The most effective advertising communicates a clear message to a targeted audience. Once you determine whom you want to reach and select appropriate keywords, you need to create ads that will inform your potential customers about the products and services you offer. The Google AdWords Editorial Guidelines will help you create effective ads to generate sales and meet your goals.
Underlying all the Editorial Guidelines are two simple principles that have worked for thousands of advertisers already in the program:
* Clearly and accurately describe your site.
* Emphasize the unique benefits of your product or service.
Our ultimate goal is your success, and we believe that providing a great user experience is the best way to ensure it. To run your ads on Google and our growing ad network of sites and products, you must adhere to these guidelines. Please also ensure that your site and ads comply with our Content Policy.
In cases where only minor changes are required for an ad to comply with our Editorial Guidelines, an AdWords Specialist may edit your ad for you. Examples of the type of edits we may make for you include the following: removing an exclamation point, removing or adding an extra space, and fixing a spelling error. However, Google shall not be responsible in the event that a change is not made to your ad text and a disapproval results. So, please be careful to follow the Editorial Guidelines to help ensure that your ads continue running.
Ad Style & Grammar:
Use Standard Punctuation and Symbols
* No repeated and unnecessary punctuation or symbols.
* Your title may not contain an exclamation point.
* Your ad text may only contain one exclamation point.
Correct Ad:
Advertise with Google
Want fast results?
Create your campaign today!
adwords.google.com
Correct because:
No exclamation point in title.
Question mark used appropriately.
One exclamation point in ad text.
Incorrect Ad:
Advertise with Google!
Want fast results??
Make $$ @ affordable costs.
adwords.google.com
Incorrect because:
Exclamation point in title.
Repeated question marks on second line.
Uses unnecessary symbols to replace words.
Use Standard Capitalization
* No excessive capitalization such as "FREE" or "GOOGLE ADWORDS."
* Capitalization of the first letter of each word within your displayed URL is permitted.
Correct Ad:
Google AdWords
Effective CPC Advertising.
Fast Results Within Your Budget!
AdWords.Google.com
Correct because:
Necessary capitalization for acronym, "CPC."
Acceptable capitalization in display URL.
Incorrect Ad:
Google AdWords
EFFECTIVE CPC Advertising.
Fast results within your budget!
ADWORDS.GOOGLE.COM
Incorrect because:
Excessive capitalization of "EFFECTIVE."
Excessive capitalization in display URL.
No Repetition
* Avoid gimmicky repetition.
Correct Ad:
Google AdWords
CPC Ad Campaigns:
Fast, easy, and effective!
adwords.google.com
Correct because:
Ad clear without repetition.
Incorrect Ad:
Google AdWords Ads
Ads, ads, ads are:
Fast, easy, and effective!
adwords.google.com
Incorrect because:
Gimmicky repetition in "Ads, ads, ads."
Use Correct Spelling
* Check that you use correct spelling.
Use Proper Grammar
* Your ad text must be in logical sentence or phrase form and must contain grammatically correct spacing.
* The use of symbols, numbers, or letters must adhere to the true meaning of the symbol.
Correct Ad:
Google AdWords Ads
Advertising at affordable costs
Visit & then see if right for you!
adwords.google.com
Correct because:
Ad uses appropriate spacing, grammar, and symbols.
Incorrect Ad:
GoogleAdWordsAds
Advertising at affordable costs.
Visit, than sea if it is right for you!
adwords.google.com
Incorrect because:
Ad is missing spaces in title.
Incorrect grammar: 'than' instead of 'then' and 'sea' instead of 'see.'
Keep It Concise
* Please keep the following ad text limits in mind when planning your ads. We believe that concise ads provide a great user experience and ultimately contribute to your success.
* Ad titles are limited to 25 characters.
* The two description lines and Display URL are limited to 35 characters each.
* Note: Languages using double-byte characters (such as Chinese, Japanese, Korean, Hebrew, and Arabic) can have 12 characters in the title, 17 characters for each line of ad text, and 35 characters for the Display URL.
Ad and Keyword Relevance
back to top
Your keywords and ad text must be relevant to your site, products, or services.
Write Accurate Ad Text
* Your ad text and keywords must directly relate to the content on the landing page for your ad.
* Distinguish your ad by including your company name, line of business, or product in your ad text or title.
* If you offer a local service or product, clearly indicate your location in your ad text.
Example:
If your alterations business only services New York, you should include "New York" in your ad text, mention your company's particular specialty, "experts in reweaving fine garments," and link to a page that displays this service.
Target Specific Keywords
* Use specific keywords that accurately reflect your site.
* Use keywords that reflect your location if you offer a location-specific product or service.
Example:
A New York apartment rental agency would not be allowed to run on only the keyword "rentals." The agency would have to use keywords such as "New York rental agency" or "NY apartments."
Ad Content
back to top
Should be informative, targeted, and represent your uniqueness.
Adhere to the Content Policy
* As a business, Google must make decisions about where we draw the line in regards to the advertising we accept. We, therefore, may not accept ads or keywords containing or relating to certain products or services. We reserve the right to exercise editorial discretion when it comes to the advertising we accept on our site, as noted in our advertising terms and conditions. Please note that the decisions we make concerning advertising in no way affect the search results we deliver. To learn more, please review our Content Policy.
No Double-Serving
* Google maintains a high standard for our user experience and the quality of our advertising. To protect the value and diversity of ads running on Google, we do not generally permit advertisers to manage multiple accounts featuring the same business or keywords. To learn more, please review our Double-Serving Policy.
Follow Proper Copyright Usage
* Copyrights are important business assets in which the copyright holder maintains exclusive rights. In your AdWords advertising, you must not use copyrighted content for which you don't have consent from the copyright holder. To learn more about how we handle copyright issues within the AdWords program, view the Digital Millennium Copyright Act and our Copyright Policy at http://www.google.com/adwords/learningcenter/text/19473.html.
Follow Proper Trademark Usage
* Trademarks are important business assets that can diminish in value if they are not used correctly. To learn more about how we handle trademark issues within the AdWords program, review our trademark policy.
Affiliate Policy
* We allow affiliates to use AdWords advertising. Please note that we'll only display one ad for affiliates and parent companies sharing the same Display URL per search query. We also monitor and don't allow the following:
o Redirect URLs: Ads that contain Display URLs that automatically redirect to the parent company.
o Bridge Pages: Ads for webpages that act as an intermediary, whose sole purpose is to link or redirect traffic to the parent company.
o Framing: Ads for webpages that replicate the look and feel of a parent site.
Support Competitive Claims
* If your ad text contains competitive language regarding other companies, support for this claim must be displayed on the landing page for your AdWords ad.
Avoid Superlatives
* If your ad contains the comparative or subjective phrases "best" or "#1," verification by a third party must be clearly displayed on your website.
Support Advertised Prices, Discounts, and Free Offers
* If your ad includes a price, special discount, or 'free' offer, it must be clearly and accurately displayed on your website within 1-2 clicks of your ad's landing page.
Example:
If you mention that you are selling socks for 20% off in your ad text, your Destination URL should link to a page that clearly displays socks at the discounted price.
No Unacceptable Phrases
* Avoid call-to-action phrases such as ‘click here’ that could apply to any ad, regardless of content.
* The limited text space should be used for concise, informative language that sets you apart from your competition.
* Phrases in the 3rd line of your ad cannot continue into the Display URL.
Correct Ad Correct because:
Target your Ads w/AdWords
Create an AdWords account today!
Visit Google.com to learn more.
adwords.google.com
Uses unique call-to-action phrases.
3rd line is independent from Display URL
Incorrect Ad Incorrect because:
Google AdWords
For an account - click here
To learn more, just visit us at:
adwords.google.com
Unacceptable phrase: 'click here'
3rd line continues into the Display URL
No Inappropriate Language
* Your ad cannot contain offensive or inappropriate language.
Non-Family Safe & Adult Sexual Content
* Ads are reviewed and categorized as "FamilySafe," "Non-FamilySafe," or "Adult Sexual Content" on a case-by-case basis.
* After our AdWords Specialists categorize the ads, Google generally allows ads containing adult themes, such as explicit sexual content, provided that they meet the conditions for AdWords advertising.
* These ads may not be accepted on our ad network of sites and products. Therefore, there is a possibility that your ads will appear only on Google search results pages.
* Ads categorized as "Adult Sexual Content" aren't accepted in certain countries such as Germany and India, and won't appear on Google search pages or via the Google Network for those countries.
Links
back to top
Your URLs must meet our standards for accuracy, accessibility, and security.
Review the Landing Page and Site Quality Guidelines
* Google incorporates certain site quality principles into factors such as ad approval status and Quality Score, so review the Landing Page and Site Quality Guidelines for more information.
Display URL Must be Accurate
* Your Display URL must accurately reflect the URL of your website. If your actual Destination URL link is too long for your ad, use a shortened version (such as your homepage) that meets the character limit for this field.
* The Display URL field cannot be used as another line of ad text.
* Your Display URL must include the domain extension, for example: .com, .net, or .org.
Example:
Destination URL: http://www.shoesforsale.com/ladiesshoes/highheels.html
Display URL: www.shoesforsale.com
Destination URL Must Work
* Your Destination URL must work properly. Check your spelling and symbols to make sure you entered the correct URL for the page you want users to visit.
* Your Destination URL must link to a working website. You cannot link to an email address or a file (ex. an image, audio, video, or document file that requires an additional program or application to open or run).
* The landing page for your ad cannot be under construction. We require your Destination URL to link to an actual web page with content relevant to your ad. When your site is under construction or down for maintenance, you must pause your Ad Group(s).
No Pop-ups
* We do not allow links to landing pages that generate pop-ups when users enter or leave your landing page. We consider a pop-up to be any window, regardless of content, that opens in addition to the original window.
Working Back Button
* Links to your website must allow users to enter and exit the landing page easily, and to return to the Google search results page or ad network by clicking once on the browser's 'Back' button.
Site Security
* Your site should use a secure server (https://) when collecting personal information from our users.
Tuesday, June 26, 2007
Google AdWords Ads
Google AdWords offers a variety of ad formats. The most common format is text ads, followed by image (and animated) ads. Additional formats available include video ads, local business ads, and mobile ads.
A typical AdWords text ad looks like this:
Try Google AdWords
Maximize your ROI. Attract
new customers. Sign up today.
adwords.google.com
Text ads contain the following four lines:
* Headline (25 characters, including spaces): The title attracts users who might be interested in your products or services.
* Description (two lines of up to 35 characters each, including spaces): These two lines contain your product, service, and other details (such as promotions). The content in these lines should be clear enough to communicate your intent and compelling enough to convince the user to click your ad and visit your site.
* Display URL (35 characters, including spaces): This line indicates which website the user visits when clicking your ad. In the above example, adwords.google.com is the display URL.
* Destination URL (up to 1024 characters): This is the actual page where users land when they click your ad. The URL won't appear in your ad. Many advertisers link their ads to particular destination pages within their website, but use the simpler URL of their homepage as the display URL.
Certain wide characters and double-byte characters will reduce the number of characters permitted per line.
You can make a new text ad at any time. To create a text ad in one of your existing ad groups, follow these steps:
1. Sign in to your AdWords account at https://adwords.google.com.
2. Click the campaign that contains the ad group you want to edit.
3. Click the appropriate ad group.
4. Select the Ad Variations tab.
5. Click the Create New Ad: Text Ad link at the top of the ad table.
6. Enter your headline, description lines, display URL, and destination URL.
7. Click Save New Text Ad
Text Ad Guidelines:
When creating your text ad, remember to follow these important guidelines:
* Display and destination URLs: Your destination URL is the URL of the webpage that users land on when they click your ad. It can have up to 1,024 characters and will not appear on your ad. Your display URL, which does appear on your ad, should be a simpler yet accurate representation of your destination URL. For example, if your destination URL is 'www.mysite.com/buythis,' your display URL could be 'www.MySite.com.'(Ads containing certain double-byte or wide characters may have shorter character limits.)
* Ad content: For the best results, make your ads informative, truthful, and to-the-point. Describe exactly what you're advertising and highlight any features that make your business stand out, such as discounts or a guaranteed return policy. Review our Tips page for more advice on writing effective ads.
* Editorial and content guidelines: When you save your ad, it is reviewed by AdWords specialists to see if it complies with our editorial and content guidelines. If it violates one of these guidelines, it will not be allowed to run on Google or the Google Network. Please review these guidelines to help ensure that your ad will be allowed to run.
A typical AdWords text ad looks like this:
Try Google AdWords
Maximize your ROI. Attract
new customers. Sign up today.
adwords.google.com
Text ads contain the following four lines:
* Headline (25 characters, including spaces): The title attracts users who might be interested in your products or services.
* Description (two lines of up to 35 characters each, including spaces): These two lines contain your product, service, and other details (such as promotions). The content in these lines should be clear enough to communicate your intent and compelling enough to convince the user to click your ad and visit your site.
* Display URL (35 characters, including spaces): This line indicates which website the user visits when clicking your ad. In the above example, adwords.google.com is the display URL.
* Destination URL (up to 1024 characters): This is the actual page where users land when they click your ad. The URL won't appear in your ad. Many advertisers link their ads to particular destination pages within their website, but use the simpler URL of their homepage as the display URL.
Certain wide characters and double-byte characters will reduce the number of characters permitted per line.
You can make a new text ad at any time. To create a text ad in one of your existing ad groups, follow these steps:
1. Sign in to your AdWords account at https://adwords.google.com.
2. Click the campaign that contains the ad group you want to edit.
3. Click the appropriate ad group.
4. Select the Ad Variations tab.
5. Click the Create New Ad: Text Ad link at the top of the ad table.
6. Enter your headline, description lines, display URL, and destination URL.
7. Click Save New Text Ad
Text Ad Guidelines:
When creating your text ad, remember to follow these important guidelines:
* Display and destination URLs: Your destination URL is the URL of the webpage that users land on when they click your ad. It can have up to 1,024 characters and will not appear on your ad. Your display URL, which does appear on your ad, should be a simpler yet accurate representation of your destination URL. For example, if your destination URL is 'www.mysite.com/buythis,' your display URL could be 'www.MySite.com.'(Ads containing certain double-byte or wide characters may have shorter character limits.)
* Ad content: For the best results, make your ads informative, truthful, and to-the-point. Describe exactly what you're advertising and highlight any features that make your business stand out, such as discounts or a guaranteed return policy. Review our Tips page for more advice on writing effective ads.
* Editorial and content guidelines: When you save your ad, it is reviewed by AdWords specialists to see if it complies with our editorial and content guidelines. If it violates one of these guidelines, it will not be allowed to run on Google or the Google Network. Please review these guidelines to help ensure that your ad will be allowed to run.
Sunday, June 24, 2007
Short Report
A report is a detailed account or statement that is used to relay information from one person to another.A report can be either in written form or in oral form. In written form,reports serve not only as a way of relaying information but also as official records by which the information is relayed.A shor report may simply provide information.
Formats of Shorts Reports.
According to an evaluation of reader's need,purpoes of the report and complexity of the subject, a short report takes the form of letter or a memorandum.
*Letter
When a short report takes the form of a letter,it contains the following organizational elements.
1.The writter's address
2.The date
3.Inside or reader's address
4.Salutaion
5.Subject
6.Body
7.Complimentary close
8.Signature block
Usually,a letter is sent to outside the organization.
*Memo
When a short report takes the form of a memorandum,it contains the following organizational elements.
1.Rearder's name
2.Writer's name
3.Date
4.subject line or title
5.Body
Usually,the memo is used within the organization
Types of Short Reports
According to different purposes and situations,we can classify the short reports into the following four kinds.
*Justification Report
It presents an idea or proposal and follows this with evidence to support it.As this kind of report usually seeks approval for something and teh resources involved,it is usually sent upwards in the oranization.
The writing plans is usually as follows,
1.Purposes statement
*Identify the report's purpose statement
2.Body of information
*Describe the current situation
*Describe the change
*Describe the cost factors
*Discuss the advantages or disadvantages
3.Conclusion
*Make a conclusion
*Close with the recommendation
*Periodic Report
A periodic report is the most common report prepared in business.It informs management,at regular intervals,on some aspect of the organization's operation over a specified period.
The writing plan is as follows:
1.Purpose statement
*Identify the report's purpose with a suject line or a purpose statement
2.Body
*Open the body of the report with facts and figures
*Present objective information on achievements problems
3.Conclusion
*Summarize the findings
*Close with the recommendation(s)
*Progress Report
It is an essential part of the organizational's management information system.It sends objective factual information,ususally to management,on the progress of a task and on timetables for future work and completion.
The writing plan as follows,
1.Purpose statement
*Identify the report's purpose with a subject line or a purpose statement
2.Body
*Open the body of the report with the current status,work or goals completed so far
*Follow with details of the operation's achievements
*Present any problems and state how they were resolved or will be resolved
3.Conclusion
*Indicate future
*Incident Report
It gives management a clear,factual account of an incident that is noe-routine.It is primarily an information report,offering the receiver objective,factual details rather than a full analysis or justification of the incident.
The plan as follows,
1.Purpose statement
*Identify a purpose of the statement
2.Body
*A short general statement about the incident
*A description of the circumstances that lead up to the incident
*An outline of what happened,in appropriate detail
*An indication of the ourcome:the effect the incident had or is having
3.Conclusion
*Indicate possible actions
Writing Points
Some important writing techniques for greater effectiveness.
1.Indicate your purpose clearly
2.Give accurate and objective information
3.Organize clearly so that the report highlighting the main points and leads logically to your conclusions
Formats of Shorts Reports.
According to an evaluation of reader's need,purpoes of the report and complexity of the subject, a short report takes the form of letter or a memorandum.
*Letter
When a short report takes the form of a letter,it contains the following organizational elements.
1.The writter's address
2.The date
3.Inside or reader's address
4.Salutaion
5.Subject
6.Body
7.Complimentary close
8.Signature block
Usually,a letter is sent to outside the organization.
*Memo
When a short report takes the form of a memorandum,it contains the following organizational elements.
1.Rearder's name
2.Writer's name
3.Date
4.subject line or title
5.Body
Usually,the memo is used within the organization
Types of Short Reports
According to different purposes and situations,we can classify the short reports into the following four kinds.
*Justification Report
It presents an idea or proposal and follows this with evidence to support it.As this kind of report usually seeks approval for something and teh resources involved,it is usually sent upwards in the oranization.
The writing plans is usually as follows,
1.Purposes statement
*Identify the report's purpose statement
2.Body of information
*Describe the current situation
*Describe the change
*Describe the cost factors
*Discuss the advantages or disadvantages
3.Conclusion
*Make a conclusion
*Close with the recommendation
*Periodic Report
A periodic report is the most common report prepared in business.It informs management,at regular intervals,on some aspect of the organization's operation over a specified period.
The writing plan is as follows:
1.Purpose statement
*Identify the report's purpose with a suject line or a purpose statement
2.Body
*Open the body of the report with facts and figures
*Present objective information on achievements problems
3.Conclusion
*Summarize the findings
*Close with the recommendation(s)
*Progress Report
It is an essential part of the organizational's management information system.It sends objective factual information,ususally to management,on the progress of a task and on timetables for future work and completion.
The writing plan as follows,
1.Purpose statement
*Identify the report's purpose with a subject line or a purpose statement
2.Body
*Open the body of the report with the current status,work or goals completed so far
*Follow with details of the operation's achievements
*Present any problems and state how they were resolved or will be resolved
3.Conclusion
*Indicate future
*Incident Report
It gives management a clear,factual account of an incident that is noe-routine.It is primarily an information report,offering the receiver objective,factual details rather than a full analysis or justification of the incident.
The plan as follows,
1.Purpose statement
*Identify a purpose of the statement
2.Body
*A short general statement about the incident
*A description of the circumstances that lead up to the incident
*An outline of what happened,in appropriate detail
*An indication of the ourcome:the effect the incident had or is having
3.Conclusion
*Indicate possible actions
Writing Points
Some important writing techniques for greater effectiveness.
1.Indicate your purpose clearly
2.Give accurate and objective information
3.Organize clearly so that the report highlighting the main points and leads logically to your conclusions
Minutes
Much of the "business" of a business takes place in meetings. Meetings can be conducted very informally,with no rules at all,or very formally,adhering closely to parliamentary prcedure. Whatever the size,a written record may need to be kept for future reference. All but the most informal records of a meeting are called minutes.
Organization Elements of Minutes
Chairperson-the name of the person or the group holding the meeting
Time-the beginning and ending time and date of the meeting
Participants-the people tho attend the meeting
Content-problems for discussion,opinion of the spearkers,decisions in the meeting,etc.
Minutes Keeper-the person who takes minutes
Type of Minutes
Usually,we can classify minutes into two types according to their degree of formality.
*Informal Minutes
When a meeting does not follow parliamentary procedure,its minutes can be quite informal.Informal minutes are to have a comprehensive summary,taking down ,one after another,the important such as motions,plans,resolutions.
Sample:
Minutes of a Monthly Meeting of Board of Directors
Time:March,5, 2000,2:30PM
Place:Meeting Room,fifthe floor,the Central Building of Sun Hotel
Participants:All the directors
Chairman: Chairman of the board,Mr.Liwens
Minutes Keeper:Lily
The chief items at the meeting:
After the meeting was declared open,Mr.Liwens,chairman of the board,made a report on the work and total sales of the company at this season,which was followed by a heated discussion.
All the directors agreed to hold a press conference for the company next month.
The meeting suggested inviting experts from Canada to give a training course to all the employees of the company.
The meeting adjourned at 6:00 PM.
*Formal Meeting
Formal meeting are those that follow parliamentary procedure.they concentrate on the specific action at the meeting,including committee reports heard and accepted and motions made.
Friends of Mapleleaf Park
Minutes of Meeting
June 12,2000
The regular quarterly meeting of the Friends of Mapleleaf Park Inc.,was held at the Colonial Lodge,2:00PM,June 12,2000.The meeting was called to order and presided ovey by Dr.Elaine Di Martello,president.
Minutes
The minutes of the last metting were read and approved
Treasurer's Report
Thomas Martin,treaturer,reported receipts of $275.00 and expenditures of $158.75 since the last meeting,for a current balance of $248.82.The report was accepted.
Committee Reports
Andrew Fine presented the report of the Social Committee.A benefit concert by the Apple Valley Jug Band will be held in the park on July 5.
The report of the Improvements Committee was presented by Lucy Warren,who distributed the results of a survey on the use of Mapleleaf Park.
New Business
It was moved by Caria Wade,seconded by Andrew Fine,that up to $500 be spend on a new drinking fountain,to be chosen by the Improvements Committee.After discussion,the motion was approved.The meeting was adjourned at 3:15PM.
Edward Willing
Secretary
Writting Points
Some important writing techniques for greater effectiveness.
1.Choose the proper type of minutes according to the needs
2.Clearly list the organizational elements of minutes
3.Avoid omitting any important contents of minutes
4.Put the signature of the minutes keeper in the record
Organization Elements of Minutes
Chairperson-the name of the person or the group holding the meeting
Time-the beginning and ending time and date of the meeting
Participants-the people tho attend the meeting
Content-problems for discussion,opinion of the spearkers,decisions in the meeting,etc.
Minutes Keeper-the person who takes minutes
Type of Minutes
Usually,we can classify minutes into two types according to their degree of formality.
*Informal Minutes
When a meeting does not follow parliamentary procedure,its minutes can be quite informal.Informal minutes are to have a comprehensive summary,taking down ,one after another,the important such as motions,plans,resolutions.
Sample:
Minutes of a Monthly Meeting of Board of Directors
Time:March,5, 2000,2:30PM
Place:Meeting Room,fifthe floor,the Central Building of Sun Hotel
Participants:All the directors
Chairman: Chairman of the board,Mr.Liwens
Minutes Keeper:Lily
The chief items at the meeting:
After the meeting was declared open,Mr.Liwens,chairman of the board,made a report on the work and total sales of the company at this season,which was followed by a heated discussion.
All the directors agreed to hold a press conference for the company next month.
The meeting suggested inviting experts from Canada to give a training course to all the employees of the company.
The meeting adjourned at 6:00 PM.
*Formal Meeting
Formal meeting are those that follow parliamentary procedure.they concentrate on the specific action at the meeting,including committee reports heard and accepted and motions made.
Friends of Mapleleaf Park
Minutes of Meeting
June 12,2000
The regular quarterly meeting of the Friends of Mapleleaf Park Inc.,was held at the Colonial Lodge,2:00PM,June 12,2000.The meeting was called to order and presided ovey by Dr.Elaine Di Martello,president.
Minutes
The minutes of the last metting were read and approved
Treasurer's Report
Thomas Martin,treaturer,reported receipts of $275.00 and expenditures of $158.75 since the last meeting,for a current balance of $248.82.The report was accepted.
Committee Reports
Andrew Fine presented the report of the Social Committee.A benefit concert by the Apple Valley Jug Band will be held in the park on July 5.
The report of the Improvements Committee was presented by Lucy Warren,who distributed the results of a survey on the use of Mapleleaf Park.
New Business
It was moved by Caria Wade,seconded by Andrew Fine,that up to $500 be spend on a new drinking fountain,to be chosen by the Improvements Committee.After discussion,the motion was approved.The meeting was adjourned at 3:15PM.
Edward Willing
Secretary
Writting Points
Some important writing techniques for greater effectiveness.
1.Choose the proper type of minutes according to the needs
2.Clearly list the organizational elements of minutes
3.Avoid omitting any important contents of minutes
4.Put the signature of the minutes keeper in the record
Friday, June 22, 2007
Letters of Application
Letters of application usually relate with looking for a job.Choosing a school to study and applying for a grant,etc. Aperson's degree,working experiences,personal data and his references are some factors that are included in the application letters.Clear and short application letters are welcome; a resume is often enclosed in the application letter. The letter of application has three sections:introductory part,body,concluding part.
Format of Application Letters
*Introductory Part
It explains the purpose of the letter and tells how one of finds out the information ( if in a periodical,newspaper,internet,give name and date;if from a person,give name) The reasons why one applies for the position or the grant are clearly showed in this beginning part
*Body
It normally provides some background information of a person,stresses one's real capablity and working achievement,complements and enforces the contents in his resume. If one's application letter does so confidently and modestly,it convinces the potential employers that he is the desired person they are looking for.
*Concluding Part
It expresses one's wishes,requests for some detailed information from the company or school that one applies for an interview and ask how and when one may be reached.
Forms of Application Letters
1.Application for a Position
Sample:
338E,44th St.
New York,NY,1007
USA
May 5,2002
Professor Li Bing
Department of English
Beijing Foreign Studies University
Beijing,100081
PRC
Dear Professor Li,
I am intersted in teaching English in the People's Republic of China. I am qualified to teach reading,writing and literature.An acquaintance of mine,Mr.Zhang Wei of your University suggested that I should write to you.
Presently, I work as a teaching assistant in a college in Los Angeles,California. My background is strong in the liberal arts,especially in the English language. I have got My Ph.D degree in linguistics from Universiy of Michigan.
Enclosed you will find a copy of my resume.Basically,I am interested in a position as a Foreign Language Expert or as a teacher.
If you have any position available,please allow me to interview with you.
Thanks for your time and consideration.
Respectfully yours
Martin Lews
Encl.
2.Application for Further Study
Department of Computer Science
Tsinghua University
Beijing,100084
PRC
Professor S.M.Smith
Computer Engineering Department
Massaachusetts Institute of Technology
Cambridge,Mass,02139
Feb. 28,2002
Dear Professor Smith,
I am writing to you about the possibility of further studies in the field od Computer Engineering leading to the PH.D degree at you institute.Would you please sent me the neccessary information and forms?
I am 25,mal,majoring in computer science. I received my B.E (Computer Science) in June 1998 and M.E, (Computer Science) in March 2001 form Tsinghua University in Beijing. I kept on ranking in the upper 5% of my undergraduate class and graduate class. I do believe that the doctorate-oriented study at your institute is of great help for my further study in the area of Computer Science.
I have taken the TOEFL Test (Score 637) and GRE General Test (score 2170).I am going to take the GRE Subject Test on Computer Science this summer.
Thanks you very much,I am looking forward to hearing from you soon.
Sincerely yours,
Sensen Li
enc.resume
Writing Points,
Some important writing techiques for greatest effectiveness:
1.Indicate your purposes or reasons clearly
2.Give accurate and objective personal information
3.Use polite words,and expose yourself confidently and optimistically.
Format of Application Letters
*Introductory Part
It explains the purpose of the letter and tells how one of finds out the information ( if in a periodical,newspaper,internet,give name and date;if from a person,give name) The reasons why one applies for the position or the grant are clearly showed in this beginning part
*Body
It normally provides some background information of a person,stresses one's real capablity and working achievement,complements and enforces the contents in his resume. If one's application letter does so confidently and modestly,it convinces the potential employers that he is the desired person they are looking for.
*Concluding Part
It expresses one's wishes,requests for some detailed information from the company or school that one applies for an interview and ask how and when one may be reached.
Forms of Application Letters
1.Application for a Position
Sample:
338E,44th St.
New York,NY,1007
USA
May 5,2002
Professor Li Bing
Department of English
Beijing Foreign Studies University
Beijing,100081
PRC
Dear Professor Li,
I am intersted in teaching English in the People's Republic of China. I am qualified to teach reading,writing and literature.An acquaintance of mine,Mr.Zhang Wei of your University suggested that I should write to you.
Presently, I work as a teaching assistant in a college in Los Angeles,California. My background is strong in the liberal arts,especially in the English language. I have got My Ph.D degree in linguistics from Universiy of Michigan.
Enclosed you will find a copy of my resume.Basically,I am interested in a position as a Foreign Language Expert or as a teacher.
If you have any position available,please allow me to interview with you.
Thanks for your time and consideration.
Respectfully yours
Martin Lews
Encl.
2.Application for Further Study
Department of Computer Science
Tsinghua University
Beijing,100084
PRC
Professor S.M.Smith
Computer Engineering Department
Massaachusetts Institute of Technology
Cambridge,Mass,02139
Feb. 28,2002
Dear Professor Smith,
I am writing to you about the possibility of further studies in the field od Computer Engineering leading to the PH.D degree at you institute.Would you please sent me the neccessary information and forms?
I am 25,mal,majoring in computer science. I received my B.E (Computer Science) in June 1998 and M.E, (Computer Science) in March 2001 form Tsinghua University in Beijing. I kept on ranking in the upper 5% of my undergraduate class and graduate class. I do believe that the doctorate-oriented study at your institute is of great help for my further study in the area of Computer Science.
I have taken the TOEFL Test (Score 637) and GRE General Test (score 2170).I am going to take the GRE Subject Test on Computer Science this summer.
Thanks you very much,I am looking forward to hearing from you soon.
Sincerely yours,
Sensen Li
enc.resume
Writing Points,
Some important writing techiques for greatest effectiveness:
1.Indicate your purposes or reasons clearly
2.Give accurate and objective personal information
3.Use polite words,and expose yourself confidently and optimistically.
Graphics
Graphics mean more than graphs;they include photographs,diagram of assembly,grapha of foreign debt,pictures of places and cartoons.
Graphics help to sort,classify and group data such as percentages,numbers and rates of change.They use visual techniques to focus the readers' attention on the main points and to clarify discussion and findings.
Formats of Grapics
Usually have the following elements:
1.Date and information that covered in graphics
2.A label that describes the graphics
3.The source of information
Types of Graphics
Concepts,relate data,movement and changes in time and comparisons call all be shown graphically,so a range of graphics is available to the writer.
1.Tables
Tables present data in parallel lists or colums they can compare large amounts of data in an easy way and emphasize similarities or differences.
2.Line Graphs
Line Graphs show movement through time,their main purpose is to indicate trends. On line graphs,data are plotted as points connected by segment of a line,which shows a relationship between the variable.A line graph with only one line is known as a simple line chart,if it has several(ususally, limited to three or four)lines it is called a multi-line chart
3.Pie charts
Pie charts compare with parts of a whole unit;They show the parts or divisions of a whole unit in a circle.For a circle,they are called sectors or segments.
4.Column Graphs
Column graphs show changes from one time period to the next ,or to compare on item with antoher. There are vertical bar graphs and horizontal bar graphs,which can be single or grouped.
5.Summary
Table Advantage:Allows comparisons between large amounts of data Disavantage:Difficult to connect data quickly
Line Graph Advantage:Indicates clearly movement and trends in data Disavantage:Inappropriate labels and scales can make it difficult to interpret
Pie Chart Advantage:Shows relative proportion and importance of each part to the whole unit Disavantage: Difficult to judge differences between area and size
Column Graph Advantage :Simplifies comparisons between items or periods Disavantage:Size and proportins can be hard to interpret
Writing Points
Some important writing techniques for greater effectiveness:
1.Select a proper form of graphics
2.Keep the graphic simple and easy to follow
3.Label the graphic and give the source of information clearly
4.Graphics and text should be intergrated
Graphics help to sort,classify and group data such as percentages,numbers and rates of change.They use visual techniques to focus the readers' attention on the main points and to clarify discussion and findings.
Formats of Grapics
Usually have the following elements:
1.Date and information that covered in graphics
2.A label that describes the graphics
3.The source of information
Types of Graphics
Concepts,relate data,movement and changes in time and comparisons call all be shown graphically,so a range of graphics is available to the writer.
1.Tables
Tables present data in parallel lists or colums they can compare large amounts of data in an easy way and emphasize similarities or differences.
2.Line Graphs
Line Graphs show movement through time,their main purpose is to indicate trends. On line graphs,data are plotted as points connected by segment of a line,which shows a relationship between the variable.A line graph with only one line is known as a simple line chart,if it has several(ususally, limited to three or four)lines it is called a multi-line chart
3.Pie charts
Pie charts compare with parts of a whole unit;They show the parts or divisions of a whole unit in a circle.For a circle,they are called sectors or segments.
4.Column Graphs
Column graphs show changes from one time period to the next ,or to compare on item with antoher. There are vertical bar graphs and horizontal bar graphs,which can be single or grouped.
5.Summary
Table Advantage:Allows comparisons between large amounts of data Disavantage:Difficult to connect data quickly
Line Graph Advantage:Indicates clearly movement and trends in data Disavantage:Inappropriate labels and scales can make it difficult to interpret
Pie Chart Advantage:Shows relative proportion and importance of each part to the whole unit Disavantage: Difficult to judge differences between area and size
Column Graph Advantage :Simplifies comparisons between items or periods Disavantage:Size and proportins can be hard to interpret
Writing Points
Some important writing techniques for greater effectiveness:
1.Select a proper form of graphics
2.Keep the graphic simple and easy to follow
3.Label the graphic and give the source of information clearly
4.Graphics and text should be intergrated
大清的腐败和消亡，是与其民族特性有关的。 大清是满族，所以在骨子里认同：如果在关内失败，可以退到关外汇到他老祖宗居住的地方，正如元朝蒙古族一样。自古以来，对待外患，大汉民族（包括很早被汉民族同化的民族）都是认真对待的，实力弱的时候，委曲求全伺机反击如汉武帝；鼎盛的时候决不手，就连摇摇欲坠的大明王朝都分兵几路追讨内忧外乱，维护宗主国的地位。 所以我们不能以现在的民族概念来理解满清时的民族认同感。你看看满清建国以来，各地“叛乱”不断，还有在外患的时候，基本上是“汉族”维护自己的领地，相反，满人就不是那样，在他们的心里：大不了回到祖先居住的地方。而且满人如关，闭关锁国。有其必然性的，第一外患，第二主要是文化上的，无法从根本上从文化上战胜，就吸起汉文化的精髓（认识到汉文化的博大），这点是需要时间，正如同日本样，（只不过大唐帝国纵容了小日本，让其羽翼丰满）。大清的一生都在吸起汉文化，但又无法接触到根本。它的几次内忧外患，都是在汉文化地坚持下才最后维护下来，如太平天国，鸦片战争等，但最终消亡在汉文化打击下。
所以说，汉文化不是一个柔弱的体系，坚韧的，无谓的，而是坚持文化的独立，主权的独立。正是这样，汉文化=中华民族才没有断层。
所以说，汉文化不是一个柔弱的体系，坚韧的，无谓的，而是坚持文化的独立，主权的独立。正是这样，汉文化=中华民族才没有断层。
Resumes
A resume,somtimes called a vita,is a short written account of the main events of one's life.It is often required when one applies for a job. The form of the resumes is extremely flexible,but it should be as consistent as possible. No matter how much or what type of information is presented in the resume, it should be clear,concise,and brief and contain heading,educatin,and experience,personal data and reference.
The Resume Format
*Heading
Include name,address,and telephone.For address,if one likes,he can provide both his business and home address; for telephone,(O)is put after one's office telephone number and(H) one's home telephone number. More information like numbers of fax and mobile telephone is ofter given in this part
*Education
Schools should be listed either in chronological order (starting from the year when one entered college or when on got his first degree) or from the most recent backwards with the dates of attendance.Some professional training can be included if one has.
*Experience
Begin with current or most recent employment and work backward.In addition to date,write also one's position/title and the name of the institution.
*Personal Data
Include statistics on age,heithg,weight,etc. Hobbies,leisure interest activities,honores,scholarships as well as memberships in organizations are always be mentioned.
*Reference
They are people or specific organizations that know the person in resume and can offer information or recommendation.The normal number of reference is two or three and it is imperative that one obtains their permission before using their names.The names,addresses and telephone numbers of the reference are usually given in this part.
Forms of Resume
1.Extensive Resume
Extensive resume are those that list the itemss of people's personal information one by one in a detailed way.
2.Intensive Resume
Intensive resume are those that classify the personal information into some general parts
Writing Points
Some imprtant writing techniques for greater effectiveness:
1.Clearly arrange the information for easy reading
2.Use concise languages to show the ususal listings and acceptable abbreviations
3.Try to give the information that will show one in the best possible light.
The Resume Format
*Heading
Include name,address,and telephone.For address,if one likes,he can provide both his business and home address; for telephone,(O)is put after one's office telephone number and(H) one's home telephone number. More information like numbers of fax and mobile telephone is ofter given in this part
*Education
Schools should be listed either in chronological order (starting from the year when one entered college or when on got his first degree) or from the most recent backwards with the dates of attendance.Some professional training can be included if one has.
*Experience
Begin with current or most recent employment and work backward.In addition to date,write also one's position/title and the name of the institution.
*Personal Data
Include statistics on age,heithg,weight,etc. Hobbies,leisure interest activities,honores,scholarships as well as memberships in organizations are always be mentioned.
*Reference
They are people or specific organizations that know the person in resume and can offer information or recommendation.The normal number of reference is two or three and it is imperative that one obtains their permission before using their names.The names,addresses and telephone numbers of the reference are usually given in this part.
Forms of Resume
1.Extensive Resume
Extensive resume are those that list the itemss of people's personal information one by one in a detailed way.
2.Intensive Resume
Intensive resume are those that classify the personal information into some general parts
Writing Points
Some imprtant writing techniques for greater effectiveness:
1.Clearly arrange the information for easy reading
2.Use concise languages to show the ususal listings and acceptable abbreviations
3.Try to give the information that will show one in the best possible light.
Thursday, June 21, 2007
Proposals
A proposal is an offer to do something or a suggestion for action.Proposals are written documents designed to obtain business an dare a critical part of many business.Their general purpose is to persuade readers to improve conditions authorize work on a project,accept a service,support a plan,etc. It should be internal or external,that is written for members of your oganization or clients and funding agencies.You might write the proposal alone or as part of a team.
The Proposal Format
Proposals have an introduction-body-conclusion arrangement.Each part contains some sub-section.
*Introduction
Usualy contains the following elements:problem.purpose,need,scope,etc..
*Body
Usually contains the following elements: method or procedures ,materials and equipment,personnel,evaluation,cost,etc.
*Conclusion
Usually contains the following elements: summary,request for action,etc.
Types of Proposals
Based on intention,a proposal may be a planning,research or sales proposal.
1.The Planning Proposal
Suggests ways to solve a problem or to bring about improvement.For example
January 16,2000
Mary Wilson
Senior Education and Training Officer
XYZ Corporation
69 North Charles Boulevard
Cambridge,MA 02139
Dear Mary,
Thanks for sending along the outline for your writting workshop.Understandably,such an ambitious plan for eight hours of contact time would not likely produce noticeable results.Here's what we're doing our end to design an approach that should be realistic and gratifying.
Assessment of Needs
After conferring with the technicians in both Jack's and Terry's groups,and analyzing their writing samples,we identified the following limited hierarchy of common needs:
-improving readability;
-achieving precise diction;
-summarizing information;
-organizing a set of proceduresl;
-formulating various memo reports;
-analyzing audiences for upward communication;
-writting persuasive bids for transfer or promotion;
-writting persuasive suggestion;
Proposed Plan
Based on the above-listed needs,we have limited our instruction package to eight carefully selected and readily achievable goals.
Course Outline
Our eight 2-hour sessions are structured as follows:
1.achieving sentence clarity
2.achieving sentence conciseness
3.achieving fluency and precise diction
4.writting summaries and abstracts
5.outlining procedures and manuals
6.editing procedures and manuals
7.formulating various reports for various purposed
8.analyzing the audience and writting persuasively
Classroom Format
The first three metting will be lecture-intensive.So students can apply the material covered in our sessions,we will assign weekly exercises to be done at home and edited collecting in class.The remaining five weeks will combine lecture and exercises with group editing of work-related documents.Our intent throughout is remain flexible enough (within the course outline)that we can respond to emerging needs.
If you have any suggestion for refining this plan,please let us know.
Best Wishes,
Carl Winston
2.The Research Proposal
It requests approval and often funding for a research project.
March 16,2002
To: Dr. John Lannon
From: T.Sorrells Dewoody
Subject: A PROPOSAL FOR DETERMINING THE FEASIBILITY OF MARKETING DEAD WESTERN WHITE PINE
Introduction
Over the past four decades huge huge losses of western white pines have occurred in the Northern Rockies,primarily attributable to white pine blister rust and the attack of the mountain pine beetle.Estimated annual mortality is 318 million board feet.Because of the low natural resistance of white pine to blister rust,this high mortality rate is expected to continue indefinitely.
Statement of Problem
White pine mortality results in a reduction in value of white pine stumpage,since the commercial lumber market will not accept it.The major implications of this problem are two: First,in the face of rising demand for wood,vast amounts of timber are not being used;second,dead trees are left to accumulate in the woods,where they are rapidly becoming a major fire hazard.
Proposal Solution
One possible solution to the problem of white pine martality and waste is to search for markets other than the conventional lumber market.The last few years have seen a burst of popularity and a growing demand for weathered barn boards and wormy pine for interior paneling.Some firms around the country are marketing defective wood as specialty products (Note:These firms call teh wood from which their products come "distressed".This term will hereafter be used to refer to dead and defective white pine.) There is a good possibility that distressed white pine might find a place in such a market.
Methods
My primary data sources will include consultations with Dr.James Hill,Professor of Wood Utilization,and Dr.Sven Bergman,Forest Economist-both members of the College of Forestry,Wildlife,and Range.I will also inspect decks of dead white pine at several locations and visit a processing mill to evaluate it as a possible base of operation.I will round out my primary research with a letter and telephone survey of processors and wholesalers of distressed material. Secondary sources will include selected publicatins on the uses of dead timber, and a review of and ongoing study by Dr.Hill concerning the used of dead white pine.
My Qualifications
I have been following Dr.Hill's study on dead white pine for two years. In June of this year,I will receive my B.S. in forest management. I am familiar with wood milling processes and have had firsthand experience at logging.My association with Dr.Hill and Dr.Bergman creates the opportunity for an in-depth feasibility study
Conclusion
Clearly,something should be done to reduce the vast accumulations of dead white pine in our forest.The land on which they stand is among the most productive forestland in Northern Idaho.By addressing the six areas of inquiry mentioned earlier,I can determine the feasibility of directing capital and labor to the production of distressed white pine products.With your approval I will begin my research at once
3.The Sales Proposal
It's addressed to clients and offers a service or product.
March 20,2000
Dear Mrs.Weston,
As a follow-up to our discussion of the need for training in the area of oral and interpersonal communication for your supervisory and middle management personal,I am pleased to present the following proposal.
The problem
Management has perceived a need for improved communication performance on the part of supervisory and middle-management personnel to strengthen relationship between them and their subordinates.
A Proposed Course of Instruction
Based on our experience,the following broad concept should be effective in producing better understanding and improved performance.
Teaching-Learning Method
The acquisition of interpersonal skills results from an activity-oriented training program in which students have an opportunity to apply theory through role playing,case discussion,and critical feedback.
In this approach,the instructor is a learning facilitator rather than a lecturer.Frequent use of our video playback accompanied by instructor and group feedback reinforces learning.
Content
The following topics constitute the content core of the program:
1.Perception and self-concept
2.A positive communication climate
3.Sending skills
4.Receiving skills
5.Nonverbal skills
6.Reducing communication barriers
7.Resolving conflict
8.Interviewing
9.Smal-group communicatin
10.Power and persuation
Learning Materials
Because students seen to feel more comfortable when they have a textbook to guide then,we use the Verderber book,Interact.Additionally,case-problem handouts are provided for role and discussion.
Length of Course
The course consists of twelve 2-hour sessions over a six-week period.
Number of Participants
Because of the activity orientation of the program,a maximum of 12 students(participants) is desirable.
Cost
All teaching-learning materials will be provided by us and include textbooks,handouts,video camera and playback equipment,Based on a 12-session,12-participant program,the total cost is $1,800.When two courses are offered on the same days,the total cost is $3,300.
Should you like to discuss implementation of the program,I will be pleased to meet with you at your convenience.
Sincerely,
R.M.McNitt,
Enclosures: Biographical sketches of instructional staff
Writing Points
Some important writing tchniques for greater effectiveness
1.Be sure that your subject is focused and your purpose worthwhile
2.Use the approach format
3.Identify all related problem
4.Offer realistic methods and provide concrete information
5.Create a tone that connects with your readers.
The Proposal Format
Proposals have an introduction-body-conclusion arrangement.Each part contains some sub-section.
*Introduction
Usualy contains the following elements:problem.purpose,need,scope,etc..
*Body
Usually contains the following elements: method or procedures ,materials and equipment,personnel,evaluation,cost,etc.
*Conclusion
Usually contains the following elements: summary,request for action,etc.
Types of Proposals
Based on intention,a proposal may be a planning,research or sales proposal.
1.The Planning Proposal
Suggests ways to solve a problem or to bring about improvement.For example
January 16,2000
Mary Wilson
Senior Education and Training Officer
XYZ Corporation
69 North Charles Boulevard
Cambridge,MA 02139
Dear Mary,
Thanks for sending along the outline for your writting workshop.Understandably,such an ambitious plan for eight hours of contact time would not likely produce noticeable results.Here's what we're doing our end to design an approach that should be realistic and gratifying.
Assessment of Needs
After conferring with the technicians in both Jack's and Terry's groups,and analyzing their writing samples,we identified the following limited hierarchy of common needs:
-improving readability;
-achieving precise diction;
-summarizing information;
-organizing a set of proceduresl;
-formulating various memo reports;
-analyzing audiences for upward communication;
-writting persuasive bids for transfer or promotion;
-writting persuasive suggestion;
Proposed Plan
Based on the above-listed needs,we have limited our instruction package to eight carefully selected and readily achievable goals.
Course Outline
Our eight 2-hour sessions are structured as follows:
1.achieving sentence clarity
2.achieving sentence conciseness
3.achieving fluency and precise diction
4.writting summaries and abstracts
5.outlining procedures and manuals
6.editing procedures and manuals
7.formulating various reports for various purposed
8.analyzing the audience and writting persuasively
Classroom Format
The first three metting will be lecture-intensive.So students can apply the material covered in our sessions,we will assign weekly exercises to be done at home and edited collecting in class.The remaining five weeks will combine lecture and exercises with group editing of work-related documents.Our intent throughout is remain flexible enough (within the course outline)that we can respond to emerging needs.
If you have any suggestion for refining this plan,please let us know.
Best Wishes,
Carl Winston
2.The Research Proposal
It requests approval and often funding for a research project.
March 16,2002
To: Dr. John Lannon
From: T.Sorrells Dewoody
Subject: A PROPOSAL FOR DETERMINING THE FEASIBILITY OF MARKETING DEAD WESTERN WHITE PINE
Introduction
Over the past four decades huge huge losses of western white pines have occurred in the Northern Rockies,primarily attributable to white pine blister rust and the attack of the mountain pine beetle.Estimated annual mortality is 318 million board feet.Because of the low natural resistance of white pine to blister rust,this high mortality rate is expected to continue indefinitely.
Statement of Problem
White pine mortality results in a reduction in value of white pine stumpage,since the commercial lumber market will not accept it.The major implications of this problem are two: First,in the face of rising demand for wood,vast amounts of timber are not being used;second,dead trees are left to accumulate in the woods,where they are rapidly becoming a major fire hazard.
Proposal Solution
One possible solution to the problem of white pine martality and waste is to search for markets other than the conventional lumber market.The last few years have seen a burst of popularity and a growing demand for weathered barn boards and wormy pine for interior paneling.Some firms around the country are marketing defective wood as specialty products (Note:These firms call teh wood from which their products come "distressed".This term will hereafter be used to refer to dead and defective white pine.) There is a good possibility that distressed white pine might find a place in such a market.
Methods
My primary data sources will include consultations with Dr.James Hill,Professor of Wood Utilization,and Dr.Sven Bergman,Forest Economist-both members of the College of Forestry,Wildlife,and Range.I will also inspect decks of dead white pine at several locations and visit a processing mill to evaluate it as a possible base of operation.I will round out my primary research with a letter and telephone survey of processors and wholesalers of distressed material. Secondary sources will include selected publicatins on the uses of dead timber, and a review of and ongoing study by Dr.Hill concerning the used of dead white pine.
My Qualifications
I have been following Dr.Hill's study on dead white pine for two years. In June of this year,I will receive my B.S. in forest management. I am familiar with wood milling processes and have had firsthand experience at logging.My association with Dr.Hill and Dr.Bergman creates the opportunity for an in-depth feasibility study
Conclusion
Clearly,something should be done to reduce the vast accumulations of dead white pine in our forest.The land on which they stand is among the most productive forestland in Northern Idaho.By addressing the six areas of inquiry mentioned earlier,I can determine the feasibility of directing capital and labor to the production of distressed white pine products.With your approval I will begin my research at once
3.The Sales Proposal
It's addressed to clients and offers a service or product.
March 20,2000
Dear Mrs.Weston,
As a follow-up to our discussion of the need for training in the area of oral and interpersonal communication for your supervisory and middle management personal,I am pleased to present the following proposal.
The problem
Management has perceived a need for improved communication performance on the part of supervisory and middle-management personnel to strengthen relationship between them and their subordinates.
A Proposed Course of Instruction
Based on our experience,the following broad concept should be effective in producing better understanding and improved performance.
Teaching-Learning Method
The acquisition of interpersonal skills results from an activity-oriented training program in which students have an opportunity to apply theory through role playing,case discussion,and critical feedback.
In this approach,the instructor is a learning facilitator rather than a lecturer.Frequent use of our video playback accompanied by instructor and group feedback reinforces learning.
Content
The following topics constitute the content core of the program:
1.Perception and self-concept
2.A positive communication climate
3.Sending skills
4.Receiving skills
5.Nonverbal skills
6.Reducing communication barriers
7.Resolving conflict
8.Interviewing
9.Smal-group communicatin
10.Power and persuation
Learning Materials
Because students seen to feel more comfortable when they have a textbook to guide then,we use the Verderber book,Interact.Additionally,case-problem handouts are provided for role and discussion.
Length of Course
The course consists of twelve 2-hour sessions over a six-week period.
Number of Participants
Because of the activity orientation of the program,a maximum of 12 students(participants) is desirable.
Cost
All teaching-learning materials will be provided by us and include textbooks,handouts,video camera and playback equipment,Based on a 12-session,12-participant program,the total cost is $1,800.When two courses are offered on the same days,the total cost is $3,300.
Should you like to discuss implementation of the program,I will be pleased to meet with you at your convenience.
Sincerely,
R.M.McNitt,
Enclosures: Biographical sketches of instructional staff
Writing Points
Some important writing tchniques for greater effectiveness
1.Be sure that your subject is focused and your purpose worthwhile
2.Use the approach format
3.Identify all related problem
4.Offer realistic methods and provide concrete information
5.Create a tone that connects with your readers.
Memorandums
The term 'memo'(short for memorandum) is used to describe the standard format of internal communication.. Like letters,memorandums can have many different purposes,structures ,and tones.
The Memo Format
1.Heading
As the memo is an internal means of communication and less formal than a letter, there is no need to include an inside address,greeting,complimentary close or full signature.
To save time and effort-in writig,typing and reading- most memo are written on preprinted forms.These forms vary from company to company,but most include below spaces as follows,
To-identify the receiver of the memo
From-identity the sender of the memo
Date-serves as a record of when information is forwarded,requests are made,e.g.
Subject-indicate the topic of the memo
2.Body
It carries a clearly structured messag,which is often written in short numbered paragraph,and should be written in plain english to present readers with an objective and factual description of the topic.
3.Format
They generally follow a very specific format,both for the heading and for the body of them.On most forms, the preprinted hearding information is positioned so that it align on the left,and,in that way, you can easily type the neccessary information to complete the hearding,using the same indention for each line.
Using the same indentation, you then triple space to type the body and the body is always typed in the block style.
Types of Memos
used for many purposes,for example,to request,instruct,authorize,or acknowledge.
1.Instruction Memo
The aim is to give your readers all the information they need for carrying out the instructions confidently.Its style is simple and direct.They are logically arranged so that they stand out clearly:introduction,main point,secondary information and action.For example,
To: All Staff
From: Allen Smith,Administrative Officer
Date: May 12,2000
Subject: operating Instructions for New Copying Machines
A new photocopier has been installed in the general office.All staff are welcomed to use it.
To ensure the copier's survival,it is important to keep the following procedures in mind.
*Use the machine for no longer than 30 minutes at a time
*After use,allow the machine to cool for at least 5minutes
*Make sure the switch is turned off after use.
Please speak to me if you have any question about the machine.
Request Memo
The aim is to ask the receiver for certain information or action.It's arranged in the following way: first, the main point,then the secondary idea or details,then the action required. For example:
Interoffice Memo
To: Winfred Johnson
From: Joyce Medo
Date:July 7,2001
Subject: Special Requests for Video Classics
Several community colleges and high schools in the area have asked us about stocking videotapes in the following areas: Shakespearean plays,American Literature,first aid and reading tutorials for children. No other video company is carrying a rental inventory of educational material.
Please check the availability and the cost of tapes in these areas and provide me with a list by July 15.
Announcement Memo
provides information.It follows the organization method suggested for writting good nes letters. It comes first,followed by the secondary details or information,and then comes the required action.
Memorandum
To: Winfred Johnson ,School of Architecture
From: Joyce Medo,Physical Plant Operation
Date:July 7,2001
Subject: Air-conditioning Installation for East Hall
The costs of installing air conditioning for the seven offices and two studion classrooms in East Hall have been carefully studied.
Estimates were obtained from three contractors on the costs of covering the offices and classrooms. All three were in the $25,00 range.
You can begin the work at any time. It will take about three weeks.
Authorization Memo
It gives someone permission or authority to do something.It presents the background information first,then the main point,and finally the secondary details and action.
Memorandum
To: Robert Shaw,Internal Auditing
From: Paul R. vice President
Date: 14March,2001
Subject: Add New Machines and Operators
Your observation identified inadequacies in our current operations.Your suggestions indicated that new machines and operators should be added to avoid overtime costs.
Please order two keypunch machines and three operators as soon as possible.
Transmittal Memo
It is the cover note that accompanies a more formal or lenthy message and introduces the reader to what follows:the full details and the action required.
Memorandum
To: Mr.Blacks
From: Mike Printy,Sales Manager
Date: 16th July,2001
Subject: Statistics on Total Sales in May
The statistics on total sales in May that you asked for are attached.
These figures are for the last month. If you wnant to know the sales details of each department, you can contact me directly.
Please give me a copy of the report you prepare from these statistics.
Writing Points
Some important techniques for writting effective memos:
1.Plan your message before you begin to write
2.Consistently use a simple and convenient hearding that includes information like "To"."From" and "Subject"
3.Choose a brief bur appropriate subject line,which should identify the topic and not give all the details
4.Present the key idea first.The idea presented at the beginning will usually receive the most emphasis
5.If your message is lengthy, try to divide into logical section. If you have several items,try to number them.
6.Strive to make memos clear,complete,concise,consistent,correct and courteous
The Memo Format
1.Heading
As the memo is an internal means of communication and less formal than a letter, there is no need to include an inside address,greeting,complimentary close or full signature.
To save time and effort-in writig,typing and reading- most memo are written on preprinted forms.These forms vary from company to company,but most include below spaces as follows,
To-identify the receiver of the memo
From-identity the sender of the memo
Date-serves as a record of when information is forwarded,requests are made,e.g.
Subject-indicate the topic of the memo
2.Body
It carries a clearly structured messag,which is often written in short numbered paragraph,and should be written in plain english to present readers with an objective and factual description of the topic.
3.Format
They generally follow a very specific format,both for the heading and for the body of them.On most forms, the preprinted hearding information is positioned so that it align on the left,and,in that way, you can easily type the neccessary information to complete the hearding,using the same indention for each line.
Using the same indentation, you then triple space to type the body and the body is always typed in the block style.
Types of Memos
used for many purposes,for example,to request,instruct,authorize,or acknowledge.
1.Instruction Memo
The aim is to give your readers all the information they need for carrying out the instructions confidently.Its style is simple and direct.They are logically arranged so that they stand out clearly:introduction,main point,secondary information and action.For example,
To: All Staff
From: Allen Smith,Administrative Officer
Date: May 12,2000
Subject: operating Instructions for New Copying Machines
A new photocopier has been installed in the general office.All staff are welcomed to use it.
To ensure the copier's survival,it is important to keep the following procedures in mind.
*Use the machine for no longer than 30 minutes at a time
*After use,allow the machine to cool for at least 5minutes
*Make sure the switch is turned off after use.
Please speak to me if you have any question about the machine.
Request Memo
The aim is to ask the receiver for certain information or action.It's arranged in the following way: first, the main point,then the secondary idea or details,then the action required. For example:
Interoffice Memo
To: Winfred Johnson
From: Joyce Medo
Date:July 7,2001
Subject: Special Requests for Video Classics
Several community colleges and high schools in the area have asked us about stocking videotapes in the following areas: Shakespearean plays,American Literature,first aid and reading tutorials for children. No other video company is carrying a rental inventory of educational material.
Please check the availability and the cost of tapes in these areas and provide me with a list by July 15.
Announcement Memo
provides information.It follows the organization method suggested for writting good nes letters. It comes first,followed by the secondary details or information,and then comes the required action.
Memorandum
To: Winfred Johnson ,School of Architecture
From: Joyce Medo,Physical Plant Operation
Date:July 7,2001
Subject: Air-conditioning Installation for East Hall
The costs of installing air conditioning for the seven offices and two studion classrooms in East Hall have been carefully studied.
Estimates were obtained from three contractors on the costs of covering the offices and classrooms. All three were in the $25,00 range.
You can begin the work at any time. It will take about three weeks.
Authorization Memo
It gives someone permission or authority to do something.It presents the background information first,then the main point,and finally the secondary details and action.
Memorandum
To: Robert Shaw,Internal Auditing
From: Paul R. vice President
Date: 14March,2001
Subject: Add New Machines and Operators
Your observation identified inadequacies in our current operations.Your suggestions indicated that new machines and operators should be added to avoid overtime costs.
Please order two keypunch machines and three operators as soon as possible.
Transmittal Memo
It is the cover note that accompanies a more formal or lenthy message and introduces the reader to what follows:the full details and the action required.
Memorandum
To: Mr.Blacks
From: Mike Printy,Sales Manager
Date: 16th July,2001
Subject: Statistics on Total Sales in May
The statistics on total sales in May that you asked for are attached.
These figures are for the last month. If you wnant to know the sales details of each department, you can contact me directly.
Please give me a copy of the report you prepare from these statistics.
Writing Points
Some important techniques for writting effective memos:
1.Plan your message before you begin to write
2.Consistently use a simple and convenient hearding that includes information like "To"."From" and "Subject"
3.Choose a brief bur appropriate subject line,which should identify the topic and not give all the details
4.Present the key idea first.The idea presented at the beginning will usually receive the most emphasis
5.If your message is lengthy, try to divide into logical section. If you have several items,try to number them.
6.Strive to make memos clear,complete,concise,consistent,correct and courteous
Wednesday, June 20, 2007
Agency
In inernational trade, a lot of business work is handled not only by direct negotiation between buyers and sellers, but also by agencies and intermediaries.So it often resorts to the help of agents,who will be employed to represent the company and sell its products in an area too distant to be effectively covered by the company itself.
Befor entering into this business, should make searching inquiries into the qualitifications,experience and personal qualities of prospective agents.
1.their reliability and financial soundness
2.their market connection and the effectiveness of their sales orginization
3.their technical alility to handle goods to be marketed
4.the nature and extent of other agencies they may hold,and in particular whether these are concerned with the sale of competing products
The above-mentioned matters should be paid attention to,since they will be working without local supervision or control.
According to the different rights and responsibilities, can be classified into several kinds
1.General Agent--A firm or person who acts under some degree of instruction from his principals to sell or buy goods on the best terms obtainable.Charges a commission for his service under some kinds of agreement or contract
2.Sole Agent (Exclusive Agent)--A firm or a person who acts exclusively for one foreign principal with sole agency right to sell or serve under some kinds of agreement.
3.Broker--a firm or a person who negotiates sale and purchase contracts for buyer or and sellers with rights of their own in the googs.
4.Factor --one who transacts business for another as agent who handles goods for resale.
5.Del credere Agent agency merely for transmitting consignments or carrying stock and so on.
When the terms of agency are set out in correspondence between two parties, a formal agreement may be drafted by one of the parties in consultation with the other. A agency agreement should include all or some of the following:
1.the nature and enduration of the agency
2.the territory to be covered
3.the duties of agent and principal
4.the method of purchase and sale (e.g. whether the agent is to buy for his own account or "on consignment")
Sample Letters for Agency
1.Appointing an Agent
The agents are paid either by receiving commissions on the prices of the goods that are sold through their effors or by receiving fixed fees. Finding a successful one may have great advantage to a business company,and may be much more effective and economical than sending a representative to another country,who may be a complete straiger.The agent on spot will have detailed knowledge of his own area and if he works on commission, he only get paid if he is successful.
There are some kind of agents who usually specialize in one particular kind of trade,e.g. Selling Agents,Buying Agents,Forwarding Agents,The Del Credere Agents
Looking for an Agent (example)
Dear Sirs
We are keen to extend our exports to Africa of top-class office furniture and are looking for suitable agents to represent us.
If you are interested in having the Kenya agency for a twelve-moth trial period, we should be pleased to send you the draft agreement stating the terms and condition of the agency.We enclose for your informaiton a copy of our latest catalogue and price list.
We look forward to hearing from you and receiving your reference.
Yours faithfully,
Reply:
Dear Mr. Frank,
We thank you for your letter of 23th of August,in which you offered us the Kenya agency for your office furniture.
We should be pleased to represent you here, and have pleasure in enclosing a short account of our activities together with the names of three companies with whom we have had dealings for a number of years.
We look forward to receving the draft agreement setting out the terms and conditions of the above agency.
Yours faithfully
Offering a Agent (example)
Dear Sirs,
Our sales to Greec and the Near East increased so mush in the last six months that we feel we should appoint an agent in this area. We feel that there is a very large potential market for the hand-made shoes,both men's and ladies', that we make.
We are writing to offer you the Sole Agency for our shoes in Greece and the Near East.
We would be prepared to pay $850 toward the cost of an initial advertising campaign and would pay you 15%of the invoice of orders taken by you,payable quarterly by Banker's draft.
We hope you agree about the sale potential of our product and shall look forward to look foward to hearing from you.An early reply would be appreciated,as we are anxious to get these shoes into the shops in this area and would like to approach another agent if you are not interested.
Your faithfully,
Applying for Agency
If you are quite sure that you can offer some special advantages by using your knowledge fo certain products and the market as well as your long-established relations in your area, you can try to write directly to a firm you get to know by chance or answer an ad so as to get a satisfactory pay.
However,failure to take the following into account will only lead your application to nowhere.
1.Tell the truth.Do not boast or overstate what you really can offer,for no principal is such a fool as to believe reaily what you say without through investigation.
2.Mention the rate of commission reasonably.Do not ask for more than you should be paied.An unreasonable and greedy requests will merely result in the principal's disgust and a slim chance of your getting what you should win.
Example:
Dear Sir,
We write to offer our services as your agent in South Africa. If,however,you are already satisfactorily represented here,please ignore this letter.
There is a growing demand here for Spanish textiles,especially fancy worsted suiting and printed cotton fabrics.The prospects are really excellent for good quality fabrics at competitive prices.As soon as we are in possession of details and samples of your range,we shall be in a posion to advise you on their suitability for this particular market,to choose qualities that are likely to sell well,and then to visit our customers with your collections.
With regard to reference,you may write to any of the major London confirming houses,to our bank, the Union State Bank Ltd. or to any of our customers. We are known throughout the trade as agents of the highest integrity.
We look forward to hearing from you and to the possibility of representing you in South Africa.
Your faithfully,
Befor entering into this business, should make searching inquiries into the qualitifications,experience and personal qualities of prospective agents.
1.their reliability and financial soundness
2.their market connection and the effectiveness of their sales orginization
3.their technical alility to handle goods to be marketed
4.the nature and extent of other agencies they may hold,and in particular whether these are concerned with the sale of competing products
The above-mentioned matters should be paid attention to,since they will be working without local supervision or control.
According to the different rights and responsibilities, can be classified into several kinds
1.General Agent--A firm or person who acts under some degree of instruction from his principals to sell or buy goods on the best terms obtainable.Charges a commission for his service under some kinds of agreement or contract
2.Sole Agent (Exclusive Agent)--A firm or a person who acts exclusively for one foreign principal with sole agency right to sell or serve under some kinds of agreement.
3.Broker--a firm or a person who negotiates sale and purchase contracts for buyer or and sellers with rights of their own in the googs.
4.Factor --one who transacts business for another as agent who handles goods for resale.
5.Del credere Agent agency merely for transmitting consignments or carrying stock and so on.
When the terms of agency are set out in correspondence between two parties, a formal agreement may be drafted by one of the parties in consultation with the other. A agency agreement should include all or some of the following:
1.the nature and enduration of the agency
2.the territory to be covered
3.the duties of agent and principal
4.the method of purchase and sale (e.g. whether the agent is to buy for his own account or "on consignment")
Sample Letters for Agency
1.Appointing an Agent
The agents are paid either by receiving commissions on the prices of the goods that are sold through their effors or by receiving fixed fees. Finding a successful one may have great advantage to a business company,and may be much more effective and economical than sending a representative to another country,who may be a complete straiger.The agent on spot will have detailed knowledge of his own area and if he works on commission, he only get paid if he is successful.
There are some kind of agents who usually specialize in one particular kind of trade,e.g. Selling Agents,Buying Agents,Forwarding Agents,The Del Credere Agents
Looking for an Agent (example)
Dear Sirs
We are keen to extend our exports to Africa of top-class office furniture and are looking for suitable agents to represent us.
If you are interested in having the Kenya agency for a twelve-moth trial period, we should be pleased to send you the draft agreement stating the terms and condition of the agency.We enclose for your informaiton a copy of our latest catalogue and price list.
We look forward to hearing from you and receiving your reference.
Yours faithfully,
Reply:
Dear Mr. Frank,
We thank you for your letter of 23th of August,in which you offered us the Kenya agency for your office furniture.
We should be pleased to represent you here, and have pleasure in enclosing a short account of our activities together with the names of three companies with whom we have had dealings for a number of years.
We look forward to receving the draft agreement setting out the terms and conditions of the above agency.
Yours faithfully
Offering a Agent (example)
Dear Sirs,
Our sales to Greec and the Near East increased so mush in the last six months that we feel we should appoint an agent in this area. We feel that there is a very large potential market for the hand-made shoes,both men's and ladies', that we make.
We are writing to offer you the Sole Agency for our shoes in Greece and the Near East.
We would be prepared to pay $850 toward the cost of an initial advertising campaign and would pay you 15%of the invoice of orders taken by you,payable quarterly by Banker's draft.
We hope you agree about the sale potential of our product and shall look forward to look foward to hearing from you.An early reply would be appreciated,as we are anxious to get these shoes into the shops in this area and would like to approach another agent if you are not interested.
Your faithfully,
Applying for Agency
If you are quite sure that you can offer some special advantages by using your knowledge fo certain products and the market as well as your long-established relations in your area, you can try to write directly to a firm you get to know by chance or answer an ad so as to get a satisfactory pay.
However,failure to take the following into account will only lead your application to nowhere.
1.Tell the truth.Do not boast or overstate what you really can offer,for no principal is such a fool as to believe reaily what you say without through investigation.
2.Mention the rate of commission reasonably.Do not ask for more than you should be paied.An unreasonable and greedy requests will merely result in the principal's disgust and a slim chance of your getting what you should win.
Example:
Dear Sir,
We write to offer our services as your agent in South Africa. If,however,you are already satisfactorily represented here,please ignore this letter.
There is a growing demand here for Spanish textiles,especially fancy worsted suiting and printed cotton fabrics.The prospects are really excellent for good quality fabrics at competitive prices.As soon as we are in possession of details and samples of your range,we shall be in a posion to advise you on their suitability for this particular market,to choose qualities that are likely to sell well,and then to visit our customers with your collections.
With regard to reference,you may write to any of the major London confirming houses,to our bank, the Union State Bank Ltd. or to any of our customers. We are known throughout the trade as agents of the highest integrity.
We look forward to hearing from you and to the possibility of representing you in South Africa.
Your faithfully,
Tuesday, June 12, 2007
BadNews
A bad news gives the readers unwelcome news.It is ,therefore,like to disappoint the readers. It's a difficulty letter to write successfully. You must write it so that the reader have every chance of understanding and accepting your explanation.Most people dislike writing bad news letters which are difficult to write successfully. The messange may angry,disappoint, offend or antagonize the readers.So it's most important to uste the correct writing strategy to keep the customer's good will.
Indirect Order of Information
You guide them gradually through the letters to bad news. Then any reason and explanation for the refusal are seen and read before the reader reaches bad news.
The writing stratege
1.Open with a courteous greeting
2.Explain the situation fully
3.State the bad news
4.Close with a positive paragraph
Lead the readers from a courteous opening to relevant information or explanation,then to the bad news towards the end of the letter. In the middle paragraph, explain the situation clearly and courteously.Never place the refusal in the last sentence of the letter.Avoid refering again to the bad news,apologizing repeadly or using cliches.Cose with a sentence or paragraph that is courteous and pleasant.
For Types of Bad News Letters
Including:
1.Order refusals
2.Saying"no" to a request for credit
3.Refusing an adjustment
4.Declining invitations and requests for favors.
An Order Refusal
Sometimes orders are refused because buyers have over-extended their credit level or are poor or slow payers. Alternatively, your organization may not deal with the requested line of of stock.
The order given below:
1.Star by acknowledging the order with thanks
2.Explain the reason for the refusal
3.State the refusal
4.Close with a courteous expression of interest in continuing your relationship with the customer
A Credit Refusal
Credit is sometimes refused if the applicant has too little time as one address or in current employment,lacks assents,or have too low a level of income. The writing plan given below for your reference.
1. Start with a neutral(buffer) opening
2.Explain the factors considered in the decision
3.State ther refusal clearly and courteously
4.Close with courteous inviting the receiver to contact your organization in the future.
An Adjustment Refusal
A genuine adjustment request is a request to change,replace or adjust a transaction that has already taken place.Examples include requests to replace the damaged good or missing parts,replace an incomplete order,or correct an error on an account.An adjustment refusal is given when the organization believes that the adjustment is unjustified,or that's is not responsible for the problem,or that a problem does not exist at all.The strategy listed below:
1:Star with a buffer paragraph acknowledging the adjustment request
2.Explain the reasons for the decision
3.State the refusal courteouly
4.Close with courteous attempt to maintain the customers' good will
Refusing an Invitation or Request
Invitations and requests often come from other business people or community groups.To maintain goodwill,it's necessary to write the refusal in a manner that experesses your interest in the reader.By giving valid reasons for a refusal,you're sometimes also able to soften the bad news. The order listed below:
1.Start with a neutral buffer,preferably by expressing your appreciationof the invitation or request
2.Give a full explanation
3.State the refusal clearly,couteously and tactfully
4.Close by expressing interest in the other person or organization
In each one of these bad news letters, the writing strategy is the indirect order of information. The most important part of the letter, to the readers, is the decision--in this case, the refusal.All the contents-the reasons as wee as the decision-should be written in an attempt to maintain the readers' good will.
Indirect Order of Information
You guide them gradually through the letters to bad news. Then any reason and explanation for the refusal are seen and read before the reader reaches bad news.
The writing stratege
1.Open with a courteous greeting
2.Explain the situation fully
3.State the bad news
4.Close with a positive paragraph
Lead the readers from a courteous opening to relevant information or explanation,then to the bad news towards the end of the letter. In the middle paragraph, explain the situation clearly and courteously.Never place the refusal in the last sentence of the letter.Avoid refering again to the bad news,apologizing repeadly or using cliches.Cose with a sentence or paragraph that is courteous and pleasant.
For Types of Bad News Letters
Including:
1.Order refusals
2.Saying"no" to a request for credit
3.Refusing an adjustment
4.Declining invitations and requests for favors.
An Order Refusal
Sometimes orders are refused because buyers have over-extended their credit level or are poor or slow payers. Alternatively, your organization may not deal with the requested line of of stock.
The order given below:
1.Star by acknowledging the order with thanks
2.Explain the reason for the refusal
3.State the refusal
4.Close with a courteous expression of interest in continuing your relationship with the customer
A Credit Refusal
Credit is sometimes refused if the applicant has too little time as one address or in current employment,lacks assents,or have too low a level of income. The writing plan given below for your reference.
1. Start with a neutral(buffer) opening
2.Explain the factors considered in the decision
3.State ther refusal clearly and courteously
4.Close with courteous inviting the receiver to contact your organization in the future.
An Adjustment Refusal
A genuine adjustment request is a request to change,replace or adjust a transaction that has already taken place.Examples include requests to replace the damaged good or missing parts,replace an incomplete order,or correct an error on an account.An adjustment refusal is given when the organization believes that the adjustment is unjustified,or that's is not responsible for the problem,or that a problem does not exist at all.The strategy listed below:
1:Star with a buffer paragraph acknowledging the adjustment request
2.Explain the reasons for the decision
3.State the refusal courteouly
4.Close with courteous attempt to maintain the customers' good will
Refusing an Invitation or Request
Invitations and requests often come from other business people or community groups.To maintain goodwill,it's necessary to write the refusal in a manner that experesses your interest in the reader.By giving valid reasons for a refusal,you're sometimes also able to soften the bad news. The order listed below:
1.Start with a neutral buffer,preferably by expressing your appreciationof the invitation or request
2.Give a full explanation
3.State the refusal clearly,couteously and tactfully
4.Close by expressing interest in the other person or organization
In each one of these bad news letters, the writing strategy is the indirect order of information. The most important part of the letter, to the readers, is the decision--in this case, the refusal.All the contents-the reasons as wee as the decision-should be written in an attempt to maintain the readers' good will.
Monday, June 11, 2007
Summary(४)
1.Writing Good News and Neutral News Letters
*Direct Order of Information
As you write a good news letter, arrange your information in the order as follows,
1.Identify the letter's purpose in the subject line or opening paragraph.
2.Place the good news in the opening paragrph
3.State the details that support the good news in the middle paragraphs
4.Close with a statement of goodwill
Note: the above-mentioned produces a structure suitable for any good news or neutral news.
*Four Types of Good News Letter
This section offers specific guidelines for planning the following good news letters and neutral letters.
1.an inquiry
2.a request
3.an acknowledgement
4.an introduction
An Inquiry
A letter of inquiry asks others to supply information or indea about a product or a service.
The order for setting out information as listed below.
1.Identify the inquiry in the subject line
2.Open with the inquiry and a short background if neccessary
3.Indicate how the receiver is to respond
4.Close in a courteous and friendly manner
When you need specific information,open with a question.When you need to ask more than one question, open with a summary statement.Then in the body, list and number the questions from most important to least important.
A Request
Different from an inquiry in what it asks for a specific action.
The order as follows below/
1.Identify the request in the subjuct line
2.If you choose to omit the subject line,identify the request and give a brief reason and background for it in the opening paragraph
3.Ask for a specific response to your request
4.Close courteously to maintain goodwill
A purchase order is an example of specific request
An Acknowledgment
A letter of acknowledgment acknowledges requests for information,confirms orders,supplies information and thanks the reader. and the order as shown below.
1.Start with the acknowledgment
2.Say "yes" clearly,when relevant.
3.Supply any necessary information or details
4.Close courteously to maintain goodwill
It's courteous and helpful to acknowledge orders immediately.If a delay in delivery is likely, send an interim acknowledgment letter thanking the customers for the order.Explain the reasons for the delay so that the customer know what is happening and when to expect delivery
In addition,some letters of acknowledgment are writing to ask for a service or help. The same writing strategy applies
*Begin with an acknowledgment --for example,"Thank you for your invitation to address your students".Clearly say yes."I will be delighted to do so".
*Supply necessary information--for example,"I have work commitment on the date you nominated,so I would prefer the late time of 8 P.M"
*Close courteously."Please contact my secretary to confirm these details. I look forward to seeing you".
A Letter of Introduction
A well-timed letter of introduction reaches the readers when they need the type of service it offers.By using correct business letter format and each of the basic parts of a business letter,your letter will make a good impression. Letters of introduction aim to establish contact, good will,and an opportunity for future sales. Write in a courteous tone,using the "you" approach to show interest in the reader, and provide interesting details with believable information. The writing plan as shown below,
1.Use the subject line to catch the readers' attention
2.Open by explaining your reason for the introduction and aim to catch the readers' atterntion
3.Supply details and information in the middle paragraph to create a desire to read further
4.Close by saying what you can do for the readers and what you want the readers to do.
Remenber that this kind of letter is not requested ,so try to keep it shor,complete and courteous to avoid irritating the reader
Each of the four good news letters presented so far has its own writing plan.
*Direct Order of Information
As you write a good news letter, arrange your information in the order as follows,
1.Identify the letter's purpose in the subject line or opening paragraph.
2.Place the good news in the opening paragrph
3.State the details that support the good news in the middle paragraphs
4.Close with a statement of goodwill
Note: the above-mentioned produces a structure suitable for any good news or neutral news.
*Four Types of Good News Letter
This section offers specific guidelines for planning the following good news letters and neutral letters.
1.an inquiry
2.a request
3.an acknowledgement
4.an introduction
An Inquiry
A letter of inquiry asks others to supply information or indea about a product or a service.
The order for setting out information as listed below.
1.Identify the inquiry in the subject line
2.Open with the inquiry and a short background if neccessary
3.Indicate how the receiver is to respond
4.Close in a courteous and friendly manner
When you need specific information,open with a question.When you need to ask more than one question, open with a summary statement.Then in the body, list and number the questions from most important to least important.
A Request
Different from an inquiry in what it asks for a specific action.
The order as follows below/
1.Identify the request in the subjuct line
2.If you choose to omit the subject line,identify the request and give a brief reason and background for it in the opening paragraph
3.Ask for a specific response to your request
4.Close courteously to maintain goodwill
A purchase order is an example of specific request
An Acknowledgment
A letter of acknowledgment acknowledges requests for information,confirms orders,supplies information and thanks the reader. and the order as shown below.
1.Start with the acknowledgment
2.Say "yes" clearly,when relevant.
3.Supply any necessary information or details
4.Close courteously to maintain goodwill
It's courteous and helpful to acknowledge orders immediately.If a delay in delivery is likely, send an interim acknowledgment letter thanking the customers for the order.Explain the reasons for the delay so that the customer know what is happening and when to expect delivery
In addition,some letters of acknowledgment are writing to ask for a service or help. The same writing strategy applies
*Begin with an acknowledgment --for example,"Thank you for your invitation to address your students".Clearly say yes."I will be delighted to do so".
*Supply necessary information--for example,"I have work commitment on the date you nominated,so I would prefer the late time of 8 P.M"
*Close courteously."Please contact my secretary to confirm these details. I look forward to seeing you".
A Letter of Introduction
A well-timed letter of introduction reaches the readers when they need the type of service it offers.By using correct business letter format and each of the basic parts of a business letter,your letter will make a good impression. Letters of introduction aim to establish contact, good will,and an opportunity for future sales. Write in a courteous tone,using the "you" approach to show interest in the reader, and provide interesting details with believable information. The writing plan as shown below,
1.Use the subject line to catch the readers' attention
2.Open by explaining your reason for the introduction and aim to catch the readers' atterntion
3.Supply details and information in the middle paragraph to create a desire to read further
4.Close by saying what you can do for the readers and what you want the readers to do.
Remenber that this kind of letter is not requested ,so try to keep it shor,complete and courteous to avoid irritating the reader
Each of the four good news letters presented so far has its own writing plan.
Summary(2)
3:Make What You Wirte Sound Personal
While writing a business letter, shouldn't forget that it would be sent to a live human being that,like others,hopes to be treated as though he is important in the business. A letter "To Whom It May Concern" is not recommended because it lacks personal touch that will be helpful in directing the letter to the reader's personal interest.Various kinds of approaches can be used to make you letter sound personal to the reader.
*Insert the reader's name
A letter without names salutation maybe made the reader think that they are anonymous. So we should address people by their names or use their names in the body of the letter as if we are talking with them in a telephone call.
*Use both "I" and "You"
The pronouns "I" and "you",along with "you,me and my" play the same role in personalizing your letters.However,care must be took when you use them.
Please notice that the "you" approach is a bit condescending (lucky you;our great company have approved you for credit).
For example
"You will be pleased to learn that your application for credit has been approved"
"I am pleased to tell you that your application for credit has been approved."
*Mass Approach
A simple piece of advice to choose between "I" and "We" together with "US" and "OUR" should be :
Use "I","me' and "my" when you are writing to someone on behalf of yourself.Use "we" and "our" when you are writing on behalf of your firm.Avoid using "our company".
4.Send What the Reader Thinks a Courteous Letter
A courteous letter does not mean a letter written only with polite phrase. which in fact,merely form part of the word"Courteous" in business letters.Actually, a courteous letter should be one:
*written to answer the correspondent's letter on the day it is received.
*directed straight to the department or the people concerned
*with the reader's name spelled correctly
*stating only the facts when correspondent is complaining or angry
Note that being over-courteous will ruin your letter by giving the reader an insincere impression of you.
For example
Dear Mr.Fogovin,
You're entirely right. In our January 6th statement,we neglected to deduct the extra trade discount of 10 percent to which you are entitled.
As sometimes happens,the folks who prepare the invoice don't always get the message. And this time for good reason: I simply didn't get the word to them about the additional discount,so I'm the culprit.
Please deduct $462 from the statement you received.Thus the net amount due wil be $4158 instead of $4620.
I want you to know that I'm very sorry about this oversigh and I'm grateful to you for pointing it out to us.We appreciate your business.
Cordially Yours
While writing a business letter, shouldn't forget that it would be sent to a live human being that,like others,hopes to be treated as though he is important in the business. A letter "To Whom It May Concern" is not recommended because it lacks personal touch that will be helpful in directing the letter to the reader's personal interest.Various kinds of approaches can be used to make you letter sound personal to the reader.
*Insert the reader's name
A letter without names salutation maybe made the reader think that they are anonymous. So we should address people by their names or use their names in the body of the letter as if we are talking with them in a telephone call.
*Use both "I" and "You"
The pronouns "I" and "you",along with "you,me and my" play the same role in personalizing your letters.However,care must be took when you use them.
Please notice that the "you" approach is a bit condescending (lucky you;our great company have approved you for credit).
For example
"You will be pleased to learn that your application for credit has been approved"
"I am pleased to tell you that your application for credit has been approved."
*Mass Approach
A simple piece of advice to choose between "I" and "We" together with "US" and "OUR" should be :
Use "I","me' and "my" when you are writing to someone on behalf of yourself.Use "we" and "our" when you are writing on behalf of your firm.Avoid using "our company".
4.Send What the Reader Thinks a Courteous Letter
A courteous letter does not mean a letter written only with polite phrase. which in fact,merely form part of the word"Courteous" in business letters.Actually, a courteous letter should be one:
*written to answer the correspondent's letter on the day it is received.
*directed straight to the department or the people concerned
*with the reader's name spelled correctly
*stating only the facts when correspondent is complaining or angry
Note that being over-courteous will ruin your letter by giving the reader an insincere impression of you.
For example
Dear Mr.Fogovin,
You're entirely right. In our January 6th statement,we neglected to deduct the extra trade discount of 10 percent to which you are entitled.
As sometimes happens,the folks who prepare the invoice don't always get the message. And this time for good reason: I simply didn't get the word to them about the additional discount,so I'm the culprit.
Please deduct $462 from the statement you received.Thus the net amount due wil be $4158 instead of $4620.
I want you to know that I'm very sorry about this oversigh and I'm grateful to you for pointing it out to us.We appreciate your business.
Cordially Yours
Subscribe to:
Posts (Atom)