Effective List Making in Writing

Lists in Writing

• Horizontal Lists: Use a colon only if the lead-in is a complete sentence.
• Horizontal List Example: "These are the items we will discuss at next Monday’s meeting: the need for new quality control measures, the performance of our customer service hotline, and the proposed switch to voice-recognition phone technology."
• Horizontal List Limit: Restrict to a maximum of four or five items per list.
• Vertical Lists: Break large blocks of text into manageable segments.
• Vertical List Lead-in: Create a strong explanatory lead-in that reads logically and grammatically.
• Vertical List Example: "Our company has three key business segments: Investing, Mortgage operations, Leasing operations."
• Vertical List Numbering: Use numbers or letters to indicate chronological sequence or importance.
• Vertical List Bullets: Use bullets when items are of equal importance.
• Capitalization in Lists: Capitalize each item as you would a sentence.
• Action Verbs in Lists: Use action verbs when giving instructions or commands.
• Punctuation in Lists: Use terminal punctuation for complete sentences, phrases, or any item consisting of two or more sentences.

Business Emails

• E-mail Importance: Electronic mail is essential for transmitting workplace documents.
• E-mail Guidelines: Organizations often institute guidelines for effective e-mail usage.
• Netiquette: Follow netiquette for polite, efficient, and effective internet communication.
• E-mail Length: Keep messages brief for better readability.
• E-mail Attachments: Use attachments for long messages.
• E-mail Content: Include only essential information for decision-making.
• E-mail vs. Face-to-Face: Use e-mail strategically, avoiding it for sensitive or contentious issues.
• Offline Composition: Write crucial messages offline for review.
• Accuracy in E-mail: Aim for both speed and accuracy, avoiding careless errors.
• E-mail Privacy: Be mindful that e-mail is not private and can be retrieved even after deletion.
• Emotional Responses: Avoid sending angry e-mails.
• Unnecessary Messages: Limit unnecessary messages to maintain reader engagement.

Business Letters

• Letter Appearance and Content: The appearance and content of a business letter contribute to its success.
• Letter Elements: Each component of a business letter serves a specific function.
• Standard Letter Elements: Return address, date line, inside address, salutation, message, complimentary close, signature block.
• Optional Letter Elements: Reference line, delivery notation, confidential notation, attention line, identification initials, subject line, postscript, enclosure notation, copy notification, continuation page heading.
• Letterhead: Use stationery with printed letterhead containing company information.
• Return Address: For personal letters, type the return address above the date.
• Postscript: Key PS: or PS. before the message in the postscript.
• Continuation Page Heading: Use a plain sheet for subsequent pages, with a header including the recipient's name, page number, and date.

Letter Formats

• Block Format: All letter parts begin at the left margin.
• Modified Block Format: Return address, date line, complimentary closing, and signature block are centered.

This quiz covers the principles of creating effective horizontal and vertical lists in writing. Learn the rules for punctuation, capitalization, and formatting to enhance clarity and organization in your documents. Test your understanding of when to use different list styles and their respective lead-ins.