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Writing in the Workplace

You have to write to get a job, filling out an application or sending in a résumé and cover letter. You have to write to do your job, creating emails and reports that track your work. You have to write to get ahead on the job, submitting proposals to make changes or develop new products.

Writing helps you figure out what to do on the job and communicate with colleagues and clients.

No matter what line of work lies in your future, writing will help you throughout your career. In this chapter, you’ll learn how to write emails, meeting minutes, proposals, and business letters—traditional forms that still get the job done.

What’s Ahead

• Email
• Writing Guidelines
• Minutes
• Writing Guidelines
• Proposal
• Writing Guidelines
• Business Letter
• Writing Guidelines

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Writing Guidelines

Emails can be sent to one reader or to many of them. They provide a handy way to communicate. These guidelines will help you write email messages, especially ones addressed to teachers or other adults.

Prewriting ■ Preparing to Write

• Consider your writing situation: What are you writing about (subject)? Why are you writing (purpose)? Who will read this message (audience)?
• Gather all the details you need to include.
• If you have a lot of details, consider placing some of them in a separate attachment, such as a proposal. (See pages 342–343.)

Writing ■ Creating the First Draft

Beginning ■ Enter the email address of the person you are writing to. Type a subject line to tell your reader the topic of your message. Greet your reader and explain your reason for writing.

Middle ■ Provide all the details your reader needs. Organize information logically.

Ending ■ If follow-up action is needed, state it clearly. End politely.

Revising ■ and Editing ■ Improving Your Message

Check your email before sending it. Whenever you communicate with a teacher or employer, you want to make sure your writing is clear and correct. (Download a checklist.)

_____ Is my message accurate—from the reader’s email address to each fact or detail I’ve provided?

_____ Is my message complete—providing all the information needed so that I don’t have to send another message?

_____ Is my message clear—written in short, double-spaced paragraphs with numbers, lists, and headings?

_____ Is my email correct—have I checked for spelling, punctuation, and other errors?

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Writing Guidelines

Minutes summarize a meeting—what was discussed, what was decided upon, and what action will be taken. The guidelines below will help you take good notes and write clear meeting minutes.

Prewriting ■ Gathering Information

• Come to the meeting prepared with the proper materials—paper, pen, or even a laptop.
• Review the previous minutes and the meeting’s agenda.
• Take notes of key points, speaker’s names, and important decisions.

Writing ■ Creating the First Draft

Beginning ■ List details identifying the meeting—the group’s name; the meeting’s purpose, location, and time; and the names of those present. (Also name those people who are absent.)

Middle ■ Identify all issues discussed, any decisions made (sometimes called motions), and any follow-up actions needed (including names and deadlines).

Ending ■ Give details about the next meeting.

Revising ■ and Editing ■ Improving Your Minutes

Use the following checklist to improve your minutes.

_____ Are all of the details accurate—names, dates, item numbers, wording of decisions?

_____ Is my tone neutral? Have I left out feelings and judgments?

_____ Have I checked the spellings of all of the names in the minutes?

_____ Have I checked all my punctuation carefully?

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Writing Guidelines

Is there a project you want to do in one of your classes? Do you see a problem that needs fixing in your school or community? Then present it in a proposal—a detailed plan for doing a project, solving a problem, or meeting a need.

Prewriting ■ Exploring Your Topic

• Study the problem, project, subject, or need. Define it, know its parts, and explore its background.
• Research your solution or idea. Will it work? Why or how?
• Think about your reader. How can you convince him or her of your idea’s value?

Writing ■ Creating the First Draft

Beginning ■ Briefly introduce the problem, need, or idea that you’re addressing. Then describe what you propose to do.

Middle ■ Provide convincing details supporting your proposal. Why is the problem, need, or idea important? Is your project workable? Why is your solution the best one? Include these details:

1. Equipment, material, and other resources needed

2. Steps to take and a schedule for completing them

3. Results expected

Ending ■ Focus on the benefits of the project and ask for its approval.

Revising ■ and Editing ■ Improving Your Proposal

Use the following checklist to improve your proposal.

_____ Is my proposal detailed, specific, and accurate?

_____ Have I organized my points in an effective way? Will my reader say, “This will work”?

_____ Do I show that I care about the project?

_____ Have I used headings, lists, and white space?

_____ Have I checked punctuation, capitalization, spelling, and grammar?