2. Every country has its own set of rules
and expectations about the ways to
communicate in a business setting. In
some countries, they may place less
emphasis on written materials and
more emphasis on verbal
communication. However, in the United
States, memos, letters, and emails are
important and play a role in creating a
person's business reputation.
3. This handout is designed to provide you with a
few basic tips about North American business
audiences along with some helpful hints on
writing to this audience effectively. Some of the
information and examples on this handout are
taken from other sources that you may find
helpful. The asterisks (*) mark sentences
borrowed from other writers. You can find the
bibliographic information at the end of the
page.
4. • The topics discussed in this handout
are:
• Getting to the point
• Keeping it simple
• Using passive and active voice
• Using nondiscriminatory language
• Over-generalizing verbs
5. • Getting to the Point
• The question "so what is your point" is very
common with American audiences. In general,
North Americans prefer to get a preview of
the main ideas so that they know what to
expect. Time is an important factor for U.S.
business people because they do not have
much of it. So it is important to state your
purpose or "the bottom line" for writing at the
beginning of your document.
6. • Here is an example of a hidden main point
where the writer is requesting employment
verification*:
• Dear Personnel Director:
• On March 27, I received a phone call from
Mrs. Karen Krane from New York, who was
once a data entry clerk in your Ohio office.
She was under the direct supervision of.....
7. As you can see, the above statement goes on
several sentences and the writer still has not
revealed his or her purpose. A busy personnel
director might skip over this request and make
it a last priority.
This is an example with the main point clearly
stated:
Dear Personnel Director:
Would you verify the employment of Mrs.
Karen Krane? She was a data entry clerk in
your Ohio office (fill in the details) Sincerely,
8. Often times writers will place their main point at the
bottom of their document because they are either
delivering bad news or they are afraid their ideas will
be rejected. But business writing experts warn against
this style of writing. Bad news should always be
delivered up front. Also remember that while you do
not want to be too shy about delivering bad news, you
also do not want to be too aggressive when you submit
an idea or suggestion. For example, "We must hire a
new secretary now" has an aggressive tone that your
reader may not appreciate. Instead write something
like, "I know that you do not think we should hire a
new secretary now, but I really think we need to.
Please let me explain my reasons."
9. Keeping It Simple
You may have heard your English instructors
tell you not to worry yourself over complicated
sentences and impressive words. Just use
simple language to get your point across and
you will have more success. Well, the same
proves true for business writing. You might feel
compelled to use bigger words or more
complex sentences to build credibility with
your audience.
The two primary reasons to avoid such tactics
are: a) you might be perceived as a con artist
or, b) your message might become confusing.
10. • An example of using "impressive words":
• Subsequent to the passage of the subject
legislation, it is incumbent upon you to advise
your organization to comply with it.*
• An example using simple words:
• After the law passes, you must tell your
people to comply with it.*
• The second passage is much easier to
understand and it gets straight to the point.
There is little room for misunderstanding with
that statement.
11. Using Passive and Active Voice*
• Passive voice has three basic
characteristics:
• A form of the verb to be (is, am are, was,
were, be, been, or being).
• A past participle (a verb ending in -ed or -
en except irregular verbs like kept).
• A prepositional phrase beginning with by
12. • Here is a sentence using all three
characteristics:
• The meeting is being held by the human
resources department.
• Another sample of a passive sentence:
• It's a great honor to be applying to a
prestigious company.
13. • Passive statements convey a clear message and in
some cases (those without the prepositional phrase)
are grammatically correct. But the problem is that
passive phrases are often overused by writers.
• A writer uses passive voice to purposefully leave out
the actor or subject of the sentence in an effort to
sound more diplomatic. Look at this example.
• Active: "I decided that everyone must retake the
exam."
Passive: "It has been decided that everyone must
retake the exam."
• The passive example takes the actor out of the
sentence so that the audience cannot directly blame
someone.
14. • Author Edward Bailey offers a few suggestions on when
to use passive voice. He says there are three instances
to use it:
• When you don't know the actor
• When the actor is unimportant to the point you're
making ("The Congressman was re-elected.")
• When the emphasis is clearly not on the actor but on
the acted upon ("What happened to the little girl? The
little girl was rescued.")
• If your purpose does not fall into one of three
categories above then use active direct voice. But be
careful not to be too direct. You would not want to tell
an employer that he or she should hire you because "I
am the best."
15. Using Nondiscriminatory Language
Nondiscriminatory language is language that
treats all people equally. It does not use any
discriminatory words, remarks, or ideas. It is
very important that the business writer
communicate in a way that expresses equality
and respect for all individuals. It is the kind of
language that can come between you and
your reader. Make sure your writing is free of
sexist language and free of bias based on
such factors as race, ethnicity, religion, age,
sexual orientation, and disability.
16. • Use neutral job titles. Not Good: Chairman
Better: Chairperson
• Avoid demeaning or stereotypical terms. Not
Good: After the girls in the office receive an
order, our office fills it within 24 hours
Better: When orders are received from the
office, they are filled within 24 hours
17. • Avoid words and phrases that unnecessarily
imply gender. Not Good: Executives and their
wives
Better: Executives and their spouses
• Omit information about group membership
Not Good: Connie Green performed the job
well for her age.
Better: Connie Green performed the job well
• If you do not know a reader's gender, use a
nonsexist salutation. Not Good: Dear
Gentlemen:
Better: To Whom it May Concern:
18. Do not use masculine pronouns
Not Good: Each student must provide his
own lab jacket
Better: Students must provide their own
lab jackets. Or Each student must provide
his or her own lab jacket.
19. Over-generalizing Verbs
Conjugating verbs poses a challenge for all speakers
and writers of languages other than their native
tongue. One feature that is found with ESL speakers is
the tendency to over-generalize verbs with pronouns.
For example, when using the verb to try:
I try We try
You try They try
He/She/It try*
Notice the asterisk (*) next to He/She/It try. It is there
because try should be conjugated to "He/She/It tries."
Sometimes these small points are missed because
when you read your paper aloud it may sound fine to
you.
20. But note that there is a distinct difference
between the way we talk and the way we
write. When you are proofreading your
document, try to be mindful of the verb
variations. Unfortunately, there is no magic
trick for overcoming this except for
memorizing verbs. When you are in doubt,
ask someone for help.
21. Notes and References
* Bailey, Edward P. The Plain English Approach to
Business Writing. Oxford University Press: NY,
1990.
** Mark Dollar. "Basic Tips for ESL Students:
Writing for an American Audience." Purdue OWL,
1999.
22. • Administrative Assistant
• TheWalt Disney Company Argentina S.A.
• Industria: Entretenimiento
• Department: Film Distribution
Job Objective: Assist two Directors of Film Distribution Department in day to day duties, such as
coordination of agendas, business trips, conference calls, and specific tasks of the department.
Responsibilities:
• Management of daily agenda and assistance with office logistics.
• Coordination and follow up of agendas, business trips, meetings and conference calls.
• Administration of reports and all SAP related processes.
• Coordination of internal reporting and communications with other Departments.
• Generation of weekly reports and update of film calendars.
Experience:
• At least 2 years of experience as assistant in Multinational Companies is a must.
Education:
• Advanced student or degree in Translation or Secretarial studies.
Other considerations:
• Advanced level of English is a must.
• Proficiency on Power Point, Excel and Word.
• SAP experience is a plus.
23. • Jr Analyst Human Resources (SAP/Compensations) US Entertainment Company
• Industria: Entretenimiento
• Type of contract: Outsourcing - Full-Time (9 to 18hs)
Department: Human Resources Information System (HRIS)
Responsibilities:
• Maintenance of the SAP HR Module for the Latin American Region (Argentina, Brazil, Chile, Mexico, Venezuela and Miami
office)
oData entry of personnel information into the HR Management System keeping it up to date
• First-line support for SAP HR related questions from local HR and local employees.
• Pro-actively identify SAP and other technology requirements/needs from the local HR and business and escalate to
International HRIS
• Provide SAP HR training to new hires within your local HR team, refresher training for existing HR team members, and
training on any new enhancements or changes that have been communicated to you by the International HRIS team
• Ensure SAP becomes a fully integrated system that enables the HR community to provide excellent service to the lines of
business
• Work with the International HRIS administrators to ensure the HR Organizational Structure within SAP is up-to-date and
accurate. Also, utilizing electronic forms to request SAP organizational changes that will be made by International HRIS.
• Attend and participate in the monthly Super User calls
• Maintenance of others HRIS systems and HR tools such as Headcount Management tool and organizational charts
Experience: • Preferably, 1 year of experience working with SAP HR module.
Education:
• Advanced student o recently graduated professional in Human Resources, Administration or Accountant
(preferably, hard disciplines).
Other considerations:
• Advanced level of English.
• Preferably, advanced level of Excel.
24. Writing task #1
• Write your CV for one of the jobs
• Write a cover letter for your CV
• Cover letter – 7 mks
• CV – 8 mks
• GUIDELINES:
• Send your writing to:
cvpanchitovera@gmail.com
Subject: Class #1, CV and cover letter