Effective Business Writing

EFFECTIVE BUSINESS WRITING

PARTICIPANT MANUAL
COURSE OBJECTIVES: At the end of the course, participants will be able to: 1. Observe the 5 Cs of business writing when creating business documents. 2. Create sample email messages. 3. Apply norms in business writing.

There are two types of communication based on media used: 1. Oral 2. Written

PRINCIPLES OF WRITTEN COMMUNICATION Worlds of Writing 1. _____________________ - used in the academe. Language is formal and rules are strict. This is sometimes called formal writing. 2. _____________________ - used in poems, novels, and song lyric. Language is free-flowing. Rules are fluid.

3. _____________________ - used in offices and businesses. Language is more conversational than formal writing but not as fluid as poetry.

Objectives of Communication: 1.______________________________________________________________________________ 2. _____________________________________________________________________________ 3. ______________________________________________________________________________

Beth Tello

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Effective Business Writing The Communication Process

The Writer

The Document

The Reader

Noises in Communication

1. ________________________ Incorrect word choice Weak sentence and paragraph structure Grammatical errors Poor organization of ideas 2. _____________________ Typographical errors Cluttered layout Unfriendly format Poor quality of paper Offensive and discourteous tone Cultural Awareness

3. _____________________

5 Cs of BUSINESS WRITING
1. __________________________ Sentence construction and word usage Grammar error often lead to misunderstanding

Example: I waste many earning with the misadvice from Maxicare regarding baby whom we've got with no marriage. I dont have the informations right now so let me get back at you on that.

Grammar Review Subject and Verbs ____________ - a word that shows action or state of being.
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Example:

talk, read (action words) Is, are, was, were, am (state of being)

____________- a noun or a pronoun that performs the verb. Example: The woman hurried. Subject: Woman Verb: hurried

Finding Subjects and Verbs Rule 1. If a verb follows to, it is an infinitive phrase and not the main verb. You will find the main verb before or after the infinitive phrase. Examples: I like to walk. Verb: like Subject: I The efforts to get her elected succeeded.

Rule 2. A subject will come before a phrase beginning with of. Example: A bouquet of yellow roses will lend color and fragrance to the room.

Rule 3. To find the subject and verb, always find the verb first. Then ask who performed the verb. Example 1: The jet engine passed inspection. Example 2: From the ceiling hung the chandelier.

Rule 4. Any request or command such as Stop! or Walk quickly. has the understood subject you. Example: (You) Please bring me some coffee. Rule 5. Sentences often have more than one subject, more than one verb, or pairs of subjects and verbs. Examples: I like cake and he likes ice cream.
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(Two pairs of subjects and verbs) He and I like cake. (Two subjects and one verb) She lifts weights and jogs daily. (One subject and two verbs)

Subject-Verb Agreement
BASIC RULE: Singular subject takes a Singular verb Plural subject takes a Plural verb HINT: Verbs do not form their plural by adding an s as nouns do. In order to determine which verb is singular and which one is plural, think of which verb you would use with he or she and which verb you would use with they. Example: talk, talks

He talks. She talks. Therefore, talks is singular. They talk. Therefore, talk is plural.

Rule 1. A verb agrees with its subject in number. Examples: The car stays in the garage. The flower smells good. There is an old saying: Opposites attract. The rule for singular and plural verbs is the opposite of the rule for singular and plural nouns. Remember this when you match subjects and verbs. You might guess that stays and smells are plural verbs because they end in s. They arent. Both stays and smells are singular verbs.

Rule 2. The number of the subject (singular or pronoun) is not changed by words that come between the subject and the verb. Example: One of the eggs is broken. Of the eggs is a prepositional phrase. The subject one and the verb is are both singular. Mentally omit the prepositional phrase to make the subject-verb agreement easier to make. Rule 3. Some subjects always take a singular verb even though the meaning may seem plural. Beth Tello Page 4

Effective Business Writing These subjects always take singular verbs: each either neither one no one everyone someone anyone nobody somebody anybody everybody Examples: Someone in the game was hurt. Neither of the men is working.

Rule 4. The following words may be singular or plural, depending upon their use in a sentence: some, any, all, and most. Examples: Most of the news is good. Most of the flowers were yellow. All of the pizza was gone. All of the children were late. Rule 5. Subjects joined by and are plural. Subjects joined by or or Nor take a verb that agrees with the last subject. Examples: Bob and Sam are leaving. Neither Bob nor Sam is leaving. Neither Bob nor his friends are leaving. Rule 6: There are here are never subjects. In sentences that begin with these words, the subject is usually found later on in the sentence. Examples: There were five books on the shelf. (were, agrees with the subject book) Here is the report that you wanted. (is, agrees with the subject report)

Rule 7. Collective nouns may be singular or plural, depending on their use in the sentence. A collective noun is a noun used to name a whole group. Following are common examples: army audience herd crowd class swarm club committee troop flock group jury orchestra team public Examples: The orchestra is playing a hit song. (Orchestra is considered as one unit singular)
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The orchestra were asked to give their musical backgrounds. (Orchestra is considered as separate individuals plural) Rule 8. Expressions of time, money, measurement, and weight are usually singular when the amount is considered one unit. Examples: Five dollars is too much to ask. Ten days is not nearly enough time. On occasion, however these terms are used in the plural sense: There were thirty minutes to countdown. Rule 9: Some nouns, while plural in form, are actually singular in meaning. Examples: Mathematics is an easy subject for some people. Physics is not taught by Professor Baldwin. mumps measles Physics acrobatics home economics calisthenics aesthetics gymnastics social studies statistics news civics

Rule 10. The expression the number is followed by a singular verb while the expression a number is followed by a plural verb. Examples: The number of people we need to hire is thirteen. A number of people we have written in about this subject.
Rule 11. Dont and Doesnt must agree with the subject. Use doesnt after he, she, it. Examples: Doesnt he know how to sail? They dont make movies like that anymore. Rule 12. The words here and there have generally been labeled as adverbs even though they indicate place. In sentences beginning with here or there, the subject follows the verb. Examples: There are four hurdles to jump. There is a high hurdle to jump.

Rule 13. Sometimes the pronoun who, that, or which is the subject of a verb in the middle of the sentence. The pronouns who, that, and which become singular or plural according to the noun directly in front of them. So, if that noun is singular, use a singular verb. If it is plural, use a plural verb. Beth Tello Page 6

Effective Business Writing Examples: Salma is the scientist who writes the reports. (The word in front of who is scientist, which is singular. Therefore, use the singular verb writes.) He is one of the men who do the work. The word in front of who is men, which is plural. Therefore, use the plural verb do.

EXERCISE: 1. Your friend (talk/talks) too much. 2. The football players (run/runs) five miles every day. 3. The center on the basketball team (bounce/bounces) the ball too high. 4. Each of the girls (look/looks) good on skis. 5. Everybody (was/were) to remain silent. 6. Neither of them (is/are) here yet. 7. All of the milk (is/are) gone. 8. Either the cups or the glasses (are/is) in the dishwasher. 9. Fred and Web (need/needs) a ride home. 10. A magazine and a book (was/were) lying on the floor. 11. A pound of cookies (cost/costs) about a dollar. 12. One thousand pesos (is/are) a lot of money to some people. 13. It (dont/doesnt) seem cold today.

Who/Whom
RULE: Use the he/him method to decide which word is correct. he = who him = whom Examples: Who/Whom wrote the letter? He wrote the letter. Therefore, who is correct. For who/whom should I vote? Should I vote for him? Therefore, whom is correct. We all know who/whom pulled that prank. This sentence contains two clauses: We all know and who/whom pulled that prank. We are interested in the second clause because it contains the who/whom. He pulled that prank. Therefore, who is correct. (Are you starting to sound like a hooting owl yet?) We want to know on who/whom the prank was pulled. This sentence contains two clauses: We want to know and the prank was pulled on who/whom. Again, we are interested in the second clause because it contains the who/whom. The prank was pulled on him. Therefore, whom is correct.

Whoever vs. Whomever

Rule 1. To determine whether to use whoever or whomever, here is the rule: him + he = whoever
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him + him = whomever Examples: Give it to whoever/whomever asks for it first. Give it to him. He asks for it first. Therefore, Give it to whoever asks for it first. We will hire whoever/whomever you recommend. We will hire him. You recommend him. him + him = whomever We will hire whoever/whomever is most qualified. We will hire him. He is most qualified. him + he = whoever Rule 2. When the entire whoever/whomever clause is the subject of the verb that follows the clause, look inside the clause to determine whether to use whoever or whomever. Examples: Whoever is elected will serve a four-year term. Whoever is elected is the subject of will serve. Whoever is the subject of is. Whomever you elect will serve a four-year term. Whomever you elect is the subject of will serve. Whomever is the object of you elect.

Who vs. That vs. Which

Rule 1. Who refers to people. That and which refer to groups or things. Examples: Anya is the one who rescued the bird. Loki is on the team that won first place. She belongs to an organization that specializes in saving endangered species. Rule 2. That introduces essential clauses while which introduces nonessential clauses. Examples: I do not trust products that claim "all natural ingredients" because this phrase can mean almost anything. We would not know which products were being discussed without the that clause. The product claiming "all natural ingredients," which appeared in the Sunday newspaper, is on sale. The product is already identified. Therefore, which begins a nonessential clause. NOTE: Essential clauses do not have commas surrounding them while nonessential clauses are surrounded by commas.
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Rule 3. If this, that, these, or those has already introduced an essential clause, you may use which to introduce the next clause, whether it is essential or nonessential. Examples: That is a decision which you must live with for the rest of your life. Those ideas, which we've discussed thoroughly enough, do not need to be addressed again. NOTE: Often, you can streamline your sentence by leaving out which. Example: That is a decision which you must live with for the rest of your life. Better: That is a decision you must live with for the rest of your life.

GOOD VS. WELL

The word good is an adjective, while well is an adverb. Examples: You did a good job. Good describes the job. You did the job well. Well answers how. You smell good today. Describes your odor, not how you smell with your nose, so follow with the adjective. You smell well for someone with a cold. You are actively smelling with a nose here, so follow with the adverb.

When referring to health, use well rather than good. Example: I do not feel well. You do not look well today. Note: You may use good with feel when you are not referring to health. Example: I feel good about my decision to learn Spanish.

THAN vs. THEN

Use than to show comparison. Use then to answer the question when. Examples: I would rather go skiing than rock climbing. First we went skiing; then we went rock climbing.

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PREPOSITIONS
Rule 1. You may end a sentence with a preposition. Just do not use extra prepositions when the meaning is clear without them. Correct: That is something I cannot agree with. That is something with which I cannot agree. Correct: Where did he go? Incorrect: Where did he go to? Correct: Incorrect: Correct: Incorrect: Where did you get this? Where did you get this at? I will go later. I will go later on.

Rule 2. Use on with expressions that indicate the time of an occurrence. Examples: He was born on December 23. We will arrive on the fourth. Rule 3. Of should never be used in place of have. Correct: I should have done it. Incorrect: I should of done it.

Rule 4. Between refers to two. Among is used for three or more. Examples: Divide the candy between the two of you. Divide the candy among the three of you.

Rule 5. The word like may be used as a preposition and in informal writing, as a conjunction. In formal writing, use as, as if, or as though rather than like as the conjunction. Examples: (Prepositional usage) You look so much like your mother. (Conjunction usage) You look like you are angry. OR You look as if you are angry.

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VERB TENSES

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2. _________________________ Refers to the accuracy of the message based on appropriate word usage and word order. It answers the question: Will the receiver / reader interpret the message in the same way as the sender / writer originally meant it?

TIPS IN ENSURING CLARITY (IN SENTENCES) A. Modifiers should be properly placed near the word/words they modify. Examples: I updated almost all the information here in your record. I almost updated all the information here in your record. B. Avoid incomplete comparisons or comparing two different concepts. Examples: Incorrect: Maxwells theory is better than Darwin. Correct: Maxwells theory is better than Darwins. Incorrect: snail mail. Correct: sending snail mail.
Beth Tello

I think that sending email is more efficient than I think that sending email is more efficient than

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C. Always observe parallelism when constructing sentences. Examples: Incorrect: My tasks include creating templates, monitoring compliance, and to submit month-end SLA reports. Correct: My tasks include creating templates, monitoring compliance and submitting month-end SLA reports. D. Use familiar and simple words. NOT subsequent inadvertency e.g. (L) promulgate domicile remuneration disclose i.e. (L) pursuant BUT after error for example issue home, house pay show, uncover that is in line with

E. Keep your sentences short. The average length of sentences should fall somewhere between 15 and 20 words. If the sentence is too long, try splitting it into simpler and shorter sentences. Unclear:
It is important for us to meet deadlines as this greatly affects our agreed SLAs and OLAs that serves as a reflection of our work ethics as an IBM team that lives up to the IBM values.

Clear: Meeting deadlines is important for us. This greatly affects our agreed SLAs and OLAs. Also, it serves as a reflection of our work ethics as an IBM team that lives up to the IBM values.

F. Observe natural word order. Unclear: Submit the application form, you must. Clear: You must submit the application form.

Beth Tello

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3. ______________________
Express ideas in the fewest words possible without sacrificing clarity. The rule is Keep It Short and Simple (KISS). TIPS IN ENSURING CONCISENESS (IN WRITING SENTENCES) A. Avoid redundant expressions. Examples: Redundant You can use your EL credits for emergency situations only. Concise ______________________________________________ Redundant Tell me about your past experiences as an HR Specialist. Concise - ______________________________________________

B. Refrain from using words that dont add meaning to a sentence. Examples: Wordy A manager is someone who handles, controls, and directs a team. Concise - ______________________________________________ Wordy The attached form is for your use in developing the necessary report. Concise - ______________________________________________ C. Avoid using too many modifiers. Examples: Wordy This new process is really so much better than what we had before. Concise - ___________________________________________ D. Avoid using clichs or long expressions when 1 word is enough. Examples: Wordy Last but not the least; you just need to have your manager sign. Concise - ____________________________________________ Wordy More often than not, the expectation is for us to deliver before the deadline. Concise - ____________________________________________ E. Always use the active voice. Examples: Wordy The shirts were distributed by the event committee during the 3Q Town Hall. Concise - _____________________________________________
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Wordy The clearance form was signed by Bill Matson. Concise - ______________________________________________

BREVITY
Get rid of wasted words but do not sacrifice ideas. Courtesy is still important. Too much brevity (conciseness) may cause the tone to sound blunt and overbearing. Example: Return the documents by August 12. Do not sign the form. BUT: Were working against a tight timeline on this project, so please return the documents by August 12. Also, kindly leave them unsigned.

4. ________________________
Refers to the tone and style of a message. When composing your document, you may want to consider the following: a. Your relationship to the reader b. The subject of your email c. The purpose of your email

TIPS ON ENSURING CONSIDERATION A. Focus on the YOU Attitude We/I: I want to send my congratulations YOU: ________________________________ We/I: We will send the report on April 8 YOU: _________________________________ We/I: We want you to take advantage of our services YOU: _________________________________ B. Show the reader benefits. Example: You can be assured of immediate feedback from us should all of your requirements be submitted before the deadline. C. Emphasize positive and pleasant facts. Example: We regret to inform you that the training has been cancelled due to
unavailability of a facilitator. Rest assured that you will be informed immediately as soon as Beth Tello Page 17

Effective Business Writing we come up with the new schedule. Your slot has already been reserved so you can expect to be prioritized. Thank you.

D. Highlight what you can do, not what you cannot do. Example: We will only be able to process this with approval from your manager. What I
can do for now, though, is to send him a follow-up email so that I can process your request as soon as its approved.

E. Use euphemisms and gender-neutral expressions. Euphemism is the act or an example of substituting a mild, indirect or vague term for one thats considered harsh, blunt, or offensive. Example: How may I help you with your problem? CONSIDERATE- _____________________________________________ I suggest that you raise this to the Complaints Department. CONSIDERATE: ______________________________________________

It is highly encouraged to use gender-neutral words. This can be done by avoiding gender judgment in job title and by thinking plural. Sales men vs. Salesperson Chairman vs. Chairperson Everyone has his own opinion. VS. Everyone has his/her own opinion. F. Avoid hurting or irritating expressions. When conveying bad news, do it with utmost tact.

NOT
You failed to notice You neglect to mention

BUT
May I point out that We also can consider

You overlooked the fact You missed the point I see no alternative but

One additional fact is From another perspective Our clear plan of action

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5. ___________________________
It is highly encouraged to express an idea in a relaxed conversation without sacrificing professionalism. Not: Look over the stuff and kick it back with your input. But: Please review the materials and give me your feedback. Not: FYI, Im outta here for the rest of the week. But: Ill be traveling for the rest of the week. For urgent concerns, please coordinate with

Exercise: How can we improve the email message? Hi Sir Carlo, I havent received the templates that you promised to send yesterday so I wasnt able to complete the deck for the report. Anyway, attached again herein are the templates that your supposed to review. I took the liberty of highlighting in gray color, the items that you need to check. As per my discussion with Linda Calleja, you should be ready to submit the form by Monday before 12nn, in time for our presentation at 1pm. I am inviting some of the Domain Leads to join us during the presentation.

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Writing Effective Email Messages

Using e-mail in business is COMPANY TO COMPANY e-MAIL, and should not be confused with email between business colleagues.

Nature of Email
Companies and businesses use email as the main form of communication because of its quick turnaround time. Clarifications can easily be made in email. Email messages are also less formal than other written forms because email messages are conversational in nature. In email, people write in the same way as they would speak but maintaining professionalism.

Nature Pros and Cons Pros: 1. 2. 3. 4. 5. 6. Cons: 1. 2. 3. 4. 5.

Email Preparations 1. Avoid _____________ when writing an e-mail. 2. Think before you send an e-mail. An e-mail is a ________________________________ form of communication. 3. Take the _____________________ to properly prepare an e-mail.

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The Writing Process

1. ________________________
To help you organize your thoughts when planning, you may use: A ID-

A_______________ What to Analyze? 1. ________________________________________ Think of what the real issue is before worrying about how to respond. Examples: Inquiry about the use of the Employee Portal Clarification regarding vacation leave credits Complaint about delay in student loan application Online source for the steps on how to request for a hiring ticket

2. ________________________________________ Know about the readers background. This is also the opportunity to recognize possible cultural differences. Examples: Office Colleague New-hire Manager American Executive Japanese Hiring Manager Indian Contractor French Retiree

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3. ____________________________________________ Email can be categorized based on what is needed from the customer/readers end. A. ________________________________ Informative e-mail messages aim to simply present information to customers. Actions may not be necessary and so, the recipient will just be informed of different instances, situations, results or statuses, etc.

B. __________________________________ Action-oriented e-mail messages request the recipient to perform an action or to do his/her part in resolving issues/concern. The actions requested may be part of the resolution or the solution itself. Examples:
Informative
Sharing Neutral/Good News Sharing Bad News (Declining
Requests, Providing updates for requests, etc.)

Action-oriented
Making a Direct Request Sharing Bad News (Declining
Requests, Providing updates for requests, etc.)

Replying to an Inquiry Closing pending matters

Educating customers on processes Giving instructions (educational purposes)

Making an Inquiry Negotiating/ appealing for reconsideration

Making follow-ups Giving instructions (immediate action is required)

4. ______________________________________ As part of quality customer service, you should be able to determine if there is an emotion that needs to be addressed. Questions you may ask yourself: Was the reader/customer inconvenienced?

________________________ __________________

Is the customer/reader excited about something? Does the customer/reader sound anxious?

________________________

Is the customer/reader upset about something?________________________

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I _________________________ It is your objective for writing the customer/recipient based on your analysis. Examples: To confirm understanding of the customer about the Dress Code To send a copy of the July balance sheet To clarify customers question about Emergency Leaves To educate customer on how to use the Employee Self Service

D ________________________ This is the part where you specify the information that you need to share with your customer. WHO: _________ WHEN: _________ WHERE: _________ WHAT: _________

Sample Plan Sheet

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2. ______________________________
This is constructing the body of your email. Generic Framework: I __________________ D __________________ R ___________________

Draft: Informative Approach Framework Intent to inform Details What, Where, When, How Reminders Other information (Contact information) optional Draft: Action-Oriented Approach Framework Intent to request for action Details of the action required Reminders - Other information (Contact information) optional

Draft: General Tips Be straightforward but tactful. Observe the 5Cs of Business Writing. Avoid beginning with trite expressions Examples of Trite Expression:
The term trite language refers to expressions that have been used over and over again until they become clichs. These expressions are so familiar that they have lost their original effect and, at times, appear generic and insincere to the reader. Therefore, using trite expressions in most writing is strongly discouraged.

Lets take a look at some examples of trite expressions that should be avoided: all in all as a matter of fact at the crack of dawn at the drop of a hat Beth Tello in our world today it goes without saying it has come to my attention last but not least Page 24

Effective Business Writing back to the drawing board better late than never beat around the bush best of both worlds beyond the shadow of a doubt draw a blank first and foremost in a nutshell per your request playing with fire rotten to the core since the dawn of man water under the bridge when all is said and done window of opportunity without further ado

Note that this is only a brief list of some trite expressions that you might be tempted to use in your writing. There are thousands of these types of expressions in the English language, so the best rule to follow is that if it sounds like a clich, dont use it.

Avoid participial closing and prepositional phrases. Example: Hoping for your kind consideration. Better: ___________________________________

Use short sentences & paragraphs. Use transitional words, bullets, or numbers for multiple issues.

Examples of Transitions: ILLUSTRATION -- Thus, for example, for instance, namely, to illustrate, in other words, in particular,
specifically, such as. CONTRAST -- On the contrary, contrarily, notwithstanding, but, however, nevertheless, in spite of, in contrast, yet, on one hand, on the other hand, rather, or, nor, conversely, at the same time, while this may be true. ADDITION -- And, in addition to, furthermore, moreover, besides, than, too, also, both-and, another, equally important, first, second, etc., again, further, last, finally, not only-but also, as well as, in the second place, next, likewise, similarly, in fact, as a result, consequently, in the same way, for example, for instance, however, thus, therefore, otherwise. TIME -- After, afterward, before, then, once, next, last, at last, at length, first, second, etc., at first, formerly, rarely, usually, another, finally, soon, meanwhile, at the same time, for a minute, hour, day, etc., during the morning, day, week, etc., most important, later, ordinarily, to begin with, afterwards, generally, in order to, subsequently, previously, in the meantime, immediately, eventually, concurrently, simultaneously. Beth Tello Page 25

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SPACE -- At the left, at the right, in the center, on the side, along the edge, on top, below, beneath, under, around, above, over, straight ahead, at the top, at the bottom, surrounding, opposite, at the rear, at the front, in front of, beside, behind, next to, nearby, in the distance, beyond, in the forefront, in the foreground, within sight, out of sight, across, under, nearer, adjacent, in the background. CONCESSION -- Although, at any rate, at least, still, thought, even though, granted that, while it may be true, in spite of, of course. SIMILARITY AND COMPARISON -- Similarly, likewise, in like fashion, in like manner, analogous to. EMPHASIS -- Above all, indeed, truly, of course, certainly, surely, in fact, really, in truth, again, besides, also, furthermore, in addition. DETAILS -- Specifically, especially, in particular, to explain, to list, to enumerate, in detail, namely, including. EXAMPLES -- For example, for instance, to illustrate, thus, in other words, as an illustration, in particular. CONSEQUENCE OR RESULT -- So that, with the result that, thus, consequently, hence, accordingly, for this reason, therefore, so, because, since, due to, as a result, in other words, then. SUMMARY -- Therefore, finally, consequently, thus, in short, in conclusion, in brief, as a result, accordingly. SUGGESTION -- For this purpose, to this end, with this in mind, with this purpose in mind, therefore.

Draft: When Requesting for Action Care in asking the person to do something should be observed so that you dont sound demanding. Use WE if the recipients action contributes to the resolution. Use May or please as a suggestive action to remind recipients. Example: You may want to check that the documents are all signed before sealing the envelope. Use make sure instead of the more implicative must or should. Dont forget to be Considerate as explained in the 5 Cs of Business Writing. Draft: When Sharing Information Dont drown your customers with too many details. If there are many items to be included, make sure to make your email easy on the eyes of the recipient. Highlight important information by using bullets, numbers, or even font formats (bold, italicize, change color, etc.) Combining formats altogether is offensive. Example: It is VERY important

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Draft: When Sharing Bad News Use the U

S A Framework

U _________________- Situation or result regarding concern S _________________ - Details that led to the update A _________________ - Offer the customer what you can do for him/her Example: We regret to inform you that your request for reimbursement was not processed because this claim was submitted beyond the 90-day reimbursement period. Claims submitted after this period result in <explain the policy>. Despite this however, we can still work on your claim should you seek exception approval from your countrys Chief Financial Officer (CFO). Then, please re-send your request for

Checkpoint: Get some distance from the text! Decide what medium lets you proofread most carefully. Try changing the look of your document. Find a quiet place to work. If possible, do your editing and proofreading in several short blocks of time, rather than all at once. If you're short on time, prioritize your editing and proofreading tasks

3. __________________________
Reviewing involves checking whether you were to able to meet your objectives for writing or not.
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Did I meet my objective? Was I able to focus on the issue/concern? Was I able to cover everything I need to discuss? Will my target audience appreciate the way I wrote my letter? Is there organization in my message? Was I able to provide accurate information? (Names, Numbers, Dates)
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4. ____________________________
Editing is the process of ensuring that your work meets the 5Cs of Business Writing. Are my sentences _____________? Are my sentences _____________? Are my sentences _____________? Did I convey with ________________________? Does it have a ___________________ tone?

5. _____________________________
What to Proofread? - Spelling - Punctuation - Alignment of Sentences / Paragraphs - Line Spacing

Rules of Punctuation
I. Commas A. In a series of three or more terms with a single conjunction, use a comma after each term except the last . Example: red, white, and blue honest, energetic, but headstrong He opened the letter, read it, and made a note of its contents. In the names of business firms, the last comma is omitted, as Brown, Shipley and Company Note: The abbreviation etc., even if only a single term comes before it, is always preceded by a comma.

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B. Enclose parenthetic expressions between commas. Example: The best way to see a country, unless you are pressed for time, is to travel on foot.

C. Place a comma before and or but introducing an independent clause. Examples: The early records of the city have disappeared, and the story of its first years can no longer be reconstructed. The situation is perilous, but there is still one chance of escape.

D. Do not join independent clauses by a comma. If two or more clauses, grammatically complete and not joined by a conjunction, are to form a single compound sentence, the proper mark of punctuation is a semicolon. Examples: Stevenson's romances are entertaining; they are full of exciting adventures. It is nearly half past five; we cannot reach town before dark.

We can also correct the sentences by replacing the semicolons by periods. Examples: Stevenson's romances are entertaining. They are full of exciting adventures. It is nearly half past five. We cannot reach town before dark. If a conjunction is inserted, the proper mark is a comma. Examples: Stevenson's romances are entertaining, for they are full of exciting adventures. It is nearly half past five, and we cannot reach town before dark.

E. Commas with Numbers - Use a comma before the year if the date is given as follows: month, day, year Example: July 12, 2012

F. Commas with Salutations - Use a comma if the sentence starts with an address to someone. Beth Tello Page 29

Effective Business Writing Example: Jane, can I talk to you for a second G. Commas with Geographic Places - Use a comma to separate parts of an address in a sentence. Example: His address is 176 Baker Street, London, NW2 2LK, Great Britain.

H. Commas with Please -Use a comma if please is at the end of a request. Example: Send me a mail, please.

I.

Commas with Adverbs Use a comma after certain adverbs: However, in fact, therefore, nevertheless, moreover, furthermore, still, instead, etc. If these adverbs appear in the middle of a sentence, they are enclosed in commas.

J.

Commas with Conditional Sentences Use a comma if the if clause is at the beginning of a sentence. Example: If I go to London, I will visit the Tower.

K. Commas with Direct Speech Use a comma after the introductory clause. Example: She said, I was in London last year. If the direct speech is at the beginning of the sentence, put the comma before the final quotation mark. Example: I was in London last year, she said.

L. Commas as Means of Readability Example: Lets eat, grandpa.

II.

Semi-Colon

Semi-Colon with Enumerations Use a semi-colon in enumerations if a comma is already used to further separate an item of the sequence. Example: We have business partners in Edmonton, Canada; Waterford, Ireland; Brisbane, Australia; and Durban, South Africa. Semi-Colon between Main Clauses Beth Tello Page 30

Effective Business Writing Use a semi-colon between two main clauses if they are not separated by and, or etc. Example: The rain stopped; the sun came out again. Use a semi-colon between two main clauses with conjunctions (e.g. and, or) if a comma is used in at least one of the main clauses. Example: James had, to put it mildly, a lot of problems; and not even his best friend could help him.

Use a semi-colon between two main clauses if the second one starts with an adverb that has to be enclosed in commas (e.g. however, in fact, therefore, nevertheless, moreover, furthermore, still, instead). Example: He didn't feel well; in fact, he had a very high temperature. III. Dash

A dash is used to emphasise what follows. Use dashes sparingly: not more than a pair per sentences in informal writing and (if possible) not more than a pair per paragraph in formal writing. Dashes for Change of Topic or Structure Use a dash for a change of topic within a sentence. Example: This is very importantare you listening to me? Use a dash if the information that follows is surprising and unexpected. Example: We went shopping in Londonand met Robbie Williams. Dashes in Dialogues Use a dash to show hesitation. Example: III don't know. Dashes in Summaries and Additional Information Use a dash to indicate a summarising clause. Example: Jane, Daniel, Susan and Iwe all were taken aback. Use a dash to indicate an emphasised addition. Beispiel: He prayed to his Godto Allah. Use a dash to enclose emphasised additional information which interrupts the normal progression of the sentence. Example: He wanted usCaron, Susan and meto meet his family.

IV.

Colon

Use a colon to signal a series of words, phrases, or clauses after a complete sentence. Beth Tello Page 31

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The baseball coach claimed that his team's success stemmed from three things: solid hitting, consistent pitching, and good fielding. The Marketplace has several specialties: a sliced roast beef dinner, a fried chicken strip dinner, a fresh salad bar, and several types of pasta. Use a colon to signal a second complete sentence that explains a closely related preceding sentence. The professors advice was straight to the point: I won't tolerate students who can't get to class on time. Religion and politics can be touchy subjects: Many people hold opinionated views and are easily offended by other people's remarks. Use a colon to signal a name or description at the end of a sentence when you want to put a lot of emphasis on that name or description. The local college had a nickname for their students that had amused the town's residents for years before the tornado made it appropriate: Gusties. The preoccupied vandal didn't notice who was standing behind him: a smiling Campus Safety officer.

Use a colon to introduce a long quotation. In his book, Language is Sermonic, Richard M. Weaver described how language may influence us: Sophistications of theory cannot obscure the truth that there are but three ways for language to affect us. It can move us toward what is good; it can move us toward what is evil; or it can, in hypothetical third place, fail to move us at all. (60) Colons can also be used to: 1.Separate titles and subtitles William Shakespeare: The Greatest Playwright. 2.Express time The robbery occurred at approximately 1:45 p. m. on Tuesday March 13, 1856. 3.Cite a legal or biblical passage

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According to Minnesota penal code 1:49:S2, it is unlawful to feed licorice or peanut butter to goats. According to John 3:16, God loved the world so much that he sacrificed his only son.
4.End a salutation

To Whom it May Concern: 5.Separate the place of publication and publisher in a bibliographic entry James, Gerald. How to Write Best Sellers. New York: Henry James Publishing, 1973

Basic Spelling Rules

One of the most common spelling rules taught to elementary students is, I before E, except after C, unless it says A as in neighbor and weigh." However, there are a number of other rules that you can use to help decode the spelling of an unfamiliar word. For example: The letter Q is always followed by U. In this case, the U is not considered to be a vowel. The letter S never follows X. The letter Y, not I, is used at the end of English words. Examples of this rule include my, by, shy, and why. To spell a short vowel sound, only one letter is needed. Examples of this rule include at, red, it, hot, and up. Drop the E. When a word ends with a silent final E, it should be written without the E when adding an ending that begins with a vowel. In this way, come becomes coming and hope becomes hoping. When adding an ending to a word that ends with Y, change the Y to I if it is preceded by a consonant. In this way, supply becomes supplies and worry becomes worried. All, written alone, has two L's. When used as a prefix, however, only one L is written. Examples of this rule include also and almost. Generally, adding a prefix to a word does not change the correct spelling. Words ending in a vowel and Y can add the suffix -ed or -ing without making any other change. 100 Commonly Misspelled Words
A acceptable - Several words made the list because of the suffix pronounced -bl but sometimes spelled -ible, sometimes -able. Just remember to accept any table offered to you and you will spell this word OK. accidentally - It is no accident that the test for adverbs on -ly is whether they come from an adjective on -al ("accidental" in this case). If so, the -al has to be in the spelling. No publical, then publicly.

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accommodate - Remember, this word is large enough to accommodate both a double "c" AND a double "m." acquire - Try to acquire the knowledge that this word and the next began with the prefix ad- but the [d] converts to [c] before [q]. acquit - See the previous discussion. a lot - Two words! Hopefully, you won't have to allot a lot of time to this problem. amateur - Amateurs need not be mature: this word ends on the French suffix -eur (the equivalent of English -er). apparent - A parent need not be apparent but "apparent" must pay the rent, so remember this word always has the rent. argument - Let's not argue about the loss of this verb's silent [e] before the suffix -ment. atheist - Lord help you remember that this word comprises the prefix a- "not" + the "god" (also in the-ology) + -ist "one who believes." B believe - You must believe that [i] usually comes before [e] except after [c] or when it is pronounced like "a" as "neighbor" and "weigh" or "e" as in "their" and "heir." Also take a look at "foreign" below. (The "i-before-e" rule has more exceptions than words it applies to.) bellwether - Often misspelled "bellweather." A wether is a gelded ram, chosen to lead the herd (thus his bell) due to the greater likelihood that he will remain at all times ahead of the ewes. C calendar - This word has an [e] between two [a]s. The last vowel is [a]. category - This word is not in a category with "catastrophe" even if it sounds like it: the middle letter is [e]. cemetery - Don't let this one bury you: it ends on -ery nary an -ary in it. You already know it starts on [c], of course. changeable - The verb "change" keeps its [e] here to indicate that the [g] is soft, not hard. (That is also why "judgement" is the correct spelling of this word, no matter what anyone says.) collectible - Another -ible word. You just have to remember. column - Silent final [e] is commonplace in English but a silent final [n] is not uncommon, especially after [m]. committed - If you are committed to correct spelling, you will remember that this word doubles its final [t] from "commit" to "committed." conscience - Don't let misspelling this word weigh on your conscience: [ch] spelled "sc" is unusual but legitimate. conscientious - Work on your spelling conscientiously and remember this word with [ch] spelled two different ways: "sc" and "ti." English spelling!

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conscious - Try to be conscious of the "sc" [ch] sound and all the vowels in this word's ending and i-o-u a note of congratulations. consensus - The census does not require a consensus, since they are not related. D daiquiri - Don't make yourself another daiquiri until you learn how to spell this funny word-the name of a Cuban village. definite (ly) - This word definitely sounds as though it ends only on -it, but it carries a silent "e" everywhere it goes. discipline - A little discipline, spelled with the [s] and the [c] will get you to the correct spelling of this one. drunkenness - You would be surprised how many sober people omit one of the [n]s in this one. dumbbell - Even smart people forget one of the [b]s in this one. (So be careful who you call one when you write.) E embarrass (ment) - This one won't embarrass you if you remember it is large enough for a double [r] AND a double [s]. equipment - This word is misspelled "equiptment" 22,932 times on the web right now. exhilarate - Remembering that [h] when you spell this word will lift your spirits and if you remember both [a]s, it will be exhilarating! exceed - Remember that this one is -ceed, not -cede. (To exceed all expectations, master the spellings of this word, "precede" and "supersede" below.) existence - No word like this one spelled with an [a] is in existence. This word is a menage a quatre of one [i] with three [e]s. experience - Don't experience the same problem many have with "existence" above in this word: -ence! F fiery - The silent "e" on "fire" is also cowardly: it retreats inside the word rather than face the suffix -y. foreign - Here is one of several words that violate the i-before-e rule. (See "believe" above.) G gauge - You must learn to gauge the positioning of the [a] and [u] in this word. Remember, they are in alphabetical order (though not the [e]). grateful - You should be grateful to know that keeping "great" out of "grateful" is great. guarantee - I guarantee you that this word is not spelled like "warranty" even though they are synonyms.

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H harass - This word is too small for two double letters but don't let it harass you, just keep the [r]s down to one. height - English reaches the height (not heighth!) of absurdity when it spells "height" and "width" so differently. hierarchy - The i-before-e rule works here, so what is the problem? humorous - Humor us and spell this word "humorous": the [r] is so weak, it needs an [o] on both sides to hold it up. I ignorance - Don't show your ignorance by spelling this word -ence! immediate - The immediate thing to remember is that this word has a prefix, in- "not" which becomes [m] before [m] (or [b] or [p]). "Not mediate" means direct which is why "immediately" means "directly." independent - Please be independent but not in your spelling of this word. It ends on -ent. indispensable - Knowing that this word ends on -able is indispensable to good writing. inoculate - This one sounds like a shot in the eye. One [n] the eye is enough. intelligence - Using two [l]s in this word and ending it on -ence rather than -ance are marks of . . . you guessed it. its/it's - The apostrophe marks a contraction of "it is." Something that belongs to it is "its." J jewelry - Sure, sure, it is made by a jeweler but the last [e] in this case flees the scene like a jewel thief. However, if you prefer British spelling, remember to double the [l]: "jeweller," "jewellery." (See also pronunciation.) judgment - Traditionally, the word has been spelled judgment in all forms of the English language. However, the spelling judgement (with e added) largely replaced judgment in the United Kingdom in a non-legal context. In the context of the law, however, judgment is preferred. This spelling change contrasts with other similar spelling changes made in American English, which were rejected in the UK. In the US at least, judgment is still preferred and judgement is considered incorrect by many American style guides. K kernel (colonel) - There is more than a kernel of truth in the claim that all the vowels in this word are [e]s. So why is the military rank (colonel) pronounced identically? English spelling can be chaotic. L leisure - Yet another violator of the i-before-e rule. You can be sure of the spelling of the last syllable but not of the pronunciation. liaison - Another French word throwing us an orthographical curve: a spare [i], just in case. That's an [s], too, that sounds like a [z].

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library - It may be as enjoyable as a berry patch but that isn't the way it is spelled. That first [r] should be pronounced, too. license - Where does English get the license to use both its letters for the sound [s] in one word? lightning - Learning how to omit the [e] in this word should lighten the load of English orthography a little bit. M maintenance - The main tenants of this word are "main" and "tenance" even though it comes from the verb "maintain." English orthography at its most spiteful. maneuver - Man, the price you pay for borrowing from French is high. This one goes back to French main + oeuvre "hand-work," a spelling better retained in the British spelling, "manoeuvre." medieval - The medieval orthography of English even lays traps for you: everything about the MIDdle Ages is MEDieval or, as the British would write, mediaeval. memento - Why would something to remind of you of a moment be spelled "memento?" Well, it is. millennium - Here is another big word, large enough to hold two double consonants, double [l] and double [n]. miniature - Since that [a] is seldom pronounced, it is seldom included in the spelling. This one is a "mini ature;" remember that. minuscule - Since something minuscule is smaller than a miniature, shouldn't they be spelled similarly? Less than cool, or "minus cule." mischievous - This mischievous word holds two traps: [i] before [e] and [o] before [u]. Four of the five vowels in English reside here. misspell - What is more embarrassing than to misspell the name of the problem? Just remember that it is mis + spell and that will spell you the worry about spelling "misspell." N neighbor - The word "neighbor" invokes the silent "gh" as well as "ei" sounded as "a" rule. This is fraught with error potential. If you use British spelling, it will cost you another [u]: "neighbour." noticeable - The [e] is noticeably retained in this word to indicate the [c] is "soft," pronounced like [s]. Without the [e], it would be pronounced "hard," like [k], as in "applicable." O occasionally - Writers occasionally tire of doubling so many consonants and omit one, usually one of the [l]s. Don't you ever do it. occurrence - Remember not only the occurrence of double double consonants in this word, but that the suffix is ence, not -ance. No reason, just the English language keeping us on our toes. P

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pastime - Since a pastime is something you do to pass the time, you would expect a double [s] here. Well, there is only one. The second [s] was slipped through the cracks in English orthography long ago. perseverance - All it takes is perseverance and you, too, can be a near-perfect speller. The suffix is -ance for no reason at all. personnel - Funny Story: The assistant Vice-President of Personnel notices that his superior, the VP himself, upon arriving at his desk in the morning opens a small, locked box, smiles, and locks it back again. Some years later when he advanced to that position (inheriting the key), he came to work early one morning to be assured of privacy. Expectantly, he opened the box. In it was a single piece of paper which said: "Two Ns, one L." playwright - Those who play right are right-players, not playwrights. Well, since they write plays, they should be "play-writes," wright right? Rong Wrong. Remember that a play writer in Old English was called a "play worker" and "wright" is from an old form of "work" (wrought iron, etc.) possession - Possession possesses more [s]s than a snake. precede - What follows, succeeds, so what goes before should, what? No, no, no, you are using logic. Nothing confuses English spelling more than common sense. "Succeed" but "precede." Precede combines the Latin words "pre" and "cedere" which means to go before. principal/principle - The spelling principle to remember here is that the school principal is a prince and a pal (despite appearances)--and the same applies to anything of foremost importance, such as a principal principle. A "principle" is a rule. (Thank you, Meghan Cope, for help on this one.) privilege - According to the pronunciation (not "pronounciation"!) of this word, that middle vowel could be anything. Remember: two [i]s + two [e]s in that order. pronunciation - Nouns often differ from the verbs they are derived from. This is one of those. In this case, the pronunciation is different, too, an important clue. publicly - Let me publicly declare the rule (again): if the adverb comes from an adjective ending on -al, you include that ending in the adverb; if not, as here, you don't. Q questionnaire - The French doing it to us again. Double up on the [n]s in this word and don't forget the silent [e]. Maybe someday we will spell it the English way. R receive/receipt - I hope you have received the message by now: [i] before [e] except after . . . . recommend - I would recommend you think of this word as the equivalent of commending all over again: re+commend. That would be recommendable. referred - Final consonants are often doubled before suffixes (remit: remitted, remitting). However, this rule applies only to accented syllables ending on [l] and [r], e.g. "rebelled," "referred" but "traveled," "buffered" and not containing a diphthong, e.g. "prevailed," "coiled."

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reference - Refer to the last mentioned word and also remember to add -ence to the end for the noun. relevant - The relevant factor here is that the word is not "revelant," "revelent," or even "relevent." [l] before [v] and the suffix -ant. restaurant - 'Ey, you! Remember, these two words when you spell "restaurant." They are in the middle of it. rhyme - Actually, "rime" was the correct spelling until 1650. After that, egg-heads began spelling it like "rhythm." Why? No rhyme nor reason other than to make it look like "rhythm." rhythm - This one was borrowed from Greek (and conveniently never returned) so it is spelled the way we spell words borrowed from Greek and conveniently never returned. S schedule - If perfecting your spelling is on your schedule, remember the [sk] is spelled as in "school." (If you use British or Canadian pronunciation, why do you pronounce this word [shedyul] but "school," [skul]? That has always puzzled me.) separate - How do you separate the [e]s from the [a]s in this word? Simple: the [e]s surround the [a]s. sergeant - The [a] needed in both syllables of this word has been pushed to the back of the line. Remember that, and the fact that [e] is used in both syllables, and you can write your sergeant without fear of misspelling his rank. supersede - This word supersedes all others in perversity. This is the only English word based on this stem spelled -sede. Supersede combines the Latin words "super" and "sedere" which means to sit above. T their/they're/there - They're all pronounced the same but spelled differently. Possessive is "their" and the contraction of "they are" is "they're." Everywhere else, it is "there." threshold - This one can push you over the threshold. It looks like a compound "thresh + hold" but it isn't. Two [h]s are enough. twelfth - Even if you omit the [f] in your pronunciation of this word (which you shouldn't do), it is retained in the spelling. tyranny - If you are still resisting the tyranny of English orthography at this point, you must face the problem of [y] inside this word, where it shouldn't be. The guy is a "tyrant" and his problem is "tyranny." (Don't forget to double up on the [n]s, too.) U until - I will never stop harping on this until this word is spelled with an extra [l] for the last time! V vacuum - If your head is not a vacuum, remember that the silent [e] on this one married the [u] and joined him inside the word where they are living happily ever since. Well, the evidence is suggestive but not conclusive. Anyway, spell this word with two [u]s and not like "volume."

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WXYZ weather - Whether you like the weather or not, you have to write the [a] after the [e] when you spell it. weird - It is weird having to repeat this rule so many times: [i] before [e] except after...? (It isn't [w]!)

How to Proofread
Don't rely entirely on spelling checkers. Proofread for only one kind of error at a time. Read slowly, and read every word. Separate the text into individual sentences. Encircle every punctuation mark. Read the paper backwards.

Tips on Proofreading
Check all names and numbers Watch out for misused and misspelled homophones. Look out for repeated words Check dates against the calendar. Make sure spelling and punctuation are correct.

The Email General Structure

1. __________________________ - Know their preference. - Know their culture. - Do it professionally.

2. _________________________ - This contains all the information necessary. - Consider using bullets or numbers when enumerating multiple ideas.

BULLETS Equal value Rank or sequence unimportant

NUMBERS Order of priority Steps in a procedure Easy reference

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3. __________________________ - Insert 2 empty lines before it. - Use appropriate closing. Sincerely Yours, Warm Regards, - Use comma after the desired closing.

4. __________________________ - Insert 3-4 empty lines before it. - Use the account/company-approved signature (epilog). - Dont use smileys. - Minimize pictures to be used. - Use Logos only as permitted - Dont use famous Quote-lines.

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Email Norms
1. Subject Field
The subject field plays an important role in catching the attention of your reader. It defines your e-mail's relevance and urgency. Without an effective subject line, your email may be de-prioritized and worse, left unread.

Subject Prefixes
1. __________________________ - The reader has to act on something. 2. __________________________- The writer needs the input of the reader but the reader is not required to act on something. 3. __________________________- When there is a constraint in time; the reader needs to act as this is a serious matter; or the writers deliverables are dependent on the action of the reader. 4. _________________________- When the email contains personal information such as compensation/salary and social security number. 5. _________________________- When the writer already sent a previous email but there is no response from the reader yet. This prefix is usually used in follow-up email. 6. _________________________- Used when the writer wants to share something he/she thinks is important but is not related to work.

Subject Field: Tips 1. Concisely define the subject of your email. 2. Use businesslike catchphrases. 3. Do not use ASAP. Be specific with dates. 4. Classify internal email when appropriate. Select High Importance/Low Importance as needed.

Body: Tips
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1. Email messages should be no more than one screen in length use bullets use horizontal lines 2. Include all pertinent information directly in the body. Use attachments only for tasks that Outlook cannot handle easily (excel, PowerPoint, etc) 3. Use tables, charts and other organization tools, whenever appropriate. 4. Use document links, hyperlinks, buttons, etc.

Signature/Epilog Your Full Name Your Job Role Company name Department/Division Your contact numbers: (include direct line, tie line and your fax#) Optional information you may include: Your Mailing Address

Sending and Responding

TO should contain the names of the people who are directly involved CC (Carbon Copy) should contain the names of those who need to know the information but dont necessarily need to do any action BCC (Blind Carbon Copy)- for people who dont want to disclose their addresses but should be included in the list.
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The Reply and Reply to All functions in Outlook allow you to customize your responses content.

Dont overuse Reply to All.

Do not Include Original Message Attach Original Message Include Original Message Text Include and Indent Original Message Text Prefix Each Line of the Original Message

Reminders: Email Dos

Take care with your word choice. Sarcasm and humor can be easily misinterpreted. Re-read your message prior to sending it.
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Reply promptly even if you dont have the answer to the question or concern. A simple email of acknowledgement will do. Reply only to the appropriate party. Do not overuse Reply to All. Ask before sending attachments. Explain why you are sending the attachment and state what it is.

Reminders: Email DONTs

Type in ALL CAPS unless you are shouting. Use the company e-mail for personal correspondence. Use smileys ;-) :-) (T_T) Spam. Send jokes or chain letters through the company email. Forward a message unless you are sure that it is true. Forward a message without adding your own note: - tell the recipient why. Cry wolf with URGENT subject lines

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DRAFT:

___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________
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DRAFT:

___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________
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FINAL DRAFT:

___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________
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