ABC Of Effective writing

ABC of Effective Writing

Need for Effective Writing Skills

Diagnostic Test

Mechanics of Writing

Identifying good Writing

What makes Writing Effective?

Reader Specific
A
C Format
C
U Language
R
A Order
C
y Register
Information

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 ABC Of Effective writing

B
R
Specific
E Tautology
V
I Eliminate Obvious facts
T
Y Precise Vocabulary Structure
C
L
Simple
A Presentation
R
I Action packed
T
Y

PLUS COURTESY
POSITIVE ATTITUDE
YOU ATTITUDE
MOST COMMON ERRORS

Ten Tips for Writing Well….

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 ABC Of Effective writing

Session: 1. Introduction, Diagnostic test

2. Mechanics of Writing
3. Accuracy
4. Brevity
5. Clarity
6. Common Errors
7. Writing Memo
8 Writing Letter

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 ABC Of Effective writing

Accuracy

Accuracy…

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 ABC Of Effective writing
Accuracy

CHECKLIST
Before signing any communication, ask yourself the following questions:

Will it be understood?

Is the tone appropriate?

Is the language appropriate?

Have I avoided long-winded phrases and old-fashioned terminology?

Are all the essential details included and accurate?

Is it brief, clear and courteous?

Are all the spellings correct?

Is it grammatically correct?

Is it properly punctuated?

Is it structured logically?

Does it look attractive, well-displayed and consistent?

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 ABC Of Effective writing

Good Writing is
Using
Appropriate
Format…

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 ABC Of Effective writing

Letter Writing
2nd Nov 03.
To
The Traffic Controller
Thane (W)

Sub: Suggested measures to improve the civic conditions in The City

Dear Sir,

As the Chairman of the Citizens Welfare Association, I wish to put forth some of my suggestions to
improve the civic conditions in our city.

Thane is developing very rapidly so also the problems as it by product. Primarily there is a major
bottleneck at the Jambli Market Junction where invariably the signal does not work. Hence at peak,
hours reaching the station on time is almost impossible. Most auto rickshaws are forced to follow the
buses as the buses block most of the road. Being a cross-road with no signal on there are buses
entering the junction from the left side because of which the entire traffic control is in chaos. Could we
not have this signal in order? and also a traffic Policeman to help at this point. The fly-over which is
being built just at the beginning of Ghodbunder Road makes it very difficult for residents of Vasant
Vihar. There is so much of heavy vehicular traffic within Vasant Vihar, due to the diversion of traffic
from the highway into our society. Can you not divert this traffic partly into Brindavan Society too so
that the menace would be reduced?

Another problem we are facing is that of hawkers crowding just outside the station. This makes it very
difficult for the commuters to reach the platforms on time. The hawkers could be moved to the B-Cabin
section to avoid the confusion.

On behalf of the Citizens’s welfare Association I have made an earnest attempt to state remedial
measures to tackle all the problems we are facing. We would be grateful if you could look into the
matter at the earliest to help us make our Thane “Clean and Beautiful”.

Thank You

Yours faithfully,

Sign

Name :

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 ABC Of Effective writing

1st Dec. 2003

To
Regional Transport Officer
Mumbai Zone - III
Andheri (East), Mumbai 01.

Sub: Complaint about the Current Traffic near to our Society.

Respected Sir/Madam,

I ___________________________, Chairman of Citizen Welfare Society, Kurla (W) Mumbai stay in

Bldg. No. B2/302 find that there are fatal accident occurs frequently on the square next to our society.
We society person complaint to Police Authority about the Accident. But they have not taken any
action.

The Signal on the square is not working properly; they are like a show-piece standing over there.

As per the Rule no Hawker allow in between 100 Mtrs of square. But all hawkers are there in the
square. Due to that, the all commuter walks along the road. So that, there is very less free passage for
vehicle to go.

The flyover bridge work is going on the M.G. Road. So Traffic Police has been diverted the traffic from
the square. There are so may heavy vehicle go through the square.

My request is the behalf of the Society people and as a Chairman, looking into matter and take some
action on it. Some Senior Member and Other Member have some suggestions, they are noted at the
last end. Please you find any suitable suggestion, you go through it. We are also ready to help in this
matter.

So, we are looking forward for your help. Please do it as soon as possible.

Yours truly,

Place : Mumbai
Date : 2nd Dec. 2003.

Suggestions :

1)
2)
3)
4)
5)
6)

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 ABC Of Effective writing

WHICH PICNIC WOULD YOU RATHER ATTEND?

This one…

TO: All Employees

FROM: Human Resources
RE: The Company Picnic
This year our annual company picnic will take place on Friday, July 2nd. According to our
new company policy, this year employees will be permitted to invite members of their
immediate families to attend. As we have signed up for a park picnic area, it is imperative that
we know the number of people who plan to attend. If you plan to do so, please sign the
attached list and put the number of family members you plan to invite. Employees who have
not signed up will not be permitted to attend.
Thank you for your cooperation.

Or this one?
TO: All Employees
FROM: Dinah Myte – Human Resources
RE: OUR COMPANY PICNIC – FRIDAY, JULY 2!

We are all looking forward to our annual company picnic. This year, due to overwhelming
demand, employees may invite family members.
We have reserved a lovely picnic area, near the Marina in Riverside Park. So that we will be
able to provide seating and food for all, we will need to know the number of people attending.
If you plan to attend:
• Print your full name on this list.
• Note the total number of people in your party.
• Return this list to the receptionist
SEE YOU AT THE PICNIC!

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FORMAT OF A LETTER

Salutation Dear Christopher

Heading FULLY BLOCKED LETTER LAYOUT
(to give instant This layout has become firmly established as the most popular way
of sending out letters, fax messages, memos, reports – In fact all
idea of the theme)
business communications. The main feature of fully blocked style is
that all lines begin at the left-hand margin.
Body of Letter Open punctuation is usually used with the fully-blocked layout. This
means that no punctuation marks are necessary in the reference,
(one line space
date, inside address, salutation and closing section. Of course
between essential punctuation must still be used in the text of the message
itself. However, remember to use commas minimally today; they
paragraph)
should only be used when their omission would make the sense of
the message unclear.
Consistency is important in layout and spacing of all documents. It
is usual to leave just one clear line space between each section.
Most people agree that this layout is very attractive, easy to
produce as well as businesslike.

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• You are the secretary in a company which makes plastic tableware. Your boss has left the
letter below for you to answer.
• Write a letter of 100 – 120 words to Ms Jerome, explaining the reason for the damaged
goods. Use the information in her letter and the notes from your boss.
• Do not include addresses.

Chris: Please write back to Ms Jerome with QUALITY CAFETERIAS INC.

regrets, etc. We mustn’t lose this customer! NEW ROAD
Thanks – Hugh. MELEBOURNE
6 October 1997
The Manager
Plastic-A-Plenty Co.
Gough Industrial Estate
Melbourne

Dear Sir or Madam

5 years to be exact.

PLASTIC TABLEWARE – Product nos. 0821 (forks) and 7234 (bowls)

We have used your company as a supplier to our restaurants for several years, and
until recently the quality of your products has always been good.

However, on 2 September this year, we took delivery of some plastic tableware which
was of extremely poor quality. Many of the bowls were chipped and several of the forks
were broken. We cannot use them in our cafeterias.
We will replace them free of charge.
I do hope that such a delivery will not be repeated, and that your supplies to us in the
future will again be of high quality. If, however, we receive any further faulty plastic
tableware from you, we will be obliged to find another supplier to provide us with goods
which meet our own high standards. I am sure you will be able to provide us with a
satisfactory explanation.

Yours faithfully So do I! It was the faulty packing machine

(now repaired).
Ann Jerome
Tell her it won’t happen again – she’s an excellent
A Jerome customer, so please offer our apologies!
Restaurants Director

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 ABC Of Effective writing

Getting it down on paper Vocabulary

Add the missing words to the puzzle.
1. Put the name of the….. at the top of the 15

memo. 1 r e c i p i e n t

2. When it is finished send or ….. the report to 2

3
the person who asks for it.
4
3. When you take a message try to keep it…
5
4. A top manager is an ….. of the company.
6
5. Only …… the main points of a message.
7
6. First …… or put in a particular order the
8
things you want to say, before you start.
7. Make a first …… of anything you write and
9
then correct it.
10
8. ……. should only contain one main idea.
11
9. The ….. is a punctuation mark with two
12
dots. 13
10. Remember to …… your spelling before you 14
type the report.
11. The punctuation mark that looks like a ‘flying comma’ is called the………..
12. When you report facts make sure you are………..
13. A letter used inside a firm is called a ……….
14. ………. is another word for full stop.
15. A ……… is something that gets sent around to many people.

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 ABC Of Effective writing
Memo

DEALING WITH A REPORT

A. The paragraphs of Anita Fuchsberger’s report got mixed up on the word processor as they were
not numbered. Number the correct order you think they should be in.

MEMO
From: Anita Fuchsberger
To: Felicitas Zapp

Quarterly Report on Office Furniture

The first point to stress is that following the acquisition of the

Relaxo Group and J. s. Moretti S.p.A. last year, Relaxo
Internationals, the renamed division, experienced a year of
consolidation and profit growth this year.

Relaxo Systems Furniture in the UK continued its profitable growth

pattern. In marketing terms, the major events includes extensions to
the System M100 screen based furniture range which is proving such a
popular product with major British companies. New storage products
were also introduced in October. Alhambra, a Spanish desking range,
was launched in the UK for the front office furniture market. It was
well received and projected sales for next year are encouraging.

Muebles Relax de Espana showed real profit improvement following the

factory investments which have led to more cost-effective
manufacture. The order book increased significantly during the year,
despite the lack of any real introduction of new desking and storage
products, aided by key changes to the sales management structure.

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I must apologize for the late submission of my report, but the delay
was partly connected with my visit to our Spanish subsidiary in San
Sebastian. I had to step in at the last moment for the Sales Manager,
who unfortunately suffered a car accident.

Overall, the past year has been a favourable one for the Relaxo Group
in all three European regions. This has been the case despite the
variable conditions from country to country. The prospects for the
coming years look favourable on the whole, and only the situation in
the USA may give some cause for concern.

At the same time marketing activity was strengthened by the opening

of new showroom for Relaxo at the new International Design Centre in
New York City and for Moretti S.p.A. in the office and factory
complex just outside Milan. We also had good production results to
show in our three major European regions: the Iberian Peninsula,
Northern Europe and the British Isles.

Here are the results of my analysis of the international performance

of Relaxo International together with some predictions for the
development of the business furniture market.

The Relaxo companies in Europe traded exceptionally well during the

year, and new products were introduced to extend the System 99
executive seating range. The market conditions in Germany and Holland
were very favourable and Relaxo looks able to take further advantage
of this with systems furniture to be launched in these countries in
the next couple of years. The Swiss company continues to develop its
own markets and last year significantly increased its activity in
southern Europe. However, market conditions in the USA were not so
favourable for Relaxo Incorporated, but the opening of the showroom
in New York should indicate a return to growth in the USA in coming
years.

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B. Read the report and decide which of the statements are true or false:
1. Anita Fuchsberger wishes she had not had to take the place of the Sales Manager in San
Sebatian.
2. Anita Fuchsberger reports on the development of the business furniture market in the past few
years.
3. The newly restructured company had a good year.
4. Production facilities were improved in America and Italy.
5. There were more orders in Spain during the year.
6. The success of the Spanish subsidiary was connected to the change in the business climate.
7. European trade developments helped Relaxo companies to expand the number of new products
they were able to sell.
8. Anita Fuchsberger is not sure whether it will be an advantage to introduce new products in the
next few years.
9. Relaxo Incorporated are likely to do less well in the USA in the future than they have this year.
10. The most important market development for the UK-based company was the introduction of the
Alhambra desking range.

MEMO

You are taking your annual holiday at the beginning of next month
and you will be out of the office for three weeks

Write a memo of 30-40 words to your Secretary, telling him / her:

➲ When you are going on holiday and for how long.
➲ What should happen to your mail
➲ What he / she should do in case of an emergency.

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 ABC Of Effective writing

Good Writing is
Using
Accurate
Language…
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 ABC Of Effective writing

SPELL CZECH
Eye have a spelling cheque. It came with my pia sea.
It plainly marques four my revue miss steaks eye kin
knot sea.

Eye strike a key and type a word and weight four it

two say weather eye am wrong oar write. It shows me
strait a weigh.

As soon as a mist ache is maid, it nose bee fore two

long
And eye can put the error rite. Its rarely ever
wrong.

Eye have run this poem threw it, I am shore your

pleased two no.

Its letter perfect in its weigh. My chequer tolled me

sent.

Saurce Unknown

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 ABC Of Effective writing

Ms J Lewis
Slimtone plc,
13 Broad Walk
Birmingham
BR5 6BY 2-28-1999,
UK
Chemikraz Ltd
ul. Krakowa 48
60700 Poznan
Poland
Dear Ms Jean Lewis!

I am writing thanking you for your letter which has arrived recently. I am such pleased that you can
visiting us next month. We looking forward to the welcome of you!

In here are some information’s about our country and yours accommodations.

Despite it is spring, almost, weather here is being still quiet cold so please bring the warm cloths
with you. I will defiantly recommend a hat also and heavy coat too.

When you visit our company, please to call at reception firstly, asking for myself. Then you would
be take up to my office.

You will be stay at local hotel named Hotel Orit. Address of hotel is Zwycestwa street number 56
and number of telephone is +48-61-95-95483. Hotel Orit is small but friendly with restaurant and
room service. You will eat there your breakfasts but I will invite you for lunch’s and dinners in
others places.

If you are having any questions, please inform immediately. For contact: +48-61-46289 extension
209.

With all good greetings.

Yours sincerely,
Manager of Human Resources

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Mrs. P. Sztuk

ENGLISH @ THE SPEED OF THOUGHT POEM

Complete the following poem using the verbs on the right. Use the rhyme to help you. Is your office
anything like this?

First, there’s a report to ……………………..

check
Then I’ll ………………………. those figures through.
get
Flight details.
do
…………………… e-mails.
fax
Don’t worry, I’ll ……………………….. back to you.

A memo now to …………………………… update

Nasty jobs to ……………………………… circulate
Travel miles. running
……………………………… files. delegate
Can’t stop now! I’m …………………………… late.

………………………….. my calls till half past ten. cleared

Should have ………………………. my desk by then. grab
……………………….. a copy. hold
………………………... a coffee. cancel
………………………... English class again! print

Messages to ………………………. to. meet

One moment, please, I’ll ……………………………you through. arrange
……………………….at three. listen
………………………PCI. put
……………………….another interview. crash

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………………………..up clients at the station. give

………………………..a formal presentation. make

………………………..a list. break

Of deadlines………………………… missed

……………………off the negotiation! pick

…………………..suppliers in Milan – postpone

…………………..an appointment if you………………………… get

…………………..that phone! contact

Must…………………….. fix

The teleconference with Japan. can

…………………work at half past eight. phone

Must…………………….home – I may be late. hit

………………………the car. celebrate

………………………the bar. finish

Damn it – why not……………………? leave

So, you…………………………..the presentation! draft

…………………….up the negotiation! hand
……………………..better? screwed
…………………….letter. blew
Now…………………………in your resignation! feeling

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