Transcript Written Communication - University of Texas at Arlington

Written Communication
“Communication leads to community, that is, to
understanding, intimacy and mutual valuing.”
Rollo May
Introduction To Written
Communication
• Importance
• Types
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Memos, letters, emails, proposals
Counseling/documentation/performance reviews
Corporate documents
Presentations
Common Mistakes
• Form of the possessive singular of nouns by
adding ‘s.
– The girl’s coat
– Banker’s hours
• Proper nouns ending in s
– Adams’s or Adams’
Elementary Principles of
Composition
• Chose a suitable design and stick to it.
– Tell them what you will tell them
– Tell them
– Tell them what you told them
• Paragraph
– Signals new idea
– Transitions
Passive Voice
• Three characteristics of passive voice:
– A form of the verb to be (is, am, are, was, were, be,
been, or being)
– A past participle (a verb ending in –ed or –en except
irregular verbs like kept)
– A prepositional phrase beginning with by
Passive and Active Voice
• Write the way you talk – we seldom talk in
passive voice
• The requested work papers will be provided.
However, recommendations cannot be given
until further discussions have been held with our
subcontractors.
Active Voice
• We will provide you the work papers you
requested. However, we cannot give you our
recommendations until we hold further
discussions with our subcontractors.
Passive Voice
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The trailer was pulled by the car.
The door is being closed by the conductor.
The copier has been turned on by Susan.
The result will be posted by Personnel.
A decision was reached by the committee.
Active Voice
• Active verbs express meaning more vigorously.
• In active voice, the subject of the sentence does
the action. In passive voice the subject receives
the action.
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The car pulled the trailer.
The conductor closed the door.
Susan turned on the copier.
Personnel posted the results.
The committee reached a decision.
References and Citations
• There are many styles you can use:
– MLA (Modern Language Association – research
papers)
– APA (American Psychological Association –
research papers)
– CMS (Chicago Manual of Style –fine arts and some
fields of humanities)
– CSE (Council of Science Editors – natural and
applied sciences)
MLA (Modern Language Association
• Block, I. J. Moral Leaders. Ed. John Doe.
Dallas: Dallas Press, 2007 (form for a book)
• Block, Sally. “Traits of a Good Leader.” The
American Leadership Journal 3.34 (2006):
19-23. 9 Jun 2007 http://www.quickbites.com.>
(citation to a website)
Misused Words
• Accept – to take
• Except – other than
• Adapt – to adjust
• Adept – skilled
• Adverse – hostile
• Averse - unwilling
Misused Words
• Cite – to summon
• Sight – that which is seen
• Site – location
• Complement – that which completes
• Compliment – expression of praise
• Dual – double
• Duel – formal fight
Misused Words
• Effect – result or consequences
• Affect – feeling or emotion
• Ensure – to make certain
• Insure – to protect against
• Farther – greater distance
• Further – to a greater degree
Misused Words
• Its – belonging to it
• It’s – it is
• Lay – to place an object down
• Lie – to recline/untruth
• Moral – lesson relating to right and wrong
• Morale - spirit
Misused Words
• Personal – private
• Personnel – staff
• Principal – school official/sum of money
• Principle – rule
• Role – part in a play/function
• Roll – register or list/small bread
Misused Words
• Than – comparison expressing exception
• Then – at that time, next
• Their – belonging to them
• There – in that place
• They’re – they are
Misused Words
• To – toward
• Too – also
• Two – numeral
• Your – belonging to you
• You’re – you are
Strunk’s Reminders on Style
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Place yourself in the background
Write in a way that comes naturally
Work from a suitable design
Write with nouns and verbs
Revise and rewrite
Do not overwrite
Do not overstate
Strunk’s Reminders on Style
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Avoid the use of qualifiers
Do not use a breezy manner
Use orthodox spelling
Do not explain too much
Do not construct awkward adverbs
Make sure the reader knows who is speaking
Avoid fancy words
Strunk’s Reminders on Style
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Do not use dialect unless your ear is good
Be clear
Do not inject opinion
Use figures of speech sparingly
Do take shortcuts at the cost of clarity
Avoid foreign languages
Prefer the standard to the offbeat
Samples
• Soldiers of the 505th Combat Team
“Tonight you embark upon a combat mission for which our
people and the free people of the world have been waiting for
two years.
You will spearhead the landing of an American Force upon the
island of SICILY. Every preparation has been made to
eliminate the element of chance. You have been given the
means to do the job and you are backed by the largest
assemblage of air power in the world’s history.
The eyes of the world are upon you. The hopes and prayers of
every American go with you….
James M. Gavin”
Examples of Good Writing
• Johnson and Johnson Credo
President Lincoln
• Letter from Lincoln to Ulysses Grant:
“I do not remember that you and I ever met
personally. I write this now as a grateful
acknowledgement for the almost inestimable service
you have done the country. I wish to say a word
further. When you first reached the vicinity of
Vicksburg…I never had any faith, except a general
hope that you knew better than I that the expedition
could succeed…I feared it was a mistake. I now
wish to make the personal acknowledgement that
you were right and I was wrong.”
Helpful Hints
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What is the purpose?
Who are you trying to reach?
Outline your ideas
What is your main message?
Do a draft
Print out what you have written and review
Go final
UT Arlington Writing Center
• Services
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Face-to-Face Tutoring
Online Tutoring
Availability
Computer Lab
Grammar/Mechanics Workshops
http://www.uta.edu/owl/
References
• Edward Bailey, The Plain English Approach To Business
Writing (New York: Oxford University Press, 1999) 93105.
• James D. Lester and James D. Lester, Jr., Writing
Research Papers (New York, Pearson Longman) 250, 302,
339, 368
• Sheryl Lindsell-Roberts, Business Letter Writing (New
York: Macmillan) 92-96.
• William Strunk and EB White, The Elements of Style
(Massachusetts: Longman) 1-95.