Professional Writing: Proposals Business/Cover Letters Memoranda

1. Professional Writing:ProposalsBusiness/Cover LettersMemoranda Composition

2. Academic vs. Professional Writing • Academic Writing • Writer presents main idea, but takes time over whole essay to develop major themes, ideas, etc. • More reliance on complex vocabulary • Audience is almost always your teacher • Other ideas? • Professional Writing • The most important information usually comes first, with the next important information, and so on… • More reliant on words, expressions, acronyms relative to field; other word choices should be economical and easy to understand • Audience can be anyone, from a boss, to people you oversee, to a client • Other ideas?

3. PROPOSALS

4. Strong vs. Weak Proposals STRONG PROPOSALS WEAK PROPOSALS Lack of technical detail No evidence of innovation No statement of the feasibility, question, risk, or solution measure Too much background information No preliminary data supporting need • You have done your homework and are not duplicating previous research • This project is relevant to the sponsor • The purpose of the project will address a critical need • You have an effective and feasible approach to addressing this problem • Something tangible can be anticipated at the end of the project that justifies the resources requested • The project staff and its organization have the capability, credibility and experience needed to make the project succeed

5. Modification of Standard Proposal Sections • The format of a standard business proposal is long and elaborate, with many parts, which you may discuss in more detail in various business classes • For the purposes of our class and first assignment, I will simplify the process so that we are addressing several key parts in a single document (letter)

6. Things to Include in Your Letter of Proposal • Proposed Title of Paper • Choose words that describe the primary goal of your paper • Choose words that can most easily be remembered • Use language that is appropriate (matches) the subject (and your desired tone) • Try to keep the title brief without being too general • Not: Global Warming • Not: The Treatise on Global Warming as it Affects Diverse Ecosystems in Africa, the Americas, Europe, Asia, and Australia • Try: Global Warming’s Effect on Ecosystems Worldwide

7. Things to Include in Your Letter of Proposal • Abstract/Objective/Paper Summary • Offer a high-level description of the following things your paper will address: • Need or significance of topic • Why a paper must be written about it • Why your audience must understand the importance of the issue • Evaluation of your perspective/solution • What is your opinion? • What solutions could you propose regarding the issue? • Procedures • What types of research and evidence do you plan to incorporate? • We will conduct both primary and secondary research • Purpose: • Goals: long-range/broader concepts or ideas you would like to see as a result of your paper • Objectives: short-term/more specific and concrete things you would like to see as a result of your paper • Hypotheses or Research Questions are tools you will utilize to further your understanding of the issue, as well as potential solutions

8. Things to Include in Your Letter of Proposal • Research Plan/Method • Offers a detailed breakdown of timelines, cost, supplies, etc. needed to complete project (or, in our case, paper) • Establish a Working Timeline • By which dates will you need to have key areas of your final paper finished? (You may utilize the syllabus and/or create your own dates) • What will you do to keep yourself on track? • Establish Necessary Resources • Who/what will you use to gather information? • How will you plan to obtain help if you need it? • Establish Necessary Supplies • What facilities or equipment will you need? • How will you address issues within the research process?

9. Things to Include in Your Letter of Proposal • Conclusion/References • Offer thanks for the ability to be heard • Name sources used in proposal • Invite communication regarding questions or concerns

10. Proposal Writing Tips • Set a positive tone • Use outline formats (bullets) when necessary, but make sure they do not overwhelm the writing • Don’t overkill a point • Use transitions to help the reader navigate through the proposal • Avoid language such as “might, could, ought, may, should, hope, will consider, it • appears” (try to be as firm/decisive as possible) • Take a stand in your proposal • Try to minimize the fluff/B.S. • Avoid unsupported subjective arguments • Do not assume the reader will be familiar with the subject • Sequence your proposal in a logical manner • Carefully review, edit and proofread – again and again • Ask others to help by reading the proposal and providing feedback • Follow the guidelines

11. Avoid Proposal Writing Mistakes • Ignoring the formatting guidelines • Failure to introduce the topic or familiarize the reader with the issue • Inattention to details OR overkill on the details • Lack of clarity and/or too much jargon • Failure to point out the broader benefits • Failure to take a stance on the issue • Failure to propose a solution to the issue

12. Proposal Writing Activity • In groups of 4-5, create a mock paper proposal for one of each of the following topics (*and do not be concerned with precise formatting at this point—we will discuss this in the next section): • Student athletes should receive financial compensation (besides tuition) • Pet owners should not declaw their cats • Physician-assisted suicide should be legal • The penalties for DUIs & OWIs should be increased • Sex education in schools should not be abstinence-only • Once you have finished, we will share these with the entire class • These topics are not off-limits for the actual papers • This is an attempt for you to • Consider what you may want to research for the quarter • Practice for your first assignment

13. BUSINESS/COVER LETTERS

14. Business/Cover Letter Formatting • Heading • YOUR name, address, phone number, and email • Can incorporate on letterhead; align left, center, or right • Inside Address • The name, address, phone number, and email (if known) to the RECIPIENT • Align to the left • Salutation • Address to a real person (vs. To Whom It May Concern) whenever possible, using “Dear” • Use a colon after the name • Date • Write out • Ex. October 11, 2011 • Align to the left

15. Business/Cover Letter Formatting • Text/Body • Try to keep paragraphs together and not “widow” lines/words. • Do not indent • Use single-spacing • Skip a line between paragraphs • Try to avoid bullets • If you use bullets, use them minimally

16. Business/Cover Letter Formatting General Business Letter Content • First portion should address the reason for writing • Second portion should present explanation, details, examples, that support the reason for writing • Last portion should sum up message, convey positivity, give thanks (if appropriate), and provide necessary follow-up information.

17. Business/Cover Letter Formatting Job Cover Letter Content • First portion should address what job for which you are applying, how you learned about the job opening, and (in a nutshell) what you bring to the table for the employer. • Second portion should elaborate on the skills used and learned from the jobs on your resume, as well as an explanation of tasks performed. • Always be sure to emphasize why/how the skills/tasks will make you the best employee for [X] position. • Last portion should sum up strengths, give thanks for the time to be heard, and reach out for follow up contact.

18. Business/Cover Letter Formatting • Complimentary Closing • A formal “farewell” to your recipient • Two spaces below text of letter; capitalize first word • Often “Sincerely,” but many other options: • Yours truly, Best/Kind/Warm regards, etc. • Signature • Both handwritten & typed name • Use electronic signature if sending via computer • Include title below name if/when appropriate

19. Business/Cover Letter Formatting • Enclosures & Courtesy Copies • Write “enclosure” or “encl.” if you are including additional documents with the letter (when mailing) • Write “Copy: John Doe” or “Cc: John Doe” if someone else (John Doe) needs to receive a copy of the letter • Important note: never use a P.S. in formal business correspondence.

20. Fixing a Horrible Cover Letter • Time out! • In groups of 3-4, try to identify every mistake you see in your sample cover letter, both grammatical and in content. • In a large group, we will discuss why all of these instances are wrong.

21. MEMORANDA

22. Business Memoramda (Memos) • Used primarily for two purposes: • Brief: Transmit important bulletins, announcements, etc. • Longer: Explain policies and procedures, often those that are changing • Note: different professions (for example, attorneys) or organizations (for example, the military) may use memos for other purposes • Email is an increasingly common medium for memos • However, some memos are still distributed via hard copy

23. Memo Formatting • Like an email, all memos should have the follow header: • To: A person or group of people • From: You (or someone else for whom you drafted the memo) • Date: current date • Re: The subject of the memo (short for “regarding”) • In email, specifically: • Cc: Courtesy or Carbon Copy • Bcc: Blind Carbon Copy • When you Bcc someone, the other people receiving the memo do not know about the Bcc, including the identity of the person/people

24. Memo Formatting: Body of Message • Single-space; skip a line between paragraphs • Begin with a summary of background or statement of issue to be addressed • Use Headers to help you organize large amounts of information • Ex. “Current Procedure,” “Future Protocol,” “Recommendations,” etc. • Try to follow the “Inverted Pyramid” technique (Journalism) and write all of the most important information first • Use clear and simple language, as well as company acronyms (if they are widely understood) • End similar to a business letter: welcome questions/concerns, provide contact information, and employ positivity.

25. Writing a Business Memo • Time out! • Work with your group to create a sample business memo