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1.4 Vertical Lists Read the following memo. How could it be rewritten in a way that captures the reader’s attention more effectively? Dear all, I had a good meeting with the new Regional Director this morning. It was the first, so its purpose was for him to get to know us and to see where he could help. I think Mr. Chan can help us by using his strong network of contacts in commerce, finance and government to help us set up meetings and events, and advise us about new industry initiatives. He can also help us to exploit the China market and develop the market for our services. We plan to meet again to talk about specifics, but this was a promising start. Yours Alison Hui 16 © CPBE 2019
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Now compare your version with the version below: Dear all, I had a good meeting with the new Regional Director this morning. It was the first, so its purpose was for him to get to know us and to see where he could help. Mr. Chan has a strong network of contacts in commerce, finance and government. I think he can use these to help us to: - set up meetings and events - advise us about new industry initiatives - exploit the China market - develop the market for our services. We plan to meet again to talk about specifics, but this was a promising start. Yours Alison Hui Although the second version takes up more space, it is easier to understand because the reader can simply scan the text. scan (v) – nn - to look through a text quickly in order to find a piece of information that you want. -© Cambridge Advanced Learner's Dictionary CUP UK You can use vertical lists to do the following: Highlight major areas in your writing. Break complex information into smaller, more manageable parts. Overview key information quickly. Review key information quickly. Look again at the two vertical lists on this page and identify any rules for creating vertical lists. 17 © CPBE 2019
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Reorganise the procedure described in the second paragraph so that it is written as a vertical list. Dear All Effective today, all advertisements for departmental job openings should be routed through the Human Resources Department. A major problem resulted from the change in hiring procedures implemented last month. Each department is placing advertisements for new-hires individually, when all requests should be centralized through this office. To process applications more efficiently, please follow this procedure. Firstly, write an advertisement for a position in your department. Then send it to the HR department, and let HR place the ad with an appropriate newspaper or website. You can then pick up the applicants’ CVs from HR the day following the closing date provided in the ad.
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