Business Writing Workshop

Course Number: TBD

Participant’s Guide

For use Enterprise-wide

Learning and Development
Version 2007100507

Last print date: 9/19/2007 3:52 PM Template Ver: 2007091807

 Copyright 2007 World Travel Holdings. All rights reserved.
Printed in the United States of America. Except as permitted under the United States Copyright
Act of 1976, no portion of this manual may be reproduced in any form or by any means without
the written permission of World Travel Holdings.
 Participant’s Guide

Business Writing Workshop

Workshop Goal: To improve your business writing skills. By the end of this two hour workshop,
you will be able to:

• Understand WTH procedures

• Identify the components of a well constructed business letter

• Pay closer attention to spacing, grammar, capitalization, punctuation and abbreviations

• Make clearer word choices

• Minimize jargon and

• Convey bad news in a positive manner.

Notes:

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 Participant’s Guide

Self Assessment
Please take a moment to answer the following questions:

1. I always keep my audience in mind when I write.

Yes No I Don’t Know

2. I have no problem with the basics: grammar, capitalization and punctuation.

Yes No I Don’t Know

3. I know the difference between verb tenses and usage.

Yes No I Don’t Know

4. I choose simple words to communicate clearly and avoid redundancies.

Yes No I Don’t Know

5. I make it a point to state clearly the specific purpose of my letters, memos or e-mails.

Yes No I Don’t Know

6. I recognize and avoid business clichés and jargon.

Yes No I Don’t Know

7. I ruthlessly edit everything I write.

Yes No I Don’t Know

8. I understand the components and importance of well constructed business letter.

Yes No I Don’t Know

9. I’m confident I can communicate bad news tactfully.

Yes No I Don’t Know

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 Participant’s Guide

Punctuation Pointers
THE COMMA (,)
The comma sets off or separates words or groups of words within sentences.

1) Use a comma after a long introductory phrase or clause. “After working all day at the
office, I went home for dinner.”

2) If the introductory material is short, forget the comma: “After work I went home for
dinner.”

3) Use a comma if the sentence would be confused without it, like this: “The day before I
borrowed my boss’s calculator.” A better way would read: “The day before, I borrowed
my boss’s calculator.”

4) Use a comma to separate elements in a series: “I enjoy drinking orange juice, tea, milk,
and coffee.”

5) Use a comma to separate independent clauses that are joined by: and, but, or, nor, for, yet:
“We shopped for three hours, but we didn’t make a single purchase”.

SEMICOLON (;)
The semicolon separates two independent clauses, but it keeps those two thoughts more tightly
linked than a period can: “I type the letters; he types the bills”. Use a semicolon before and a
comma after the following words if they come between two independent clauses:
accordingly hence moreover similarly also
however namely still besides likewise
nevertheless then consequently indeed nonetheless
therefore furthermore instead otherwise thus

1) I thought I had completed the project; consequently, I realized we missed five items.

2) We have prepared your estimate; however, you should sign it by Friday.

3) I would like to tell you a story; therefore, please stay after the meeting.

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 Participant’s Guide

Punctuation Pointers Cont’d

COLON (:)
A colon is a tip-off to get ready for what’s next: a list, a long quotation, or an explanation. It’s
used to separate independent clauses when the second clause explains or amplifies the first.

1) My new office contains the following: a chair, desk, computer, and wall art.

2) We need additional information: escrow statements, tax returns, approved bank loans, and
mortgage agreements.

3) There are three things to remember when booking a cruise: find out where they want to
go, determine if they have ever cruised before, and ask them what type of
accommodations they are interested in.

APOSTROPHE (‘)
An apostrophe is commonly used to form the possessive of nouns and some pronouns and to mark
the omission of letter(s) in a contraction.

1) If the noun is singular, add ’s:

I enjoyed Betty’s presentation. Someone’s coat is in the lobby.

2) The same applies for the singular nouns ending in “s” like James:
This is James’s new office.

3) If the noun is plural, simply add an apostrophe after the s:

Those are the clients’ new files.

4) If the singular noun ends in “s” add “es” and an apostrophe to make it both plural and
possessive:
Here is the Joneses’ tax information.

Punctuation Practice
Directions: Punctuate the following, and then compare your answers
to each other. Note, not all sentences need additional punctuation.

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Participant’s Guide

1) The executive watched the competition but the competition went ahead with the take over.

2) During our meeting she was genial but shrewd.

3) Today more women are becoming executives in corporations.

4) The job was difficult therefore he quit.

5) My suitcase included files pencils books and paper.

6) We thought we would have to work late consequently we ended up leaving early.

7) Sarrahs car was in the shop therefore she had to take the bus to work.

8) In preparation for the meeting Mr. Jones asked us to do three things set up the equipment dust
the chair and empty the ashtrays.

9) We wanted to go to the five partners meeting but we were unable to leave before the weekend.

10) Lois resume arrived yesterday moreover she phoned for an interview next week.

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 Participant’s Guide

Parallel Construction
Parallel construction adds clarity, elegance, and symmetry to your writing. Words, phrases
and statements are coordinated to be grammatically parallel: noun aligned with noun, verb
with verb, and phrase with phrase. For example:

NOT: Speaking in public is sometimes harder than to write in private.

BETTER: Speaking in public is sometimes harder than writing in private.

NOT: Agents are people of action, decision, and who are bright.

BETTER: Agents are people of action, decision, and intelligence.

NOT: Debbie’s office was painted, had carpet put in, and cleaned last week.

BETTER: Debbie’s office was painted, carpeted, and cleaned last week.

Not only does parallel construction add symmetry, it often reduces wordiness, as in the
examples above. Don’t hesitate, however, to repeat a word if it makes your sentence
clearer. For example:

NOT: A secretary can program a computer to type a letter but not think.

BETTER: A secretary can program a computer to type a letter but not to think.

NOT: David’s specialty is writing short stories; however, he also enjoys doing poetry.

BETTER: David’s specialty is writing short stories; however, he also enjoys writing
poetry.

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 Participant’s Guide

Parallel Construction Practice

Revise the following sentences to form correct parallel construction. Write your answers in the
space provided following each sentence. Then compare among your teammates.

1. It was a long meeting and very tedious.

2. Mark enjoys his work as a contractor in the daytime and going to ballgames in the
evening.

3. In school do you remember writing, reading and the teacher talks loudly?

4. When customers book a cruise they have to choose what cruise line to take, determining
how long to sail, and decide how much money to spend.

5. Poor writing costs money, wastes time, and customers feel alienated.

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 Participant’s Guide

Proper Word Usage

Proper word usage is another problem for business people. Entire books are written on this
subject. The quiz below is a fun and quick way to test your knowledge of proper usage and bring
to light some of the common pitfalls it is easy for us to fall into.

USAGE QUIZ

1) Which is correct?
The _______________ of wearing seatbelts can ___________________ the number of
people injured in automobile accidents.
a) affect/effect
b) effect/effect
c) effect/affect
d) affect/affect

2) Which is correct?
a) The party pledges not to raise taxes, which would be harmful to the economy
b) The party pledges not to raise taxes that would be harmful to the economy

3) Which is correct in business writing? (Circle the correct one in each pair)
a) 6 or six
b) 14 or fourteen
c) 500 years ago or Five-Hundred years ago
d) 4.5 million or 4,500,000

4) Which is correct?
a) Was 22 July 20xx the date of the ball game?
b) On July 22, 20xx I graduated from law school
c) On July 22, 20xx, I’m leaving on vacation

5) Which is correct?
a) An historic choice
b) A historic choice

6) Which is correct?
a) He implied that we were not to blame.
b) He inferred that we were not to blame.
USAGE QUIZ (continued)

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Participant’s Guide

7) Which is correct?
The boss can ____________ all the files ________________ the ones we receive today.
a) except/except
b) accept/except
c) accept/accept
d) except/accept

8) Which is correct?
I would ____________ you to follow the ________________ of your supervisor.
a) advice/advise
b) advise/advice
c) advise/advise
d) advice/advice

9) Which is correct?
We were ____________ to leave when Mrs. Smith asked us if we had ______________
been given a copy of the agenda.
a) all ready/already
b) already/already
c) all ready/all ready
d) already/all ready

10) Complete each sentence using either capitol or capital.

a) Austin is the ______________ of Texas.

b) The company tried to raise enough ________________ to buy new equipment.
c) Paris is the ___________________ of France.
d) The first word in a sentence should begin with a ________________ letter.
e) If you want to watch state government in action, visit the ________________
in Sacramento, California.

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 Participant’s Guide

(Unnecessary) Redundancies
The following list contains common redundant expressions. Delete word(s) in parentheses.

(advance) planning (as) for example

ask (a question) refer (back)

(as to) whether (true) facts

(as) yet (when and) if

(at a) later (date) whether (or not)

at (the) present (time) written (down)

(basic) fundamentals (brief) moment

(specific) examples off (of)

(but) nevertheless period (of time)

(close) proximity might (possibly)

(close) scrutiny since (the time when)

combine (together) recur (again)

(completely) filled (still) remains

consensus (of opinion) (thorough) investigation

continue (on) sufficient (enough)

estimated at (about) started (off) with

(exact) opposites merged (together)

first (of all) repeat (again)

(just) exactly blend (together)

my (personal) opinion came (at a time) when

(absolutely) essential (false) pretenses

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Participant’s Guide

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Capitalization, Spacing and Abbreviations
Here are some other areas to consider with writing business documents.

CAPITALIZATION (general considerations):

• Always capitalize: a persons names, proper noun, title, or geographical locations.

• Always capitalize a sentence, a compass point, or first word of a “Quote”.

• Don’t add capitals for words like manager or agent in a sentence unless you are
addressing them as such: Agent Dan, or Manager Libby C.

SPACING (general considerations):

• One space between words.

• When typing an e-mail, report, business proposal, etc. use two spaces after a
period.

• No line spaces within a paragraph on e-mail or business letter.

• One line space between paragraphs.

• All lines should be left justified.

ABBREVIATIONS (general considerations):

• Avoid beginning a sentence with an acronym or abbreviation.

• Not recommended for business writing when addressing a client.

• Use only if abbreviation is conventional, is apt to be familiar, will save

considerable space, and will prevent cumbersome repetition.

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Minimizing Jargon

Below are some examples of jargon. Please take a moment and decide what
alternative phrases you can use instead:

Most Commonly Used: Alternative Word Choices:

• Tour Provider

• Air Deviation

• Bump/Change

• Profile

• Non Cash Code

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Conveying Bad News Tactfully
This last section has to do with conveying bad news tactfully. Often in business we must
break bad news to good people. This is one time where brevity and conciseness take a back
seat to tact and humanity. In other words, your tone is all-important. Choose your words
carefully; select words that are human, courteous, and positive. Don’t use qualifiers, passive
construction, or euphemisms to avoid accepting responsibility. For example, a company
president wrote the following memo to her employees:

It is necessary to resize our operation to the level of profitable market opportunities.

What she meant was this:

We must lay off staff.

Note the difference between the following positive and negative phrases:

NEGATIVE POSITIVE

You failed to notice May I point out that…

You neglected to mention We can also consider…

You overlooked the fact that One additional fact is…

You missed the point From another perspective…

If you persist in If you choose to…

I see no alternative but Our clear plan of action…

Generally, a memo or letter should not start with the word “you”. It sounds accusatory and
abrasive.

So, how do we say no or deliver bad news? At times we must deny a request no matter if we
want to or not. It’s important to be direct and considerate, but don’t be too subtle; otherwise,
you may mislead by offering false hope instead of communicating clearly. Remember: even
criticism can be delivered positively.

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Business Writing Workshop Summary

Workshop Goal: To improve your business writing skills. By the end of this two hour workshop,
you should be able to:

• Understand WTH procedures

• Identify the components of a well constructed business letter

• Pay closer attention to spacing, grammar, capitalization, punctuation and abbreviations

• Make clearer word choices

• Minimize jargon and

• Convey bad news in a positive manner.

Notes:

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What Will You Apply?

What two significant

things have you learned
from this module that
you will take back to
apply at your job?

Choose two things that you will now do as a result of what you have learned in this module.

1.

2.

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