Writing for Different Purposes

basic & keySKILLBUILDER

Writing for Different Purposes

Level 3

WORKBOOK 6

CONTENTS

Guide to Formats for CommunicationPages 2 – 4

How to Produce a Curriculum VitaePages 5 – 7

Memoranda Pages 8 – 10

Business Letters Pages 11 – 20

Leaflets and Brochures Pages 21

Reports Pages 22 – 29

Briefing, Fact Sheet, Note SummariesPages 30 – 31

Guide to Formats for Communication

Written communications can be presented in a number of different formats, each of which have their own specific uses. You have to be able to identify when each of these formats should be used. This guide should help you to do this.

Once you have identified which is the appropriate format, the following pages will give you the necessary guidance for you to be able to produce your written communications appropriately and accurately.

1.The Curriculum Vitae (cv)

A CV lists all your most important personal details, especially your educational background, qualifications and work or career record. It should be word-processed and stored safely on disc so it can be updated throughout your working life and copies can be printed to send to prospective employers.

2.The Memorandum (Memo)

A memorandum is a short, but official communication which is used only within organisations. It is sent between colleagues and departments but must not go through the external mail. The memo is used as a record of information sent or requested.

3.Letters

This is one of the most common forms of written communication produced by individuals. Letters can be formal or informal, official or unofficial. The letter format must be used when communicating with anyone outside a business or organisation, but they can also be used to communicate within an organisation.

4.Reports

Some organisations produce very specific types of report formats designed to direct the writer to include specific information eg Accident Reports, Progress Reports.

However, if you are asked to do some research, or to compile sets of data to present to someone else, such as to the Board of Directors or to a Management Committee, you must use the format for business reports.

5.Email

Emails can be sent within an organisation or externally anywhere in the world if you know the email address of the person you wish to contact. They are immediate and friendly but you must remember that electronic mail is not secure or necessarily private, so you must be careful what you write – once the send button has been pressed, it cannot easily be recalled!

In addition to your individual message, other files produced on a variety of software can be attached to the document, to be downloaded by the recipient.

Emails are one of the quickest and most efficient ways of distributing information to a large number of people at the same time. By using the attachment facility, it is possible to send large amounts of information quickly and cheaply.

6.Faxes

Faxes are sent over the telephone lines provided you have a suitable machine. They are used to send pre-printed matter including written or printed information, but are especially valuable for transmitting complex information such as diagrams, maps, tables of data and charts. The recipient’s machine prints out an exact copy of the original printed matter.

7.Leaflets

Leaflets are small, often colourful pieces of communication which are produced to give general and vital information to any interested persons and to the general public. They are most effective when they are professionally produced. You must be very careful to make sure that the grammar is accurate, that you use vocabulary appropriate to your target audience and that the design of the leaflet is very carefully thought out.

Some leaflets consist entirely of images supported by a minimum amount of text. This type of leaflet is very useful for conveying instructions, and for people who may have some difficulty reading detailed text.

8.Brochures

Brochures are similar in purpose and design to leaflets but are much longer and more complex documents. Some brochures can contain hundreds of pages and give very detailed information to the target audience eg holiday brochures. (See workbook 5)

9.Press Releases

Press releases are used by organisations as a method of public relations. The organisation produces information which it wants the public to know eg about the launch of a new product, movement to or development of a new site, an exciting re-organisation. This information is sent to the local or national press. If the news is interesting and exciting enough, it might be published free of charge!

10.Notices

A notice can be sent out or posted on notice boards by various individuals within an organisation. Notices can be used to inform people about a wide variety of topics eg social occasions, internal job vacancies, advanced notification of meetings, changes to organisational procedures. A notice must be eye-catching, clear and concise and contain only necessary and vital information.

11.Agendas

An agenda clearly sets out the matters to be discussed at a meeting. It should be sent out to participants in advance of a meeting so they can compile and bring relevant information to the meeting if they wish. A properly produced agenda also ensures that the meeting is conducted efficiently and follows a logical order which is accepted by all participants.

12.Minutes

Minutes should be taken during every formal meeting. They are a formal written record of what was discussed and of decisions made during the meeting. The minutes should also record who has been asked to take certain actions and progress reports can be asked for at the next meeting.

Information and ExamplesHow to Produce a Curriculum Vitae or CV

Advertisements for jobs often ask you to send your CV with a covering letter and it is a good idea (and will save you a lot of time) if you have one prepared and saved which you always keep up to date. A well written CV is an easy way to give a prospective employer the basic details about yourself. However, for a CV to serve as a good self advertisement, it has to be well produced and kept up to date.

Your CV is useful for you to record all your achievements and work experience so when you make a job application you will have all the information you need available and not have to search for it.

As a job advertisement can easily attract hundreds of applicants, having a well presented and easy to read CV could make the difference between you being short-listed and passed over. A badly presented CV will not even be read beyond the first page and you will not be offered an interview. There are some factors which you should always bear in mind when preparing your CV.

1.Word process your CV. This will not only show any potential employer that you have valuable computer skills, you will be able to update it quickly and easily and produce as many copies as you need.

2.Accuracy is vital. If your CV is badly written with grammar and spelling mistakes, it will certainly make an impression on a potential employer, but not the one you want.

3.Consider the layout and presentation of your CV very carefully. It must be easy to read and the important facts must be easy to find so use sub-sections and headings. The CVs which show that time and effort has been taken in preparing them are the ones to catch a potential employer’s eye. Use a simple, uncomplicated font (eg Arial) and leave spaces between sections.

4.The important details to put into your CV are those which show your achievements and experience. Use your CV to show how you would be of value to any potential employer by listing job roles and responsibilities you have fulfilled successfully. The ones which are most applicable to the job for which you are applying can be expanded upon in more detail in your letter and at the interview if you are lucky enough to be offered one. Tables can be an effective way of listing your qualifications with their grades and dates.

5.Try to adapt your CV so it is tailored towards each job for which you apply. This means stressing your qualifications and experience which best meet the requirements of the job. This is relatively easy to do if it is word processed and saved.

6.Arrange your employment record in date order. Many employers prefer to see the list beginning with your most recent job. If you had a period of unemployment for any reason, do not ignore it or try to pretend it never happened, you may well be questioned about it.

7.You should list any specific skills you have eg holding a full driving licence; speaking foreign languages; computing skills.

8.Always send a covering letter unless you have been asked to simply complete the organisation’s application form. This letter can refer to the details given in your CV such as your list of computing qualifications. You should not repeat lists of facts, the letter is your opportunity to show how your qualifications, experience and personal qualities make you an ideal person for the job.

9.Make sure that any details and facts you give are accurate. Never pretend to have qualifications and experience you do not have. You can be (and often are) asked to bring in your certificates for checking and previous employers can be contacted.

Even if you have a beautiful CV, if the job advertisement asks you only to send a letter or to telephone for an application form, DO AS YOU ARE ASKED.

Attached is a model CV which you can adapt for yourself as you may not need all the elements which are included here.

1. Personal Details

Surname ______First Name ______

Address ______

______

Telephone Number Home ______Work ______

Fax Number ______Home ______Work ______

Date of Birth: ______Place of Birth ______Nationality______

2.Education

School/College / Dates Attended

Qualifications Gained

Subject / Qualification and Grade /

Date

3.Work Experience

a)Present Employer

Name of Employer

/

Position Held

/

Date Job Began

b)Previous Employment

Name of Employer

/

Position Held

/

Date Job Began

4.Other Skills/Certificates Held

eg Driving Licence, typing, computer literacy, first aid certificate

5.Hobbies - other interests.

Information and Examples Memoranda

Consider

1. The purpose of the memorandum.

1. To whom it is going.
2. What makes the memorandum the best method of achieving your objective(s).
   

Content

1. Refer to a previous communication or event, or state the purpose of the memorandum.

1. State what you want the reader to know/do.
2. Give any relevant information the reader needs to have for understanding the issue or to carry out any requests which you are making. Full information should be given. Never assume knowledge on the part of a reader.
3. Give a clear statement of when/how/where instructions should be carried out.

General Factors

1.The memorandum (memo) is an internal document used for communicating unsolicited pieces of information. It may be a short informal note or a long and complex document depending on the nature of the material and the personnel involved. It is most commonly quite short as most things of great length and formality would require a report. The memo can go between departments, sites, even to another part of the country or to another country, but it must remain within the company.

2.Format
Unlike a letter, there is no address, salutation (Dear...), or complimentary close (Yours...). Nor are they usually signed, but the sender’s name must be on the memo. (Some businesses sign memos if financial transactions are involved).

3.Include
a) The name of the destination department or of the recipient. Memos may be addressed to individuals by their job titles eg the Personnel Manager.
b)Include the sender’s name/position/department to avoid confusion.

4.Layout
This does vary between companies, but all memos have some features in common.

It is useful to include a heading so the subject of the memo is obvious at a glance and it is useful for filing purposes. It is quite acceptable to include lists and numbered or bulleted points.

As with letters, enclosures and copies are indicated at the bottom of the memo. A copy of every memo sent should be kept for future reference.

5.Importance
The memo provides a written record for both the sender and the recipient and is often an invaluable piece of reference material within a company.

6.Subject Matter
Typically, a memo hasonly one subject. This is mainly to assist in the accurate filing of your communications, otherwise multiple copies may have to be kept.

Exercise 1Memos

Write a memo to your tutor requesting details of a proposed class visit to Holland. Explain why you were absent from the session during which this was discussed.

Exercise 2Memos

Write a memo to a colleague explaining that you cannot attend a previously arranged meeting with him/her because you have to attend the hospital. Make an offer of alternative dates and times.

Information and Examples Business Letters

Basic Structure

PPurpose

EExplanation

AAction

Style

KKeep

IIt

SShort and

SSimple

Style

 / Fully-blocked / Typed, with no punctuation in the address, date etc. Paragraphs are indicated by leaving a space.

N.B. the body of the letter is punctuated as usual!

General Rules

1. / The date / Is given in full.
2. / The reference number / Must be used when replying to a previous letter or file. It is made up of the initials of the writer/typist or there is a file number devised by the company.
3. / The addressee / Write their name/position within the company and their address in full.
4. / The salutation / Dear Sir or Madam is appropriate if you are not sure to whom the letter is to be addressed (i.e. you are sending it to someone by virtue of their job title rather than to them specifically by name).
5. / The letter heading / On a business letter, this summarises the subject of the letter, and ensures that it goes to the appropriate person; it focuses attention on the subject, and it refers the reader to the relevant records/files.
6. / The complimentary close / A letter addressed asDear Sir or Madam must be closed by Yours faithfully. A letter addressed to someone by name must be closed by Yours sincerely.
7. / Your signature / Should be followed by the printed name of the sender (plus Mr/Mrs/Miss/Ms) and their job title. If you have to sign a letter on behalf of someone else, write pp (PER PRO) and their name after your signature.
8. / Enclosures / Are indicated at the bottom of the letter as Enc(s) and often the name of the enclosures, so they can be checked on dispatch and on arrival.
9. / Copies to / Are indicated as a list of names of the recipients.
CHECKLISTS
Don’t / Do
Use jargon, officialese. / Bear in mind the purpose of your letter.
Use complicated language. / Plan the letter to follow a logical sequence.
Use more words than are necessary. / Use simple, direct vocabulary and sentences.
Be condescending, rude, or over familiar. / Ensure that your letter is complete, clear, concise, and courteous.
Fail to check for errors in layout, spelling, punctuation, sentence construction. / Remember, the letter represents your organisation.
Check for errors.
Remember the key elements of structure and style.

The following is an example of a fully blocked business letter.

Softsoap Toiletries Ltd

Heathgate House

Collinge Way

PETERBOROUGH

Cambridgeshire PE11 3PH

Telephone 01253 33367

Fax 0125333368

Email mwahid@ softsoap.co.uk

7 April 2006

Ref: MAW/SUS

The Manager

Craven Bank PLC

Larkin Place

PETERBOROUGH

Cambridgeshire PE13 9DG

Dear Sir or Madam

Change of Trading Address

As one of our valued customers we should like to inform you that from 10 April 2006 our address will change from the above to:

Regency House

High Street

Peterborough

Cambridgeshire

PE34 6HN

Our account number is 309500.

Please amend your records accordingly.

Yours faithfully

M WAHID

Managing Director

Directors:M A Wahid BSc PhD

J R Snow BSc

R D Singh BSc

IncorporatedLondon No 17652

Information and ExamplesTypes of Letter – Guidelines on Writing Different Types

The content of any letter is of necessity specific to the sender and the purpose of the letter. However, it is not easy, at first, to learn how to write good, effective, business letters.

NEVER, EVER BEGIN ANY LETTER WITH “I am writing”. It is obvious that you are writing, otherwise the letter would not exist.

Below are some suggested guidelines for the contents of some common types of letters.

Letters of Enquiry

Paragraph/Content:

1.state the purpose of your letter - what you are enquiring about;

2.give any useful background details eg the reason for the enquiry and any special circumstances, needs, requirements etc.;

3.make a final statement indicating what actions or response you need.

Replying to a Letter of Enquiry

Paragraph/Content:

1.thank the writer and acknowledge the query;

2.give the appropriate reply and refer to any enclosed information or leaflets;

3.offer further help if necessary and give a contact name/number.

Letters of Complaint

Paragraph/Content:

1.outline briefly what you are complaining about and why;

2.give details about the nature of the problem and justify why you are complaining;

3.explain the implications of the problem eg expense, danger, inconvenience;

4.state what action you want taking and by when;

5.indicate that you may take further steps if you are not satisfied.

Note: Do not threaten action which you can/will not actually take.

Replying to a Letter of Complaint

Paragraph/Content:

1.acknowledge receipt of the letter and apologise as appropriate;