Copyright 2014, Michaele Downey, All Rights Reserved
Effective Business Writing Workbook
1 Copyright 2014, Michaele Downey, All Rights Reserved
Overview of the Workshop The goal of this course is to help the participant write in a way that’s professional,
persuasive, and effective. We will be discussing common business writing standards, proofreading, and how to write emails, memos, and business letters. The student will complete the course with a better understanding of how to be a
more compelling communicator and how to eliminate embarrassing mistakes.
Draw This Use the area below to draw your version of the picture as described by the
instructor.
2 Copyright 2014, Michaele Downey, All Rights Reserved
Questions to Ask Yourself
1. ______________________________________________________________________________________
2. ______________________________________________________________________________________
3. ______________________________________________________________________________________
Tips for Better Business Writing Your writing must be ________________, ________________, and ________________
1. Use _______________, _______________ sentences.
2. Be _______________.
3. Skip the ________________________________.
4. Cut the ________________________________.
5. Leave out the __________________________.
ADDITIONAL NOTES
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
3 Copyright 2014, Michaele Downey, All Rights Reserved
Formal vs. Informal English When it comes to writing in English, there are two main styles of writing – formal and informal. Consider the following examples:
Example 1:
Good morning, Tom. Are you available to attend a meeting at 2 this
afternoon?
Example 2: Hey, Jeff! How ya doin’? Ya wanna go get some lunch today?
Main Differences
Change to Formal Take the following informal statements and change them into formal statements:
1. Hi! ___________________________________________________________________
2. How ya doin’? _________________________________________________________
3. Can ya help? _________________________________________________________
4. I gotta go to a meeting. _______________________________________________
5. What do you want? ___________________________________________________
Formal Children, man…
Cannot, will not Avoid clichés Avoid abbreviated words,
television, by the way
Informal Kids, guy…
Can’t, won’t
Clichés
TV, BTW…
4 Copyright 2014, Michaele Downey, All Rights Reserved
5 Steps for Effective Business Writing
Research and/or Organize
The emphasis here will vary depending on what you are writing. If you are announcing a staff meeting, you may only need to organize your thoughts. If you are writing a report, you may need to organize research and other
materials. Determine your audience
You will need to consider the level of detail, the tone, formal or informal language, and professionalism.
Write This is where you put all of your thoughts together in an organized fashion.
Proofread and edit
Proofread everything you write. If it is a complex document, ask for assistance. Edit any mistakes you find, and then…
Proofread again Always proofread one last time before sending out any document.
Organize Using the picture from the lecture, write down and organize your thoughts.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
5 Copyright 2014, Michaele Downey, All Rights Reserved
Consider Your Audience What type of audience would you be writing to? ______________________________
_____________________________________________________________________________
How much detail would you give to this piece? _______________________________ _____________________________________________________________________________
Would you use formal or informal language? _________________________________
Write Write five or six sentences based on your outline that describes the picture.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
6 Copyright 2014, Michaele Downey, All Rights Reserved
Proofreading
1. Why did he aks what tyme it is.
2. Their going to the moovies tonight
3. When I went to the store.
4. We went to the store and we bought soda and chips and came home to watch the video that we rented earlier that afternoon thinking that it
would be a good movie.
5. It was nice very of Jim to lend me his car.
Commonly Misused Words
Your/You’re
On the lines below, write your or you’re, as appropriate.
1. ____________________ new couch will be delivered Thursday.
2. Do you know where ____________________ going to put it?
3. ____________________ welcome.
4. ____________________ book is on the table.
5. I realize ____________________ looking forward to relaxing.
Its/It’s
On the lines below, write its or it’s, as appropriate.
1. _____________________ been a long time since I’ve visited my grandmother.
2. The dog likes ____________________ new bed.
7 Copyright 2014, Michaele Downey, All Rights Reserved
3. ____________________ raining today.
4. I can’t figure out this math problem. _______________ too hard.
5. The cat was playing with ____________________ toy.
Their/There/They’re
On the lines below, write their, there, or they’re, as appropriate.
1. ____________________ are ice cream sandwiches in the freezer.
2. ____________________ melting because the freezer is unplugged.
3. In today’s football game, it is ____________________ school against ours.
4. ____________________ tired after ____________________ long trip.
5. ____________________ are several reasons to study business writing.
Rules of Comma Usage
Use commas to set off the elements of a series.
When there are three or more elements in a list, they should be separated by a comma, including the last two.
If you leave out the last comma, it may change the meaning of the sentence.
Example: Scott got dressed, ate breakfast, and brushed his teeth. Use a comma to separate two independent clauses joined by a
conjunction. Conjunctions are ‘and,’ ‘but,’ and ‘or.’ If the clauses are short, however, you may omit the comma.
Example: He wanted to play ball, but it was time to go to school. Use a comma to set off introductory phrases.
Example: As I walked to Jamie’s house, I suddenly realized I was going the wrong way.
8 Copyright 2014, Michaele Downey, All Rights Reserved
Use a comma to set off quoted language.
Example: “I’m asking you,” said Sally, “if you want to go to the store with me.” Use a comma to set off parenthetical elements. This is added information that, if eliminated, will not change the meaning of
the sentence. Example: My brother, who lives in New York, opened his own business. Don’t overuse commas!
Basic Email Etiquette
Use a subject line. The subject line should never be left blank. It should include meaningful
information.
DON’T USE ALL UPPERCASE. Not only does this appear like you are shouting at the reader, but it is also much harder to read.
Answer all questions.
Be sure to read and answer everything in the email. If all questions are not answered, this will require additional emails, which wastes your time and the recipient’s.
Watch those shortcuts. Texting abbreviations are making their way into email. This is considered
unprofessional.
Proofread! And proofread again! Be sure to read the documents a few times before you hit Send.
9 Copyright 2014, Michaele Downey, All Rights Reserved
Email Exercises
Exercise 1
Send an email to your team letting them know that they will be expected to attend the all-employee meeting on January 25.
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
Exercise 2
Send an email to the Training Department asking them for the dates of the next sales training workshop.
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
10 Copyright 2014, Michaele Downey, All Rights Reserved
Exercise 3
Answer the following email (assume that you are available):
Good morning <your name>,
Would you be available for a Picnic Committee meeting on May 3 at 10:30? We are asking that everyone bring a snack to share. Will
you please bring orange juice and cups?
Thank you,
Stephanie
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
11 Copyright 2014, Michaele Downey, All Rights Reserved
Business Memo Exercises
Exercise 1
The printer outside your office is not currently working. The tech will be here today or tomorrow. Please send a memo out to your staff instructing them not to use the printer and to use the one in the conference room.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
Exercise 2
Send a memo out to all employees to inform them that the parking spaces on Level 1 will be repaved during the next two weeks. Inform
them what measures will be taken to provide alternative parking.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
12 Copyright 2014, Michaele Downey, All Rights Reserved
Exercise 3
You will be out of the office for three weeks. Your associate, Elizabeth,
will take over some of your critical responsibilities, including end of month processing. In a memo to your coworkers, remind them of some
important issues they need to be aware of in your absence. ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
13 Copyright 2014, Michaele Downey, All Rights Reserved
Business Letter Exercises
Exercise 1
You work in the Accounting department of a clothing store called Shop Til You Drop. Write a letter to a customer who has not paid an outstanding balance despite two friendly reminders. Let the customer know your
company policy concerning unsettled debts.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
14 Copyright 2014, Michaele Downey, All Rights Reserved
Exercise 2
You work at a computer software company. The annual two-day
conference is in Las Vegas and several of your coworkers will be attending. Write a letter to the Las Vegas Hilton to book
accommodations. Specify how many attendees will require rooms. Ask the hotel what the rates will be and whether meals are included in the price.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
15 Copyright 2014, Michaele Downey, All Rights Reserved
Exercise 3
You are a teacher at Main Street High School. You would like to take a
group of senior students to the Franklin Institute to see the new Titanic exhibit. Write a letter to the Events Director, Bill Westin, to see if he can
arrange a private tour behind the scenes. In your letter, ask him about a discount for the entrance fee.
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________