content of a report
o Functional heading: generic headings together show a report in outline
Keep heading short and clear
Use parallel construction
o Ex: Improved transmission of sensitive information
- Ending e-mail errors
- Eliminating voice-mail problems
- Changing fax procedures
Ensure headings are clearly ranked
Put headings where they belong
Dont quotation mark them
Dont use headings as the antecedent for a pronoun
Steps of the Writing Process
1. Plan
2. Research and analyze data and information (make sure its current, valid and reliable)
3. Compose and revise
Alphanumeric outline: A) 1) a) i) ii) B) 2) b)
Decimal outline: 1.) 1.1) 1.11) 1.12)
Elements of informal reports
Introductory statement
Findings
Summary, conclusions, recommendations
Visual aids:
Tables
Matrixes (word table containing qualitative rather than numerical info)
Pie charts
Bar charts (deviation bar charts show negative values as well)
Board
Picture graphs
Line graphs
Gantt charts (bar chart used to show a schedule)
CEO
Flow charts (process)
Organizational charts
VP
VP
VP
Organizational chart
Comm212 Study for Final Exam fall 2012: December 10, 2012
Composed of
intro, body,
summary
FORMAL REPORTS
Informational reports
Intro, background
Proposal, method, schedule
Costs and budgets
Staffing and qualifications
Benefits
Request for authorization
Formal proposals
Front matter (included before the main body)
Body of proposal
Back matter (supplemental info)
o Cover letter
o Executive summary (abstract)
o Title page, table of contents
o Tables, figures and illustrations
o Intro
o Appendix and references
Researching and collecting data
Paper, human, electronic
In-house (company records), publicly available, restricted
Secondary or primary research
1. Look for info online
2. Do a computer-based search
3. Find info in print
4. Investigate primary and in-house sources
5. Conduct interviews
6. Quantify observations
Formal reports:
1. Preparing for formal reports:
Purpose: whats the report for?
Content: whats it about?
Audience: who?
Status: will other reports on the same subject follow?
Length: how long should it be?
Formality: how should it look and sound?
2. Writing style for formal reports
Use impersonal tones
Write using third-person
No contractions
Same verb tenses
URL in brackets
Check organizational style
Comm212 Study for Final Exam fall 2012: December 10, 2012 10
Receiving calls:
Hang on a second, okay?
May I please put you on hold?
Dealing with the media
1. Prepare by anticipating the questions that might be asked
2. Know your story and stick to it
3. Use a good voice tone
4. Assess what info will be valuable to the reporter
5. Be alert
6. Say the truth
7. Dont get too technical
8. Make transitions to key points as you respond
9. Look your best but be yourself
Comm212 Study for Final Exam fall 2012: December 10, 2012 12