Final Exam study notes

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Innis College Courses
Viktoria Jovanovic- Krstic

Final Exam no computer or electronics allowed, dictionary and thesaurus allowed 2 parts, out of 100 Part 1: email and a memo revision only (hard), list the mistakes in parallel form sentences, one 1 paragraph no more than 100 words explain why you made the changes that you made Part 2: given case study, easy informal report, 500 words PURPOSE OF WRITING? Response, have questions... MEMORANDUM TO: FROM: INITIALS DATE: 31/10/2013 SUBJECT: 2-11 WORDS Your address Date Receiver’s Address Subject: (optional placement here) Saluation: Subject: (optional placement here) XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX. Complimentary close, Signature Name Typed  clear message, reputation in mind  why am I writing?  concise highlight benefits - what i will do for YOU parallel Subject: like newspaper heading, only first letter of first word capitalized, no punct 1st sent: “why am i writing? What do i want or need from the reader? What do i want to give to the reader?” preferably only 1 sentence, 22 words. Max 2 sentences, 3 lines, 25 words then Explain main idea. 1-2 line paragraphs each of 1 topic BULLETS, headings - accessible Many internalize the 1st as most important End your message with restate purpose, action information, dates or deadlines; summary; closing thought. "please get back to me (DATE)" (when request), close with a reassuring summary (when respond) NO - "feel free to get back to me if you have questions" Meet: set a date, meet for? "PLEASE... respond to the DETAILS... by DATE TIME" "i look forward to receiving this information by DATE, TIME" ~5 business days, but if too long, will be forgotten, noon, Thursdays and Tuesdays "you requested on the ...." Indirect: Based on what you want, support your claims: convincing evidence, common goals and values Gain attention neutrally • requesting favors, begin with a compliment, unexpected fact, stimulating question, reader benefit, summary of the problem, or candid plea for help. • For claims (when you are unhappy with something), consider opening with a review of action you have taken to resolve the problem. • For sales, Offer something valuable, promise a significant result, or describe a product feature. • Present a testimonial, startling statement Build interest • Prove accuracy and merit of request with facts, figures, expert opinion, examples, and details. • Suggest direct and indirect benefits for the receiver. • Offer something valuable, promise a significant result, or describe a product feature. • Present a testimonial, make a startling statement, or show the reader in an action setting. Reduce resistance • Identify possible obstacles; offer counter arguments. • show how the receiver or others will benefit • money-back guarantees, attractive warranties, trial offers, or free samples. • Build credibility with results of performance tests, polls, or awards. Motivate action Repeat a key benefit • repetition of the central selling point and clear instructions for an easy action to be taken. • Prompt the reader to act immediately with a gift, incentive, limited offer, or deadline. ‘why am I writing to you’ answer in middle MEMORANDUM TO: All Medical Centre Personnel FROM: Tom Barker TB DATE: June 20, 2013 SUBJECT: Starting Wednesday, June 23, 2013, all medical centre personnel can make service calls at 416- 742-5438, 24 hours a day. The Maintenance Department has done this to improve response time to your requests among departments. Service calls are for: • Loss of heat • Air conditioning • Water leaks • Clogged plumbing • Faulty electrical wiring • Fire • Safety or security hazards You can find specific Service Call requirements in the Policies and Regulations manual. Requests exceeding these will be classified as Job Orders, also outlined in the manual. When you call, you will be given a service call number. You can use it to check the status of your service call. Please note that during 5:00 p.m. to 8:00 a.m. daily, all day weekends and holidays, only one Maintenance Mechanic is on duty. If no one answers, please call again. For urgent emergencies, the PBX Operator must be notified to page maintenance. Your cooperation in this matter is greatly appreciated. Informal Reports: Contain all of the necessary parts that formal documents contain; they do not contain preliminary data (title page, etc.) E-mail, Memo, Letter Two types of informal reports: 1. Informational Reports: answer questions and provide information without analysis. tells readers what they need to know. three sections: Introductions, Findings, Summary/Conclusion. a. Types of informational reports: Periodic report, Situational Report, Incident Report. i. Periodic Report: Written regularly, describes recurring activities by recording data, outcomes. ii. Situational Report: response to two specific types of non-recurring situations (1) business trips or conferences and (2) Progress of a continuing project. Typical headings for Progress Reports include: Background, Work Completed, Work to be Completed, Anticipated Problems. Usually close by stating when the next Progress report is due. iii. Incident Reports: Documents problems, unusual events, changes from routine events,. This type of report provides complete and accurate details of an incident, answering the questions Who? When? What? Where? How? 2. Investigative Reports: Evaluates problems or situations and presents facts based on evaluation. Typically made up of Introduction, Findings, Conclusions and potentially Recommendations. a. Three main categories: Recommendation Reports , Justification Reports and Feasibility Reports i. Recommendation reports are analytical; recommend an action, in response to problem. ii. Justification reports are analytical reports that justify the need for a purchase, investment, policy change, or hiring. The justification report can be presented directly or indirectly. 1. Direct justification report: a. Introduces the problem b. Presents the recommendation, action, or solution c. Justifies the recommendation by highlighting advantages and benefits and explaining it in more detail. This section takes into detail the benefits and the advantages of applying the recommendation usually by comparing it to other potential but obviously not chosen options. d. Ends with a summary that refers to the action to be taken 2. Indirect justification report: a. Introduces the problem and provide details that convince readers of its seriousness—do not reveal the recommendation. b. Discuss other measures or alternatives under descriptive headings, starting with the least likely and ending with your recommendation. c. Show that the advantages of your solution outweigh the disadvantages. d. Summarizes the action to be taken and ask for authorization. iii. Feasibility reports evaluate projects or alternatives to determine if they are worthwhile for the company. The process for writing a feasibility reports is: 1. Announce the decision to be made and list its alternatives
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