Part Six Practical

Writing (I)
A brief introduction to practical
English writing

What is practical English

writing ?
practical English writing is a part of nonliterature written English. It is generally
referred to as those common written
documents for special purposes and in
regular forms.
in this book, we divide practical English
writing into two common types: daily
practical English writing and business
writing.

Differences between PW
& GW
3 characters of practical writing--- each type has a regular form
simplicity in style
its briefness in form

Unit 1 Job-related
Practical Writing
1.1 Resume

1.1.1 A Brief Introduction to Resume

Writing

it is the first impression you will

make on a prospective employer
If we look at the job search as a
marketing campaign, we can then look
at the resume as a print
advertisement or a marketing
brochure.

1.1.2 Types of Resume

Without Experience Resume ----Normally, experience is very limited (less

than two years) or none. therefore it is
necessary to concentrate on abilities,
knowledge, achievements obtained in
studies, qualifications, acquired
responsibilities, voluntary work, trips,
languages....

1.1.2 Types of Resume

Professional Resume-----

a style used for people who already have a

minimum experience of 3-5 years. It
concentrates on the obtained objectives,
solution of problems, applied abilities,
promotion and development of the
career..

1.1.2 Types of Resume

Executive Resume -----

is used for people in high positions. It

concentrates on the objectives obtained
as a director of a department or company,
solution of problems, leadership,
development of projects, use of abilities
and motivation of team.

1.1.3 How to Write a Resume

The information you display in your resume

must be clear, concise and logical.
Before writing up your resume , ask
yourself a few questions and organize the
answers.
the information the resume contains is
relevant.

1.1.4 Resume Format

The functional resume format---- to

assert a focus to relevant skills that are
specific to the type of position being
sought.
The chronological resume format---- to
briefly highlight these competencies prior
to presenting a comprehensive timeline of
career growth via reverse-chronological
listing with most recent experience listed
first.

 a sample resume format

1.2 CV-Cover Letter

Writing
1.2.1 A Brief Introduction to
Cover Letter Writing

1.2.1 A Brief Introduction to Cover

Letter Writing

When applying for a job, you should

always include a cover letter.
Cover letters are used to introduce
yourself and your resume,

1.2.2 How to Write a Powerful Cover

Letter

make sure to include the following:

(1) The job you are applying for

(2) How you found out about the job
(3) Why you are interested in the position
(4) What qualifies you to do the work
(5) Examples of related achievements
(6) A closing summary of your
qualifications
(7) Your desire to meet for an interview

1.2.2 How to Write a Powerful Cover

Letter

Be clear and concise, energetic and

professional.
When relating examples of your
accomplishments and abilities, try to use
anecdotes (stories) to get the point across
easier.
Show the employer why you are the best
person for the job.

 cover letter template

Unit 2 Office Daily

Routines Writing
2.1 Memos

Components of Memos

Headings

The full name and address of the company

The name of the writers department
The phrase Interdepartmental Memo--- for
memos outside of the writers department; the
phrase Intradepartmental memo--- for memos
inside of the writers department
Date, to whom, from whom and subject---these should be filled in for each new memo.

Components of Memos

Basic elements

Body
Closure
Signature
Copy list
Enclosure reminder

 Sample memo

2.2 E-mail

2.2.1 A Brief Introduction to Email

E-mail writing should include the

same scrutiny as written
communication does.
E-mail seems to lie somewhere
between written communication and
oral communication.

2.2.2 How to Communicate Powerfully

by
E-mail

Subject lines are headlines

Make one point per e-mail
Specify the response you want
Be a good correspondent
Internal e-mail

 sample e-mail

2.3 Agendas
The header (Organization

Name ,Group Meeting

Agenda ,Location ,Date ,Starting and
Ending Time)
The body ( the actual items to be
covered during the meeting)

 sample agenda format

2.4 Minutes
Whatever that is written down will be clear to people
coming into the process at a later time.
Use the meeting agenda as an outline for the minutes.
Details do not belong to meeting minutes.
Use bullet points to make the minutes easier to read.
Make a note of issues that were tabled until future
meetings.
Review minutes as soon as possible after the meeting.
Make proofreading before the meeting minutes is submitted.

 sample minutes

2.5 Notices

2.5.1 A Brief Introduction to Notices

Notices are intended to publicize

social events; to report on matters
of general interest to staff; to
inform staff of instructions, change
of plan, new systems and regulations;
and make the staff conform to
certain arrangements, etc.

2.5.1 A Brief Introduction to

Notices

Generally speaking, a notice is made

up of 4 parts----heading ,body, date
of issuing, and issuers name.

2.5.2 About Notice Language

concise
direct
affirmative
active
respectful
If you must use technical terms, you can still help your
reader understand them.
define the term in a text box close to its use.
include a glossary in the notice.
on your website, hyperlink the term to a definition or use a
simpler term or phrase in the text and link to the technical
term.
highlight your company's contact information clearly and
conspicuously.

 sample notice

Unit 3 Business
Writing

3.1 The Process of Business Writing

Step 1 Identify the Types of

Writing
Step 2 Finding the Requirements of
the Writing
Step 3 Organizing the Ideas
Step 4 Paragraphing
Step 5 Revising

3.2 Ten Commandments of Business

Writing

( 1 ) Short Sentences.
( 2 ) Short Paragraphs.
( 3 ) Active Voice.
( 4 ) Necessary Words Only.
( 5 ) Simple Words, Action Verbs, Concrete
Nouns.
( 6 ) Consistent Tenses.
( 7 ) Avoid Clichs Like the Plague.
( 8 ) Parallelism Creates Power.
( 9 ) Show, Don't Tell.
( 10 ) Anecdotes and Quotations.

Examples of Common Business Writing

Errors

examples of common error.ppt

Unit 4 Business
Letters
4.1 An Introduction to Business
Letter Writing

4.1.1 Business Writing Is Different

Business writing strives to be crisp

and succinct rather than evocative or
creative; it stresses specificity and
accuracy.
In most cases, the business letter
will be the first impression that you
make on someone.

4.1.2 Pronouns and Active versus

Passive Voice

Personal pronouns (like I, we, and you)

are important in letters. In such
documents, it is perfectly
appropriate to refer to yourself as I
and to the reader as you.
One way to achieve a clear style is
to minimize your use of the passive
voice.

4.1.3 Focus and Specificity

your document does not turn out as

an endless series of short, choppy
sentences.

4.2 Components of a Business

Letter

The
The
The
The
The
The

Heading
Inside Address
Greeting
Body
Complimentary Close
Signature Line

4.3 Business Letter

Styles

4.3.1 Block Style

all the information is typed flush left,

with one-inch margins all around.
Modified Block Style & Block
Style.ppt

4.3.2 Indented Form

Indent the first line of each

paragraph one-half inch. Skip lines
between paragraphs.
Indented Style.ppt

Business Letter Samples

making applology.ppt
notice to close account.ppt
win back a valued customer.ppt
confirmation of a job offer.ppt
rejection to job applicant.ppt

Unit 5 Business Report

5.1 Introduction to Business Report

Most report readers dont actually read all

the report; they only read the parts that
interest them: the summary, the
conclusion and recommendations.
Most readers just need two things: that
the information they want is where they
expect it to be so, and that it is written
clearly so that they can understand it.

5.2 Standard Sections of a Business

Report

Title Section.
Summary.
Introduction.
Main Body.
Conclusions.
Recommendations.
Appendices.

7 Tips For Writing Better Business

Reports
Confirm Exactly What the Client Wants
Determine What Type of Report Is
Required
Conduct the Initial Research
Write the Table of Contents First
Do Any Additional Research
Create the Skeleton Document
Write the Report By Filling In The
Blanks

Sample Feasibility Report

SAMPLE FEASIBILITY REPORT.ppt

Unit 6 Business
Contract
6.1 An introduction to Business a
Contract

6.1.1 What Is a Business Contract?

A business contract is a legally

binding agreement between two
parties for an exchange of services
or products that are of value.

6.1.2 When to Use Business

Contracts
Hiring or being employed as an
independent contractor
Buying or providing services or goods
Leases and real estate
Selling your business
Partnerships and joint ventures
Franchising
Confidentiality agreements
Noncompete agreements

6.1.3 Oral Business Contracts

An oral contract is a spoken

agreement that is as valid as a
written contract.
Oral contracts are legally
enforceable

6.1.4 Written Business Contracts

Written contracts are produced on

paper or electronically.
Legally, a written business contract
is easier to uphold than an oral
contract because there is a
reference for the agreement.

6.2 Business Contract Items

Date of contract
Names of parties involved
Details of services that your company will provide or receive
Payment amounts
Payment due dates.
Interest on late payments
Deadlines for services due.
Expiration dates for the contract, such as a lease expiry
Renewal terms, if applicable
Damages for breach of contract.
Termination conditions
Signatures

6.3 E-Contracts and Signatures

Electronic contracts and signatures

are valid under the Electronic
Signatures in Global and
International Commerce Act, which
was signed into law in 2000.

6.4 Business Contract Tips

Be Specific
Clarify Questions
Know the Laws
Read the Fine Print
Negotiate and Consult an Attorney

Sample Business Contracts

sample contract provisions.doc

agreement on consulting services.doc
Sample Sales Contract.doc