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Writing
Tasks
The
WRITING TASKS section of The Electronic Writing Course looks at typical
documents and how to improve them. The E-mails and Memos Topic explains
how to improve internal communications. The Instructions Topic will help
anyone writing manuals to technical documentation. Letters and Reports
cover essential information to improve these important means of communication.
Finally, Regulations helps lawyers or others working to simplify laws
and contracts.
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COURSE
OUTLINE
I. E-MAILS and MEMOS
> Tip: Don’t Copy Your E-mail to
Everyone
> Tip: Keep your E-mails Short, Specific and
to-the-Point
> Tip: Set a High Working
Standard and Proofread Every E-mail
>
Tip: Work Headings to Help the Reader Decide it’s Relevant
> Tip: Understand E-mail Security
o
Related Topics
>
Workshop - E-mail
> The E-mail Revolution
o Examples
> Spelling Mistakes
> Lack of Proofreading and Editing
> Excessive Informality
II. INSTRUCTIONS
> Quote
>
How StyleWriter Helps
>
Using Simple Language
>
Write in the Command Verb Form
>
Use Active Verbs
> Use You and Your
as Much as Possible
> Keep Your Sentences Short
> Be Specific and Avoid Vague Phrases
> Use Familiar, Direct Language and Avoid
Jargon
> Using Simple Organization
o
Related Topics
>
Keeping Writing Parallel
> Punctuating Lists
>
Using Lists
> Using Good Presentation
> Tip: Add a Benefit to the Instruction
> Editing Checklist -
Instructions
III.
LETTERS
> Example: A Typical
Letter Reviewed
>
What Makes a Good Letter?
> The Seven-Cs of Letter Writing
o Getting the Tone Right
> Quotes
> Talk on Paper
> Use Personal References
> Use Contractions
> Use Direct Questions
> Related Topics
> Passive Verbs
o
Opening and Closing Strongly
>
Write Action Headings
>
The Opening Paragraph
>
Tip: Don't Repeat Information your Reader Already Knows
o
Related Topic
> The Five-Ws Technique
>
The Closing Paragraph
>
Tip: Delete Opening and Closing Paragraphs
o
Getting the Facts Across
>
Quote
> Tip: Place
Information in Related Blocks
>
Spell Out the Information for your Reader
o
Giving a Full Reply
>
Take Time to Explain Difficult Information
>
Checklist for Writing Information in Letters
o
Answering Complaints
>
Quotes
> Answer Promptly
> Check the Facts
>
Give the Person the Benefit of the Doubt
>
Never Work when you're Angry
>
If you’re Wrong, say Sorry
>
If it's Bad News, say Sorry
>
Start with the Good News
>
Explain What Action you intend to Take
>
Thank the Customer for the Complaint
>
Editing Checklist - Letters
IV.
REGULATIONS
>
American Bar Association Resolution
>
Example
o
What are Clear Regulations?
>
Compare Before and After
o
Putting People into Documents
>
Compare Before and After
o
Getting the Structure Right
>
Clarify the Regulation's Purpose
>
Example
>
State Whom the Regulation Affects
>
Organize your Information
>
Keep Paragraph Levels under Control
>
Write Useful Headings
>
Ask Direct Questions
> Using I-Questions
> Using Yes or No Answers
>
Using if... Then Tables
>
Using Flow Diagrams
> Order your Information
Logically
o Using Vertical Lists
>
Related Topics
> Keeping Writing Parallel
> Punctuating Lists Consistently
> Using Lists
o
Keeping Things Together
>
Cutting Down on Cross References
o
Changing the Language
>
Amid Legal Words and Phrases
>
Examples
>
How StyleWriter Helps
>
Use Plain Words
>
Examples
>
Use Active Verbs
> Use YOU in Regulations
> Define your Terms
>
Guidelines for Definitions
o
Toning up your Verbs
>
Use Command Instructions
>
Use the Present Tense
>
Amid Using Shall
o Controlling your
Sentences
> Cut Long Sentences
> Use More Sentence Breaks and Fewer Words
> Put the Main Point First
>
Keep Nouns and Verbs Close Together
>
Use Topic Sentences
> Use Normal Punctuation
o More Help with Regulations
>
Editing Checklist - Regulations
V.
REPORTS
>
Quote
> What Makes a Good Report?
> Who Reads Reports?
>
Quote
o Organizing your
Information
o Introduction, Summary and
Conclusion
>
Tip: The 30-Second Rule
> Related Topics
> The Five-Ws Technique
o What to include and Exclude
> Quote
>
Humorous Example
>
Writing a Summary
> Checklist - Reports
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View Narrated DEMO
Running time: 15
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