Columbus State Community Campus Committee on Sustainability Analytical Report Formal Analytical Report Assignment (Part 4) Building off of your work from

Columbus State Community Campus Committee on Sustainability Analytical Report Formal Analytical Report Assignment (Part 4)

Building off of your work from parts 1, 2, & 3, continue with the same scenario reiterated below for part 3. Remember to assemble your report as outlined below and The completed assignment is due SATURDAY 5/2 at 11:59 PM

The Scenario:

A campus committee on Sustainability (CCS) at Ohio University has sent out a request for Proposal for a report to improve the university’s eco-friendliness by reducing energy use, curbing carbon emissions, or just generally any project that would make the campus eco-friendlier. Your mission is to come up with a proposal idea, research the topic for feasibility, and write the analytical proposal. Your proposal should follow the structure for this type of report as explained by the formal reports section of your textbook. (Additional example on pgs. 348-367).

Part 4: Complete Back Matter and remaining Front Matter:

Table of Contents (pg. 319)
Table or Lists of Figures/Tables (pg. 320)
Executive Summary (pgs. 321-322) 1pg. single spaced, TNR 12-pt. font
Back Matter: Appendices, documentation of sources (pgs. 324 – 326, 328)

Put all 4 parts together, and submit formal report as a whole using the following outline:

Title Page
Letter or memo of transmittal
Table of Contents
List of figures and/or tables
Executive summary
Introduction
Background
Mode of Analysis or Methodology
Analysis of Data
Conclusions
Recommendations
Appendix A
Appendix B
References

Part 4 Rubric:

Table of Contents

/5

Table or Lists of Figures/Tables

/5

Executive Summary

/10

Appendices

/10

Documentation of sources/References

/5

/35 Review Copy
“Business and Professional Writing provides a solid overview of key topics related to business
communication. Clear, concise chapters teach students about plain language, format, and grammar,
and highlight the most common forms of business communication such as letters and memos.
What makes this book stand out from the competition is its focus on news releases, brochures,
and promotion on the web. Detailed instructions on how to construct an effective brochure are
especially helpful to students who often struggle with this format.”
— Precious McKenzie, Rocky Mountain College
Straightforward, practical, and focused on realistic examples, Business and Professional Writing: A
Basic Guide is an introduction to the fundamentals of professional writing. The book emphasizes
clarity, conciseness, and plain language. Guidelines and templates for business correspondence,
formal and informal reports, brochures and press releases, and oral presentations are included.
Exercises guide readers through the process of creating and revising each genre, and helpful tips,
reminders, and suggested resources beyond the book are provided throughout.
Paul MacRae is an instructor in business and professional writing at the University of Victoria.
ISBN
978-1-55481-220-2
Cover image: © Snehitdesign | Dreamstime.com
Business and Professional Writing A Basic Guide
“Paul MacRae’s Business and Professional Writing delivers on its promise to provide a basic breadand-butter guide to workplace writing. Whereas other books combine practical writing instruction
with communication theory, MacRae’s background as a journalist comes through in his concise
approach: he hones in on the core genres and skills that all professional writers must develop as
part of their writing repertoires. This book practises what it teaches. Concepts are explained and
illustrated clearly and efficiently. The strong section on grammar clearly explains the basics that
need to be in every professional writer’s toolkit. The book’s brevity, conciseness, and to-the-point
approach make it a practical, accessible textbook that would be a great resource for any student.”
— Kelly Belanger, Virginia Tech
MacRae
“Paul MacRae’s Business and Professional Writing is an excellent new entry in the field of writing
textbooks. MacRae clearly has years of experience teaching writing: he knows what students
need, and he knows how to convey that information in an accessible, almost conversational way.
This is a practical, no-nonsense approach to professional writing. What the reader will find here
is everything he or she needs to know to be an effective communicator, from a foundation in
grammar and basic precepts, including the importance of document design, to how to write in
specific professional genres, including persuasive letters, résumés, and reports. Rather than being
relegated to an appendix, grammar is foregrounded, along with the ‘seven Cs of good professional
communication.’ The coverage is thorough yet concise, and even experienced writers will find the
text to be a valuable resource.”
— Michael Fox, Western University
Business and
Professional Writing
A Basic Guide
Pen Macro Photo. Designed by Chris Rowat
Design, Daiva Villa
ISBN978-1-55481-220-2
978-1-55481-220-2
ISBN
broadview press
www.broadviewpress.com
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Paul MacRae
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“Business and Professional Writing provides a solid overview of key topics related to business
communication. Clear, concise chapters teach students about plain language, format, and grammar,
and highlight the most common forms of business communication such as letters and memos.
What makes this book stand out from the competition is its focus on news releases, brochures,
and promotion on the web. Detailed instructions on how to construct an effective brochure are
especially helpful to students who often struggle with this format.”
— Precious McKenzie, Rocky Mountain College
Straightforward, practical, and focused on realistic examples, Business and Professional Writing: A
Basic Guide is an introduction to the fundamentals of professional writing. The book emphasizes
clarity, conciseness, and plain language. Guidelines and templates for business correspondence,
formal and informal reports, brochures and press releases, and oral presentations are included.
Exercises guide readers through the process of creating and revising each genre, and helpful tips,
reminders, and suggested resources beyond the book are provided throughout.
Paul MacRae is an instructor in business and professional writing at the University of Victoria.
ISBN
978-1-55481-220-2
Cover image: © Snehitdesign | Dreamstime.com
Business and Professional Writing A Basic Guide
“Paul MacRae’s Business and Professional Writing delivers on its promise to provide a basic breadand-butter guide to workplace writing. Whereas other books combine practical writing instruction
with communication theory, MacRae’s background as a journalist comes through in his concise
approach: he hones in on the core genres and skills that all professional writers must develop as
part of their writing repertoires. This book practises what it teaches. Concepts are explained and
illustrated clearly and efficiently. The strong section on grammar clearly explains the basics that
need to be in every professional writer’s toolkit. The book’s brevity, conciseness, and to-the-point
approach make it a practical, accessible textbook that would be a great resource for any student.”
— Kelly Belanger, Virginia Tech
MacRae
“Paul MacRae’s Business and Professional Writing is an excellent new entry in the field of writing
textbooks. MacRae clearly has years of experience teaching writing: he knows what students
need, and he knows how to convey that information in an accessible, almost conversational way.
This is a practical, no-nonsense approach to professional writing. What the reader will find here
is everything he or she needs to know to be an effective communicator, from a foundation in
grammar and basic precepts, including the importance of document design, to how to write in
specific professional genres, including persuasive letters, résumés, and reports. Rather than being
relegated to an appendix, grammar is foregrounded, along with the ‘seven Cs of good professional
communication.’ The coverage is thorough yet concise, and even experienced writers will find the
text to be a valuable resource.”
— Michael Fox, Western University
Business and
Professional Writing
A Basic Guide
Pen Macro Photo. Designed by Chris Rowat
Design, Daiva Villa
ISBN978-1-55481-220-2
978-1-55481-220-2
ISBN
broadview press
www.broadviewpress.com
Business Writing cover (FA).indd 1
broadview
Paul MacRae
2015-01-29 8:10 AM
Review Copy
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Business and
Professional Writing
A Basic Guide
Paul MacRae
broadview press
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© 2015 Paul MacRae
All rights reserved. The use of any part of this publication reproduced, transmitted in any form or by any means,
electronic, mechanical, photocopying, recording, or otherwise, or stored in a retrieval system, without prior written
consent of the publisher –– or in the case of photocopying, a licence from Access Copyright (Canadian Copyright
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Library and Archives Canada Cataloguing in Publication
MacRae, Paul, 1946-, author
Business and professional writing : a basic guide / Paul MacRae.
Includes bibliographical references and index.
ISBN 978-1-55481-220-2 (pbk.)
1. Business writing. 2. Business report writing. 3. Business communication. I. Title.
HF5718.3.M32 2015
808.06’665
C2014-908238-X
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Contents
Acknowledgements 11
Preface 13
Introduction to Business and Professional Writing
15
Part I The Basics of Strong Writing
Chapter 1 Plain Language
23
25
Business Communication versus Academic Writing
Plain Language 27
Exercises 32
25
Chapter 2 The Seven Cs of Good Professional Communication
Introduction 33
1. Clear 34
2. Concise 39
3. Concrete and Specific
4. Complete 44
5. Courteous 45
6. Coherent 48
7. Constructive 55
Conclusion 58
Quiz on the Seven Cs 60
42
Chapter 3 The Eighth C: Learning Grammar Language
Introduction 61
Grammar Language
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contents
Parts of Speech 64
Sentences and Clauses 66
Conjunctions 73
Clauses and Conjunctions Determine Punctuation
Punctuation 81
Grammar Odds and Ends 90
Conclusion 93
Quiz #1 on Grammar 93
Quiz #2 on Grammar 94
Chapter 4 Copy-Editing
78
95
Introduction: What Is Copy-Editing? 95
Using Spellcheck 98
Other Copy-Editing Tasks 99
Copy-Editing Symbols 99
Using a Word Processor for Copy-Editing
Conclusion 103
Copy-Editing Exercise 104
Part II Document Design
Chapter 5 Basic Document Design
101
105
107
Introduction: The Importance of Good Document Design
Modular Design 108
Lists 112
Headings 117
Graphics 122
Summing Up 130
Chapter 6 Formatting for Correspondence
Introduction 133
Memos and Emails 134
Letters 138
Correspondence Review
Introduction
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133
147
Part III Correspondence
Chapter 7 Emails and Memos
107
149
151
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contents
7
Emails and Memos 152
Emails 152
Memos 155
Faxes and Scans 157
Chapter 8 Letters: Good News, Neutral, and Bad News
Good-News and Neutral Letters
Bad-News Letters 162
Chapter 9 Persuasive Letters
160
175
Introduction 175
Three Rhetorical Techniques 176
AIDA (Attention, Interest, Desire, Action)
Exercise 188
Part IV Writing for a Job
Chapter 10 Cover Letters
178
189
191
Introduction 191
The Cover Letter
Conclusion 200
Exercise 201
Chapter 11 Résumés
192
203
Introduction 203
Reverse Chronological Résumé 206
Functional Résumé 209
Combined Chronological and Functional Résumé
Scannable Résumé 216
Conclusion 220
Exercises 220
Part V Promotional Materials
Chapter 12 News Releases
212
221
223
Introduction 223
News Releases 223
Follow-up Questions and Exercises
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contents
Chapter 13 Brochures
235
Introduction 235
Brochures Are AIDA Documents
Conclusion 241
Exercises 242
Chapter 14 Promotion on the Web
Introduction 243
Creating a Website
Social Media 245
Exercise 248
243
244
Part VI Oral Presentations
Chapter 15 Individual Oral Presentations
Introduction 251
Individual Presentations 252
Individual Presentation Checklist
Exercises 265
Chapter 16 Group Presentations
251
264
270
273
Chapter 17 Informal Reports
275
Introduction 275
Progress Reports 276
Problem-Solving Reports
Incident Reports 287
Proposal Reports 290
Conclusion 296
Discussion Questions 296
Exercises 296
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249
267
Introduction 267
Preparation 267
Content 269
Delivery 269
Group Presentation Checklist
Exercise 271
Part VII Reports
235
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contents
Chapter 18 Formal Reports
9
299
Introduction 299
Formal Report Design 300
Formal Report Formatting 302
Surveys 316
Minutes 321
Conclusion 326
Formal Report Checklist 328
Discussion Questions 329
Exercise 329
Chapter 19 Formal Report Example
Appendix A Answers to Exercises
331
351
Introduction 351
Chapter 1 353
Chapter 2 353
Chapter 3 356
Chapter 4 363
Chapter 5 364
Chapter 6 366
Chapter 8 369
Chapter 12 371
Index
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Acknowledgements
No work appears out of a vacuum, and this book is no exception. Since 2005, I have
taught a course on business and professional writing, English 225, at the University
of Victoria. I inherited that course from professors Claire McKenzie and Norma
Depledge; I also inherited from them many of the key concepts in this book, including the eight Cs of good professional writing, the AIDA format for persuasive writing,
and the format for “bad news” letters, among others. I am sincerely grateful to them.
I’d like to acknowledge University Canada West, a private university now in Vancouver but originally based in Victoria. I taught several courses, both in-classroom
and online, at UCW, and designed two of the courses: one on writing for the media
and a second on writing for business and the professions. Business and Professional
Writing: A Basic Guide is based on the online textbook I wrote for UCW’s businesswriting course, and I am grateful to UCW for agreeing to allow Broadview Press to
publish this version of it.
I would like to thank Broadview Press for taking this book out of the online world
and putting it into actual print, and particularly Don LePan and Marjorie Mather.
Broadview editor Karen Taylor went well beyond what I would consider the call of
duty in editing the manuscript and I am very grateful to her for her many suggestions and corrections. And many thanks, as well, to my wife Sheila, who carefully
and kindly proofread the manuscript and made many, many helpful suggestions.
Finally, I would like to thank the hundreds of University of Victoria students I
have had the pleasure of teaching over the past decade. I have learned as much from
them as, I hope, they have learned from me.
When I began to teach writing in 2005, after more than 30 years in journalism,
I made a startling discovery: I didn’t know what my students didn’t know about
writing, and I didn’t know what I didn’t know about teaching writing.
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12
acknowledgements
As a former journalist, I often assumed at first that my students knew more about
writing than they actually did. But I also often assumed I knew more about what
students needed than I actually did. I quickly learned that what was obvious to me
wasn’t obvious to my students, and what was obvious to my students wasn’t obvious
to me. And so, over the years, my course materials and teaching evolved to fill the
gaps in both my students’ knowledge and my own.
Business and Professional Writing: A Basic Guide is the result of this learning
process. This book contains everything that, I believe, students need to know to
become strong writers in the professional and business world. But I have also tried
to include background material that, based on a decade’s teaching and learning, I
found most students didn’t know.
Above all, I hope this book will be useful to you, both in your writing for university or college and after you leave university for the world beyond. I wish you the
best of luck! But, in university and in the work world, “luck” is almost always based
on hard preparatory work.
So let’s get started . . . .
—Paul MacRae
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Preface
Welcome to Business and Professional Writing: A Basic Guide. It’s called a “basic”
guide because that’s what it is. It’s what you need to know, without a lot of bells and
whistles, for your first few writing assignments in the real world.
The bells and whistles in a textbook are cool, but as a student you’re juggling
course work and probably a part-time job, while still trying to have a social life. Do
you really have time to read more than what you absolutely need to know?
Also, in the real, working world, you aren’t going to be handed a major assignment, like a news release or formal report, without some previous training and
knowledge learned on the job. In addition, in your first real-world writing assignments, you’ll almost certainly have co-writers who are more experienced to train
and guide you.
That said, being familiar beforehand with how to structure and format a formal
report, say, or how to write a strong news release, or how to send an angry customer
a “bad news” letter that won’t lose the customer’s goodwill, means you won’t look
like a complete newbie, and might even impress the boss!
So, in this book, we’ll keep it simple. We’ll be looking at some basic formats for
correspondence, promotional materials (brochures, news releases, and the like),
informal reports, and formal reports. We’ll look at how to design attractive documents. And we’ll look at how to make your writing as powerful, persuasive, and
grammatically correct as possible.
Incidentally, “professional” writing in this book refers to writing within the
professions like law, medicine, architecture, business, government, and so on, not
“professional” writing in the sense of publishing your writing for money. However,
the writing taught in this book is practised by professional writers.
Let’s discuss grammar for a moment. The grammar section is Chapter 3. If you
are already terrific at grammar, then by all means skip that chapter. But if your
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14
preface
grammar, spelling, and general written communication skills are even a bit dodgy,
then you should spend quite a bit of your precious study time working on making
your grammar perfect. Why?
It’s not hard to learn the various professional writing formats—letters, brochures,
news releases, reports, and so on, that we cover in this book. But if the writing you
put into the formats isn’t good—which means grammatically correct, easy to read,
and clear—then your efforts will not succeed as you’d hoped.
Also, you want to write well…
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