This document provides tips for effective writing. It discusses why we write, how to help others understand through proper grammar and organization. Specific tips include using an introduction, making your point clearly, providing supporting information, and restating your intention in a conclusion. Other tips include avoiding clutter and passive voice, reading what you write aloud, and utilizing grammar resources to improve writing skills.

1. WRITE
Like You Mean It
Danielle Poupore
Communications & Marketing Specialist for Student Affairs
John Jay College of Criminal Justice
@SoMeDanielleP

2. What Do
We Write?

3. WHY Do
We Write?
• To provide & exchange information
• To instruct
• To establish relationships
• To request assistance
• To share ideas
• To be understood

4. How can we
help others
understand us?

5. Grammar

7. Tom writes an e-mail
to his coworker, Alice.
What Tom wrote:
I’m going to eat my work study student’s back in five minutes.
What Tom meant:
I’m going to eat. My work study student’s back in five minutes.
What Alice understood…

9. Its = possessive
(The zombie ate its student’s back.)
It’s = it is
(It’s not professional to digest students.)
They’re = they are
(They’re going to turn into zombies.)
There = refers to a location
(You should go over there to hide from zombie colleagues.)
Their = possessive
(The zombie ate their brains.)

10. Can you spot the mistakes?
Is graduation on a tuesday this year? I just talked
to a couple students. There very excited!
We would like to extend an invitation to all
facuty and staff. This event will recognize their
significant affect on student development.
I asked her how much catering will cost, she said it
would be less than $300.

11. Organization

12. Tom is advertising an event.
He writes the following for a flier:
It’s going to be a ton of fun! Refreshments will be served,
starting at 6:30. Panelists include Hillary Clinton, J.Lo
& Stephen Hawking. Join the discussion about child
pageantry’s impact on American economic growth
on November 8, 2014. 5pm in the L.63.
Brought to you by
the Department of Awesome Services & Whimsy
What time will students show up?

13. Intro
Make your
point and/or
provide
information
Wrap-Up
Start broad with a brief introduction.
Then, express the point of your
message clearly and quickly.
Say what you need to say.
Provide the necessary information
to back up any claims you’re making.
Support your message.
Restate the intention of your
message. Relate your point to the
broader picture again, if necessary.

14. Hi, Tom –
As you know, the Economics of Child Pageantry event is next week.
We’re hoping for record-breaking attendance! Could you put
together a flier to help us advertise to students?
The event will be held on November 8 at 5pm in L.63. The
discussion should last about an hour and a half, with pizza served
afterward. We have some great panelists coming! Make sure you
include their names: Hillary Clinton, J.Lo, and Stephen Hawking.
Let’s make sure to use bright colors on the flier, too. We’re going to
post it in the Atrium and in front of the escalators in Haaren Hall.
Thanks for all your help! It will really help increase visibility
for the event.
Best,
Alice

15. Hi, Tom –
As you know, the Economics of Child Pageantry event is next week.
We’re hoping for record-breaking attendance! Could you put
together a flier to help us advertise to students?
The event will be held on November 8 at 5pm in L.63. The
discussion should last about an hour and a half, with pizza served
afterward. We have some great panelists coming! Make sure you
include their names: Hillary Clinton, J.Lo, and Stephen Hawking.
Let’s make sure to use bright colors on the flier, too. We’re going to
post it in the Atrium and in front of the escalators in Haaren Hall.
Thanks for all your help! It will really help increase visibility
for the event.
Best,
Alice

16. Time for a rewrite!
How can Tom make his message more effective?
It’s going to be a ton of fun! Refreshments will be served,
starting at 6:30. Panelists include Hillary Clinton, J.Lo
& Stephen Hawking. Join the discussion about child
pageantry’s impact on American economic growth
on November 8, 2014. 5pm in the L.63.
Brought to you by
the Department of Awesome Services & Whimsy

17. Encourage
the result
you want.

18. Tone
• Expresses your brand
• Establishes the nature
of a conversation

19. Tom Gϋfzup @OhThatTom
Who went to Econ of Child Pageantry? How was
it?!?!?!?!?!
Alice Gottet @YesThatAlice
Had a blast at Econ of Child Pageantry! Who was
your fav speaker? #MyJohnJay

20. From: Tom Gϋfzup
To: Alice Gottet
Where are the photos from Econ of Child Pageantry? Thanks.
From: Alice Gottet
To: Tom Gϋfzup
Hi, Tom. The photos are all in the shared drive, in a folder
labeled “Horrible Mistakes – 11.08.14.” Let me know if you
have trouble finding them, but they should all be there.
Thanks for all your help with the event! I thought it went great!
- Alice

21. Keep it concise.

22. Take out the clutter
(and the passive voice)
1. He dropped out of school on account of the fact that it was
necessary for him to help support his family.
2. The subjects that are considered most important by
students are those that have been shown to be useful to
them after graduation.
3. In the not too distant future, college freshmen must all
become aware of the fact that there is a need for them to
make contact with an academic adviser concerning the
matter of a major.
Exercises from Purdue OWL: https://owl.english.purdue.edu/exercises/6/9/24

23. Read what you write.
Try…
• Reading it aloud
• Putting it to the side & re-reading it later
• Change the font & THEN read it
• Write. Wait 15 seconds. Hit send/post.

25. Resources
• TheOatmeal.com’s Grammar Comics
Because cartoons make the best teachers.
http://theoatmeal.com/tag/grammar
• Grammar Girl: Quick & Dirty Tips
She knows all.
http://www.quickanddirtytips.com/grammar-girl
• Purdue University Online Writing Lab
A wealth of information on grammar, style, citations, formatting, etc.
https://owl.english.purdue.edu/owl/
• The Elements of Style, by William Strunk, Jr. & E.B. White
Yes, an actual book. Trust me on this one.
http://www.amazon.com/The-Elements-Style-Fourth-Edition/dp/020530902X

26. Questions?