An emphasis is placed on business forms of writing such as the report, the business memo, the narrative of a procedure, the summary or abstract, and the resume.

Section 1: Objectives

Students will:

1. Write in various forms with particular emphasis on business forms such as a report, memo, narrative or procedure, summary/abstract, and resume
2. Write in a voice and style appropriate to audience and purpose
3. Organize ideas in writing to ensure coherence, logical progression, and support for ideas
4. Use prewriting strategies to generate ideas, develop voice, and plan
5. Develop drafts both alone and collaboratively by reorganizing content and by refining style to suit occasion, audience, and purpose
6. Proofread writing for appropriateness of organization, content, style, and conventions
7. Refine selected pieces frequently to publish for general and specific audiences
8. Use technology for aspects of creating, revising, editing, and publishing texts
9. Evaluate writing for both mechanics and content
10. Respond productively to peer review of his/her own work

Topic 1 - Writing to Explain a Procedure

Writing to explain a procedure is one type of expository writing. In explaining a procedure, the writer is telling how to do something in a clear concise manner.

Writing is a process. Very few people ever sit down and write an effective paper without planning, writing, and rewriting several times to achieve the effect they are after. To produce an effective paper, a writer must follow the steps that make up the writing process.

Step 1:  Exploring Ideas

If you are not assigned a specific topic, there are several methods you can use to find a suitable topic. Brainstorming is one effective method for finding a topic. To brainstorm, ask yourself “What procedures can I describe?” Then list everything that comes to mind. For example, your list might consist of:

• How to make brownies
• How to make up a bed
• How to build a bird house
• How to wash a car
• How to change a flat tire

The topic you choose should interest you and fit the specifications of your assignment. The topic should also be suitable for your audience. You must consider what the audience already knows about the topic, what they need to know about the topic, and the level of vocabulary they are likely to have.

To build interest in your topic, demonstrate to the audience how the topic will be important to them.

When explaining a procedure, you want the reader to be able to follow each step and understand how to complete the procedure.

Tone is the writer's attitude toward the topic. The tone of your paper should reflect that you have thought seriously about the topic. Your readers should feel that they can count on your knowledge.

If you are familiar with your audience, your tone can be informal and friendly. In informal papers, using the pronoun “you” will help you establish a personal relationship with your audience.

For an audience you are less familiar with, the tone should be formal, serious, and businesslike. In formal writing, use of the pronouns “I” and “you” should be avoided. Third person point of view is best for formal writing.

Activity #1
Getting Started

Select a topic for a paper in which you explain a procedure. Determine who the audience will be and the tone you will use for the paper.

Your topic can be:

• How to make brownies
• How to make up a bed
• How to build a bird house
• How to wash a car
• How to change a flat tire
• How to wire a lamp
• How to develop black and white film
• Any other procedure that you can explain which is appropriate for your audience

Step 2:  Focusing Your Writing

When explaining a procedure, the writer should provide a thorough description of each step involved. To discover the steps in the procedure, begin by:

• brainstorming - list the steps that you know
• research - find books or magazines about your topic

When explaining a step-by-step process, chronological order should be used. The steps should be presented in the order in which they occur in the procedure. Transition words such as before, then, after, eventually, meanwhile, earlier, and first will make the appropriate order of the steps clear for the reader.

Drafting the Paper

The structure of the paper should follow the pattern described below.

The Introduction

Begin by drafting the introduction. The introduction should

• introduce the topic.
• gain the reader's interest.

The thesis statement presents the main idea of the paper and can appear anywhere in the introduction.

Strategies for writing an effective introduction are:

• state the main idea clearly.
• show the audience how the topic affects them.

The Body

Body paragraphs should be drafted next. Each paragraph addresses one step in the process. Each step in the process should be explained briefly, but thoroughly. The reader should be able to picture the process from the information provided in the body paragraphs.

Body paragraphs should be presented in chronological order so that the reader can follow the process easily. Vocabulary used to describe the process should fit the capability of the expected audience. Writing for children would require a much simpler explanation that writing for adults.

The Conclusion

The conclusion should be drafted last. The conclusion should sum up the explanation and bring the paper to a close.

Activity #2
Organizing Ideas and Writing a First Draft

Identify all the steps in the process you will be explaining. Organize your notes in chronological order. Prepare an outline to help you organize the ideas effectively. Write a rough draft that contains an introduction, body paragraphs, and a conclusion.

Step 3:  Revising your Paper

After the first draft is written, the writer should put it aside for a while before revising it. The content should be revised first; then, the style and tone should be revised. Corrections in grammar and mechanics should be made later during proofreading.

Revising the Content

A writer should be sure that:

• All the steps in the process are included.
• The writing is clear and easy to understand.
• Details are added where needed.
• Ideas are presented in the correct order.
• Sentences are developed adequately.
• Transitions are effective.

Revising for Style and Tone

A writer should be sure that:

• Sentences vary in length and structure.
• The words used are clear.
• Tone and word choice are appropriate for the audience.
• Repetitious words are eliminated.

Finally, write an effective title for your paper.

Activity #3
Revising your Paper

Revise the first draft that you wrote in Activity #2. Revise first for content; then, revise for style and tone. Do not worry about grammar and mechanics at this time. Write an effective title for your paper.

Step 4:  Proofreading

Once a writer has revised the paragraph, proofreading is necessary to correct errors in structure, grammar and mechanics.

The following steps are helpful for proofreading:

The writer should:

1. Read each sentence to check for sentence structure, agreement, and usage.
2. Read each sentence to check for errors in capitalization and punctuation.
3. Check each word for spelling.
4. Make sure that the paper reads smoothly and sounds right.
5. Ask someone to proofread the paper and make suggestions for improvement.

Use the following checklist when proofreading:

1. Are conjunctions used correctly?
2. Are the verb tenses consistent?
3. Do subjects and verbs agree?
4. Do pronouns have clear antecedents?
5. Are all word usage errors corrected?
6. Are modifiers placed correctly?
7. Are sentence fragments and run-ons corrected?
8. Are there any errors in capitalization?
9. Are there any errors in punctuation?
10. Are there any errors in spelling?

Click Here for a Proofreading Checklist
which can be printed

Activity #4
Proofreading

Proofread your paper using the checklist and strategies in this lesson. Prepare a clean copy and read the paper again. Have a friend read the clean copy and suggest needed changes. Make any final changes needed and prepare a final copy. The final copy should be typed on the computer using a word processing program and printed out. Save a final copy for your Red Comet folder.

Step 5:  Publishing your Paper

Here are some ways a student writer can publish work:

• Read the paper to a teacher, a parent, or a friend.
• Post a copy of the paper on a school bulletin board such as in the library or in a classroom.
• Submit the paper to the school newspaper or to literary magazines.
• Submit the paper to local newspapers.

A writer should keep a copy in his or her personal portfolio.

Activity #5
Publishing your Paper

Publish your paper using at least one of the methods listed above.

Study Guide for Topic

1. Describe brainstorming.

2. What is a thesis statement?

3. When explaining a process, what order should be used to present the information?

4. What should be included in a concluding paragraph?

5. Identify the areas to be covered when revising for content.

6. Identify the areas to be covered when revising for tone and style.

7. What are the steps in proofreading?

On a sheet of paper, answer each question above. When you have finished, review your work with your Red Comet Contact Person.

Click Here for Sample Study Guide Answers