Ch 5 pg 105-111

Officers may have to prepare written communication including: reports, press releases, ____, memos, emails, meeting ____, minutes, personnel _____, policies and procedures

The ____ and ____ of the document gives the reader an impression of the ability and credibility of the company officer and the organization

Documents are written to ____, persuade, inform or ____

The first step in writing any document is to determine its _____, scope and ____

The scope of the document refers to its ( or thesis statement) and how broad or narrow the coverage of it is.

A lengthy or highly technical document may require an ___. An outline for a written document may follow the same three part format as one for a speech: an ____, body, ____

Outlining the document helps the writer establish ___ flow of the material, placing the _____ points at the beginning and then supporting each point with addition data.

Common technical writing practices require that outline be balanced with a minimum of ___ points under each heading. If there is only one, it becomes part of the ____ and is not included as a separate entry.

Headings should be expressed in ____ form. Nouns need to be made ____ to nouns, verbs with verb forms and so on. Logical and clear writing should not be sacrificed simply to maintain _____

Each paragraph needs to contain a ____ sentence that announces and controls the content of the paragraph. The ___ sentence may occur at the beginning, in the ____ or at the end

The number of paragraphs depends on the number of ____ in the outline. The average paragraph is ___ to ___ words long, equating to a topic sentence and __ or __ supporting sentences

Examples of transitions used at the start of a paragraph can be divided into __ main categories: showing contrast or ____, indicating continuity, showing ___ and ___, indicating exemplification

Translations may be used at the end of a paragraph for ____, conclusion and/or ____

Text development: be clear and concise, write in a ____ tone, avoid long sentences and numerous commas, use in ____ voice, use parallel structure, always proofread, have someone else proofread, use bullets, numbers or other indicators for ___ points, use _____ for addition info

Agendas and ____ of meetings use _____ format to either schedule or report the results of a meeting

If the AHJ doesn’t have a formal style for these documents (policies, procedures, RFPs or bid specs), model forms may be found in _____ writing manuals, accessed on the internet or acquired from other organizations. Manufacturers usually supply formats for model ___ specs

Some ____ societies may require locales to maintain the log

Memos are a ___ and ___ way of transmitting a message within an organization. Memos are valuable because they commit the writer to a certain course of action and provide a ___ of communication and evidence of action on a specific topic

A memo may have several purposes: requesting info, providing a ____ report, issuing a ____ warning, and notifying personnel about a meeting. It should be short and to the point.

The majority of memos are written to provide the following 6 types of info: who, ___ when, ___ why ___

Emails are used for ___ and ___ communication.

Company officers must remember to stay within the organizations ____ of ____ when sending electronic communications

Organizations may have an email policy that includes proper email etiquette, enforcement,____ and monitoring elements. Important reasons to have these policies are _____, efficiency and ___ protecting

Letters are official documents that should be ____ and flawless and require the same attention given to a ____ or ____ summary

The physical arrangement of the letter depends on the organizations _____ format and it’s policies or procedures

The accepted format for most ____ letters consist of the heading, ___, body, _____

Follow these guidelines when composing a letter: consider the ___ of the letter, be ____ in the message, make the letter ____ centered, express praise easily and always say please and thank you, personalize the letter when possible

Form based reports include: incident reports, fire investigation reports, internal or ____ inspection reports, injury reports, ____ reports, ____ reports

The following characteristics describe a carefully completed form: legible, ____, complete, ____