a english writing assignment

The correct use of these criteria will determine your grade on your final letter:

· The letter is organized correctly:

1. The first paragraph gives the positive news and provides a summary of the main points. This paragraph is 3-4 lines in length.

2. The second paragraph gives details. This paragraph is 5-7 lines in length.

3. The third paragraph provides reader benefits and any negatives. This paragraph is 5-7 lines in length.

4. The fourth paragraph states a goodwill ending. This paragraph is 2-3 lines in length.

· The letter uses "you-attitude" throughout; the letter emphasizes what the reader wants to know and does not use "I, me, my, myself, we," or phrases that emphasize "The company (name)" and not the reader.

· The letter uses positive words and de-emphasizes any negatives.  Does not use negative words such as "no" and "limited," plus most "un-words, in-words," and so forth (refer to module 7 for a list).

· The letter provides specific and precise reader benefits. Detailed examples of how the reader will benefit appear in the third paragraph.

· The letter does not refer to the reader's or the writer's feelings at all.

· The writing includes specific and accurate word choice and details and does NOT use the following words: thing, good, really, very, extremely, wonderful, outstanding, or any synonym of the above (refer to the online lesson in week 2 on using precise words).

· The writing uses active versus passive voice. The writing uses is, are, was, were, be, been, being, and am ONE time or less per paragraph, and does not use "There is, there are, there was, there were, there _____ be, and there ______ been" at all. Instead, the writing uses action verbs such as describes, shows, presents, writes, run, ran, talked, talk, and so forth. (refer to the online lesson in week 2 on action verbs).

· The writing uses familiar words.

· The writing does not use slang, cliches, trite or over-used expressions, or biased and sexist language. (Be sure the salutation goes to Ms. if the letter is addressed to a woman).

· The writing is free of typographical errors.

· Words are spelled and used correctly.

· Commas, quotation marks, and other punctuation marks are used correctly.

· The writing contains correct grammar without sentence fragments, comma splices, and run-on sentences.

· The letter is formatted correctly:

1. Block format is used.

2. 12 point Calibri or Times New Roman font is used.

3. Spacing is correct.

4. The letter includes a company letterhead, date, inside address to an individual at a company, a salutation followed by colon, four paragraphs, and a close.

5. All components except for the letterhead are lined up on the left margin.

There are four Human Resource cases for the Module 10 letter in your textbook: 10.13, 10.14, 10.16, or 10.17. Pick one case.

Write a letter in block format and address the letter to an individual--an employee of your company. If appropriate, you may address the letter to an individual at his/her home. In that case, you may leave out the company name and title in the inside address. Also, your title is Human Resources Director or something along that line.

Case: 10.14 Announcing an Additional Employee Benefit

To help employees who are caring for elderly relatives,
your Human Resources office will provide informa-
tion and referral services for elder day care and long-
term assisted-living or nursing care and names and addresses of people willing to work part- or full-time as caregivers. In addition, you will sponsor seminars on a number of topics about dealing with elderly parents, ranging from deciding whether to use a nursing facility, when to stop driving, and how to fill out medical forms.

As part of the new policy, the organization will allow employees to use personal time off and sick time to care for any family member. You will also allow employees to take time off during the workday to stay until a nurse arrives or to drive a parent to a doctor's appointment. Employees must notify their supervisors in advance that they will be away and must make up the time sometime during the next 30 days. Employees who need more time can take unpaid leaves of up to 15 months and can return to their present jobs and current salaries.

The policy takes effect the first of next month.

Assume that you're Director of Human Resources, and write a memo to all employees announcing the benefit.

Hints:

• Pick a business, government, or nonprofit orga- nization you know well.

• What age groups do employees represent? How many of them are caring for elderly parents now?

• Specify the topic, date, and place of the first sem- inar you'll sponsor. If possible, give the schedule for the first three months.

• Be sure to provide reader benefits for employees who do not care for elderly parents as well as those who do.

• How easy is it for your organization to attract and retain skilled workers? Why is it important to your organization that people be alert and be willing to take more responsibility?

Instruction

First Paragraph  Determine:  the positive news and main points. For example, the positive news for exercise 10.17 will state the opening of the new fitness center. The main points might state that the center will include classes, a swimming pool, and weight machines. State the positive news with a "you-attitude statement. For example: "Beginning October 9, you can take advantage of _______." Then, write a summary of the main points using "you-attitude" statements." Examples include: "The fitness center will include classes, ______, and _______," or "You can enjoy _______," or "You can use _________."

Second Paragraph Brainstorm and Determine: details about the main points. On exercise 10.14, for example, you will want to elaborate about the actual elder care program. Think about what the reader wants to know! Discuss the specifics of the program, including specifics of WHAT the program entails, WHEN employees can use the program, WHO is eligible, and so forth. 

Third Paragraph Brainstorm and Determine: reader benefits and any negatives. On exercise 10.14, for example, your reader will want to know that using the elder care program can save time and money. Think about the benefits to the employee. One negative might include that employees must use personal and/or sick time to take care of relatives. However, employees could view this as a benefit if you word the statement as a benefit. Instead of using words like "you must," and "you will be allowed," use phrases such as "you can _____." 

Fourth/Last Paragraph  Brainstorm and Determine: goodwill endings. You only need to write 1-2 sentences. Make sure these are positive forward looking statements. For example, exercise 10.16 announces flu shots. A goodwill ending might include a statement such as "Now, your flu shots come pain free." You might also restate the date or time

Below is the sample format for the assignment and tips for completing the Informative/Positive letter.

Company Name Company Address City, State Zip Phone Number

Date

Name of Individual Individual's Title Individual's Company Name Address City, State Zip

Dear Ms. Individual: Choose any of the following exercises and write a letter: 10.13, 10.14, 10.16, or 10.17. (If the exercise says write a memo, write a letter.) Use full block format and follow this example as well as the directions in the prewriting lesson. Refer to page 146, fig 10.1 for more explanation. The first box in the figure--labeled "main point" will be your first paragraph. In the first sentence, give the positive news. Next, include include a summary of the main points. Make this paragraph 3-4 lines.

The second paragraph will include details and must be specific, at least 5-7 lines in length. The letter must include "you" attitude and not use "we, our, my, I" and "the company name _____" in the letter. Use phrases such as "You can..." and "You will receive..."

The third paragraph will contain reader benefits and my also include negatives. Link any negatives to reader benefits. Make this paragraph 5-7 lines. The fourth paragraph will be the goodwill ending: positive outreach and offer of contact. It can be brief, about 2-3 lines.

Sincerely,

Your Name Your Title