Hello,
I need you to handle the communication for big changes coming up at SeeMoji. Investors need to be on board with our growth plan, and our staff members need to understand the logistics of our expansion.
My admin will send you the bullet points of what to include. It’s important to convey the information clearly; I need buy-in from everyone.
Thanks!
Ms. Boss
CIO, SeeMoji
Hi there,
I’m Ms. Boss’s admin. Here are the bullet points she wants you to work with:
Investors need to be notified of the changes with a formal letter, which will placed on Ms. Boss’s desk for her signature, so be sure it’s perfect! Staff will be informed of the changes at our meeting next Monday. I know you have another meeting that day, so prepare a short video (two to five minutes) that we can play for them.
Since you are new here, review the SeeMoji Document and Presentation Format Requirements file (under the Your Hired! section in Moodle). Let me know if you have questions.
Patty
CIO Admin
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Document and Presentation Format Requirements DOCUMENT FORMAT
Why Do We Make Such a Fuss About Format?
Shouldn’t what we say be more important than how our documents look? The problem with that thought is that customers, clients, and others we deal with in business judge us and our employers by how our documents look.
For that reason, nearly every company has a format that they require for letters, emails, and reports. (This also often applies to blogs and website pages, although there may be someone who manages those sites and re-formats submissions you send them.) Many companies require a specific font, line spacing, margins, type size, and paragraph format for documents, especially those that go to customers, clients, or vendors.
So, the first thing you should do when you start work at a new company is to ask what format they require for various documents. This may be included in a separate style guide that will also tell you how certain words are spelled. Document Format Requirements
While you are at SeeMoji, please adhere to these guidelines for written documents and presentations.12-point type size – This is typical in business because it is readable for most people.Calibri, Times-Roman, or Arial font – These are typical, professional-looking fonts.Single-spaced, block format – Rather than indenting, place text at the left margin and use a blank line in between paragraphs.Left-justified text alignment – Left-justified text is easier to read than fully justified text.Under the Paragraph menu in Word, Spacing Before and After should be at 0, not 8 or 10. Add an extra return between paragraphs since you are removing the After spacing.
Note: If you don’t know how to set line spacing and removing the extra After spacing in Word, click on the next item titled “Setting Line Spacing in Word.”
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FOR EMAILS, BLOG POSTS, LETTERS, AND MEMOS: Keep to one page whenever possible.Include a specific subject line for emails, blog posts and memos.Use the deductive organizational pattern for good or neutral news messages and the inductive organization pattern for bad news messages.    Click on the next documents for more details on format for memos and emails. VIDEO PRESENTATION FORMAT For the best results:Limit yourself to 2-3 minutes.Use a simple background to avoid visual distractions.Use a quiet place to avoid audio distractions.Be sure your hands are visible so the audience can see your gestures. Use appropriate demeanor (smile to show enthusiasm or be serious when the subject warrants a less enthusiastic tone).Use Zoom to record the video and upload the URL.
Writing Style Guide
COMMON BUSINESS ERRORS
CONTRACTIONS
IT’S
It’s imperative that we complete this form.
It is imperative that we complete this form.
THEY’RE
They’re requiring the use of secured email.
They are requiring the use of secured email.
WHO’S
This website will explain who’s eligible for coverage.
This website will explain who is eligible for coverage.
YOU’RE
You’re allowed to deposit up to $250 per paycheck to an account.
You are allowed to deposit up to $250 per paycheck to an account.
POSSESSIVE ADJECTIVES
ITS
Our company achieved its sales goals last year.
THEIR
Their strategy is similar to ours.
WHOSE
The group needs to decide whose ideas will work best.
YOUR
Your work is exceptional.
CONFUSING WORDS
ADVISE / ADVICE
We advise our clients on choosing the best plans.
We offer advice on choosing the best plans.
AFFECT / EFFECT
Overhead will affect our profits. The law will affect my taxes.
AFFECT is a verb.
Overhead will have an effect on our profits. The law will have an effect on my taxes.
EFFECT is a noun. Use EFFECT with OF and ON.
COMPLEMENT / COMPLIMENT
Team members complement each other by bringing different strengths to the table.
When she told me the job was done well, it was a true compliment.
We were served a complimentary breakfast before the meeting.
DEFINITELY / DEFIANTLY
I am definitely interested in the position.
The boy defiantly disobeyed his parents.
DEPRECATION / DEPRECIATION
Self-deprecation is an unappealing personality trait.
Depreciation of the assets is calculated using this formula.
LEAD / LED
I want you to take the lead on this project. Scientists found lead in the water.
If you lead, I will follow. The manager led the team.
LOSE / LOOSE
We cannot afford to lose the client.
My shoelaces were loose, so I had to tie them again.
MANAGER / MANGER
John Smith is the manager of the department.
During the Christmas season, you may find a manger on display.
MANNER / MANOR
I will approach the problem in a different manner.
The reception will be held at Hillsdale Manor, the president’s estate.
MINER / MINOR
The miner was hired to work in the coal mine.
This is a minor problem. My major is finance and my minor is marketing.
MORALE / MORAL
Employee morale was improved by the salary increases.
Employees need to have moral standards when they conduct business.
PASSED / PAST
I passed the test with flying colors.
In the past, we have been profitable.
POSSESS / POSSES
I possess the skills necessary for the job.
The sheriff and his deputy rounded up posses for the manhunt.
PRINCIPLE / PRINCIPAL
Companies expect employees to have moral principles.
PRINCIPLE means guidelines.
As a principal at ABC Accounting Firm, Kevin has important responsibilities.
John paid extra principal on his loan each month.
The principal ideas were presented by the high school principal.
PROSPECTIVE / PERSPECTIVE
I am sending my résumé to prospective employers.
I see things from a different perspective than you do.
REGARD / REGARDS
I regard him as an expert in the field.
The report is correct in that regard.
Please give my regards to Mr. Thompson.
ROLE / ROLL
Mary played an important role in the company.
A roll was served with the salad at dinner. I watched the ball roll across the street.
THEN / THAN
We will complete the first phase and then move on to the second.
If these numbers are correct, then we can pay off our debts.
THEN refers to time and is used with IF/THEN logic statements.
Our profits are greater this year than they were last year.
I like this idea more than that one.
More often than not, my strategy works.
THAN is used for comparisons: less than, hotter than, shorter than, older than,
more expensive than . . .
TO / TWO / TOO
I am going to the store.
I need two new computers.
I, too, would appreciate an answer. I am spending too much money.
TOO shows degree: too little, too late, too hot, too cold, too expensive . . .
Write these words as one word (not two): cannot, whereas, nevertheless,
oftentimes, within, throughout, themselves, myself, himself, aforementioned
Be specific with dates:
Tuesday, July 2, is more specific than recently. In 2016 is more specific than
nowadays.
Stay consistently plural (or singular when necessary):
Incorrect: Once an employee submits their report, he or she will earn a bonus
Correct: Once employees submit their reports, they will earn bonuses.
Commas
A complete sentence has a subject (who or what) and verb (action words or is, am, are,
was, was, were) plus additions.
Joe (subject) manages (verb) the IT department for an automotive supplier.
His arguments (subject) are (verb) logical.
Fragments occur when subjects and/or verbs are missing.
Fragment: Causing employee morale to increase.
Correct: The policy (subject) is causing (verb) employee morale to increase.
RULE 1: Sentences can begin with conditional openers. Place a comma after an
opener to show the subject follows. Short words such as however are openers.
Longer openers begin with the words below:
According As Before If Unless Whenever
After At By In Until While
Although Because During Since When With
According to an article in The Wall Street Journal, salaries (subject) may rise.
During the restructuring phase, the plan (subject) was not communicated.
In order to implement this change, I (subject) recommend using voicemail.
However, flexibility (subject) is important.
Alone, openers are fragments.
Fragment: When we meet next week.
Correct: When we meet next week, we (subject) will discuss (verb) bonuses.
RULE 2: Use a comma to divide complete sentences with a conjunction (and, but,
or, nor, for, so, yet, whereas).
Ann (subject) met (verb) with them, and she (subject) solved (verb) the issues.
Comma splices and run-ons occur when sentences are not combined as follows:
John (subject) finished (verb) his report, and he (subject) submitted (verb) it on
time.
John (subject) finished (verb) his report. He (subject) submitted (verb) it on time.
John (subject) finished (verb) his report; he (subject) submitted (verb) it on time.
Note: Semicolons divide complete sentences.
Incorrectly combined sentences:
Comma splice: John finished his report, he turned it in on time.
Run-on: John finished his report he turned it in on time.
RULE 3: Use commas with lists of three or more. Do not use commas with lists
of two.
Customers can choose between red, blue, and green umbrellas.
Customers can choose between red and blue.
Two Subjects:
The new employee (subject) and the head of the department (subject) met
(verb) to discuss the reorganization.
The new employee in accounting (subject) and the former head of human
resources (subject)met (verb) on Tuesday to discuss the reorganization of the
company.
Two Verbs:
She (subject) finished (verb) the proposal and submitted (verb) it on time.
He (subject) has (verb) good arguments and expects (verb) to win the debate.
Incorrect: Marie completed her report, and submitted it on time.
Two Additions:
She (subject) knew (verb) not only what to say but also when to say it.
She (subject) studied (verb) accounting and economics at Walsh College.
RULE 4: Commas set off modifiers that are not essential to a sentence.
Not essential: Jim Smith, who loves to travel, will be the head of the department.
Essential: Employees who love to travel will be assigned clients in Europe.
Not essential: Our CEO, Jan Smyth, signed the letter.
Essential: CEO Jan Smyth signed the letter.
Apostrophes
Use apostrophes to show possession.
The company’s stock price rose.
The man’s computer crashed.
A warning was on the product’s packaging.
The accident was no one’s fault.
Possessive and plural do not mean the same thing. Plural means more than one of
something: desks, computers, companies, employees.
PROCESS FOR DETERMINING APOSTROPHE USE:
Determine whether you are referring to one (singular) or more than one (plural).
Determine whether possession is shown.
One: the company’s balance sheet
More than one: the companies’ balance sheets
One: the employee’s benefits
More than one: the employees’ benefits
One: the associate’s clients
More than one: the associates’ clients
RULE 1: If the noun is singular and ends in s, it is correct to use either s’ or s’s.
Starbucks’ profits OR Starbucks’s profits (compared to Ford’s profits)
RULE 2: If the noun is plural and does not end is s, use ‘s.
people’s attitudes, men’s gloves, children’s toys, women’s briefcases
RULE 3: Never use an apostrophe at the end of a noun that does not show
possession.
Incorrect: Studies’ (subject) prove (verb) we can be energy independent.
Note: The verb prove cannot be possessed.
RULE 4: Never use an apostrophe with a verb.
Incorrect: Innovation (subject) plays’ (verb) an important role in our economy.
Note: The verb plays cannot possess anything.
SAMPLE EMAIL
TO: Name
FROM: Name
DATE: Month XX, XXXX
SUBJECT: Who, What, When
Hello Name:
Elitsedquianon umquameiusmodira tionev quivelit, sedquia non numquameiusmodi.
Equeporroquisquamest, qui dolorem ipsum quia dolor ame, consectetu, adii.
UNDE OMNIS ISTE
Quae ab illoinventoreveritatiset quasi architee:
Tt perspiciatisnatusjerror sit voluptatema iu uelaudantium.
Quae ab illoinventoreveritatiset quasi architectobeatae vitae dicta
suntexplicabo.
Kindly,
Name
Title
Contact Number
*Always know specific requirements (for class assignments or company) of your
audience.
Use specific subject line making it easier to prioritize and locate later.
Include appropriate greeting to the reader, followed by colon.
Provide information about attachments.
End courteously with what you expect reader to do next in response to
email, executive summary, or report.
Include closing appropriate for reader (e.g., Sincerely, Thank you, Thanks . . .) and
include your title and contact information or automatic email signature.
SAMPLE EXECUTIVE SUMMARY FORMAT*
Executive Summary
Title
Prepared by: Name(s)
Month Day, Year
Elit sed quia non numquam eius modi ratione voluptatem sequivelit, sed quia non
numquam eius modi.Natus jerror sit voluptatem accusantium doloremque laudantium,
totam rem aperiam, eaque idolores.
UNDE OMNIS
Quae ab illo inventore veritatis et quasi architec beatae:
Tt perspiciatis natus jerror sit voluptatem accusantium doloremque laudantium,
totam.
Quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt
explicabo. Nemo enim fugit.
UNDE OMNIS ISTE
Eque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci
qu ab illo inventore veritatis et quasi architecto.Eque porro quisquam.
*Always know specific requirements (for class assignments or company) of your
audience.
*The font style in this example is lorem ipsum text to show formatting, not content.
Start with introductory paragraph and brief overview (introduce report or state research/project to
be summarized and its business purpose/relevance to reader).
Use descriptive headings (in bold and/or underlined) to organize content and visual
cues (bullet points, graphs) to emphasize main points and to present information in
End with recommendations (next steps or ways business can use research) along with conclusion.
Include page numbers on all business documents over one page.
SAMPLE BUSINESS LETTER FORMAT
Jane Doe
Director, Claims
ABC Services
12345 Main St.
Troy, MI48083
January 15, XXXX
John Adams
Claims Specialist
XYZCorporation
6789 Oak St.
Troy, MI48083
Dear Mr. Adams:
Natusztperspicia sjerror sit voluptatemaccusantiumdoloremquelaudantiumremaperiam,
eaqueipsamagnidot.
Ttperspiciatisnatusjerrorsit voluptatemaccusantiumdoloremquelaudantium,totamrem
aperiam, edoloreseos rationevoluptatemsequinesciun.
Ttperspiciatisnatusjerror psit voluptatemaccusantiumdoloremquelaudantium, otam
aperiamEeaqu.
Sincerely,
Jane Doe
Director, Claims
Enclosure
Include your name and contact information at left margin or centered
depending on letterhead for specific companies.
Include date with spacing above and below adjusted to center letter.
Include name and contact information of the person receiving letter.
Include greeting with courtesy title (Mr., Ms., Dr.) followed by colon.
Leave four blank lines after the closing for your signature.
Use Enclosure if additional document/s included.
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