THE AMA HANDBOOK OF BUSINESS WRITING phần 9 doc

Figure 3.31 (continued) The value of including art and music education is extremely important in helping our children develop their cultural talents. As a community, we would be remiss to disregard this need and allow budget cuts to reduce the quality of the education our children receive. I hope you’ll join me and the rest of the PTA members in making this first step toward a successful 2012 at Hopewell Middle School. Sincerely yours, Carol Masters Carol Masters PTA President G R ANT P RO P OSALS A grant proposal should include the following elements (Figure 3.32): ■ Cover letter ■ An introduction to the organization requesting the grant ■ A summary of the proposal ■ A summary of any previous communications with the funding organization ■ The amount of funding you are requesting ■ The population that will be served by the grant ■ The need the project will help solve ■ Cover page ■ Grant proposal title ■ Submitted to: (funding organization’s name) ■ Date ■ Your contact information including name, title, organization, address, phone, and email ■ Proposal report 488 The AMA Handbook of Business Writing 489Section 3 Sample Business Documents ■ The content and format, varying depending on the requirements of the funding organization A basic grant proposal should include the following sections: ■ Project abstract or summary—a concise summary of the project that is no longer than one page. Write this section of the proposal last. ■ Need for the project ■ Population served ■ Brief description of the project ■ Goals and objectives of the project ■ Applicant’s history ■ How the program will be evaluated ■ Statement of need ■ Description of the problem ■ Description of the population ■ Description of how the project will help solve the problem ■ Goals and objectives ■ Program description ■ Explanation of the program ■ Details on how the program will be implemented ■ Explanation of what will be accomplished ■ Timeline, the schedule for project implementation ■ Evaluation—information on how the success of the project will be measured ■ Organization and staff information ■ Description of the organization’s experience ■ Staff qualifications ■ Budget—a summary of the expenses for the project ■ Appendix ■ Research support ■ Nonprofit tax status letter ■ Annual report (text continues on page 496) 490 The AMA Handbook of Business Writing Figure 3.32 Grant Proposal Date Contact Person Organization Address City, State, Zip Dear ___________, Isha Foundation is a nonprofit 501(c)(3), international service organization that conducts various public welfare programs in parts of the world to advance physical and mental health. Isha Foundation is a volunteer organization funded with public and private assistance. The Foundation’s Action for Rural Rejuvenation (ARR) initiative is a comprehensive rural rehabilitation program that provides initial relief for urgent medical needs and ongoing services to restore inner well-being and rebuild communities in India. This project was launched in August 2003 with a mission to benefit 70 million rural people in 54,000 villages in Tamil Nadu, South India. It will be implemented in two phases over a period of 15 years. Thereafter, it is envisioned that local communities will sustain the project activities independently. Currently, ARR operates nine Mobile Health Clinics (MHC) and provides services to 143,000 patients in 280 villages each year. Of these patients, 67,000 are elderly people, 87,000 are women, and 21,000 are children. Over 50% of the MHC patients suffer from chronic ailments such as ulcers, musculoskeletal disorders, hypertension, depression, and respiratory disorders including asthma. On average, each new MHC that is deployed can provide services for over 17,000 patients each year. Because rural children with conjunctivitis often scratch their eyes resulting in blindness, each MHC can provide timely medical services to over 2600 children each year. In addition to medical services for existing conditions, the staff on the MHCs offers preventive health care services in the form of yoga classes and provides sporting equipment to encourage physical activity. 491Section 3 Sample Business Documents ARR plans to launch 59 MHCs in the next three years, and 150 before the end of 2013. Isha Foundation is seeking funding to help us sustain and expand our ongoing ARR effort. Each MHC costs approximately $29,000 to purchase and equip. The yearly operating expenses for one MHC are approximately $17,000. Isha Foundation is a nonreligious, nonpolitical, nonsectarian organization with over 250,000 active volunteers worldwide. Isha Foundation has over 150 centers in India and other parts of the world including the United States, Canada, Lebanon, Cyprus, France, and Germany. Based in Coimbatore, India, the foundation manages 87 centers in Tamil Nadu alone. Over the past 14 years, Isha Foundation has successfully carried out sev- eral social outreach programs for rural people, as well as disadvantaged and often neglected segments of society, throughout Tamil Nadu, thereby gaining a reputable and trustworthy standing among the people through- out India. Sincerely, Your Name Contact Information (Courtesy of Isha Foundation) ACTION FOR RURAL REJUVENATION Submitted to: XYZ Foundation October 10, 2011 Name Isha Foundation Address Phone Email (continues) 492 The AMA Handbook of Business Writing Figure 3.32 (continued) I. Summary The Isha Foundation’s Action for Rural Rejuvenation (ARR) initiative is a multi-pronged, multi-phased, holistic, outreach program whose primary objective is to improve the overall health and quality of life of the rural poor of India. ARR is a unique, well-defined philanthropic effort, which enhances existing development schemes by supporting indigenous models of health, prevention and community participatory governance, while offering primary health care services and allopathic treatment through its dedicated team of qualified and trained personnel. At present, nearly 750,000 people in rural Tamil Nadu, India are served by Isha’s ARR project. ARR features Mobile Health Clinics (MHC), which are able to traverse hard-to-reach regions and effectively operate in resource-poor environments. In addition to medical services for existing conditions, the staff on the MHCs offers preventive health care services in the form of yoga classes and provides sporting equipment to encourage physical activity. II. Statement of Need Currently, ARR operates nine MHCs and provides services to 143,000 patients in 280 villages each year. Of these patients, 67,000 are elderly people, 87,000 are women, and 21,000 are children. Over 50% of the MHC patients suffer from chronic ailments such as ulcers, musculoskeletal disorders, hypertension, depression, and respiratory disorders including asthma. On average, each new MHC that is deployed can provide services for over 17,000 patients each year. Because rural children with conjunctivitis often scratch their eyes resulting in blindness, each MHC can provide timely medical services to over 2600 children each year. III. Goals and Objectives This project was launched in August 2003, under the aegis of Isha Foundation. The project aims to benefit 70 million rural people in 54,000 villages in Tamil Nadu, South India. It will be implemented in two phases over a period of 15 years. Thereafter, it is envisaged that local communities will sustain the project activities independently. 493Section 3 Sample Business Documents The goals of Phase One include: ■ Ensuring access to essential medical care by running mobile health clinics and distributing medicines free of cost ■ Rejuvenating traditional well-being tools by introducing basic yogic practices ■ Developing a sense of community involvement and joy by conducting games and inter-village tournaments ■ Introducing the use of home remedies and herbs for cost effective and healthy living by providing free training and developing model herbal gardens ■ Bringing awareness on preventive health, sanitation, and environmental conservation by conducting specially designed awareness programs ■ Sustaining further development of the program by creating a local volunteer base The goals of Phase Two of the project include building Rural Development Centers which will include a village library, computer center, yoga center, gymnasium, pharmacy, health clinic, and volleyball court. Phase Two will also include setting up contemporary crafts training and production units for economic development. ARR plans to launch 59 MHCs in the next three years, and 150 before the end of 2013. Since Rural Development Centers (RDC) that are built in the second phase of the project will comprise a health clinic and pharmacy, the MHCs of the areas covered by these centers will be redirected to other regions. In villages where RDCs are not established or are remote, the MHC service will be sustained. IV. Project Design and Implementation Plan Central to the ARR project are the Mobile Health Clinics. These overcome two major barriers to appeasing existing illnesses: cost—by offering free examination and treatment; and access—by bringing the medical team to the rural people. The MHCs are specially designed vehicles built on a conventional truck chassis incorporating all the built-in features of a clinic. They are outfitted with all common diagnostic equipment, a clinical laboratory, pharmacy, and an independent power and water supply. They are equipped so doctors can perform surgical treatments such as abscess draining, suturing, dressing, and childbirths. Immunizations for malaria and other diseases are provided. Whenever more complex care is needed, free medical examination and treatment or discounted fees and payment plans are negotiated at partnering local hospitals. (continues) 494 The AMA Handbook of Business Writing Figure 3.32 (continued) Each MHC includes a qualified allopathic physician, a trained nurse, two trained assistants and a pharmacist. The physicians are additionally trained in indigenous systems of healing. Prior to fieldwork, the MHC staff undergoes an intense training process including an orientation to working in resource-poor environments and guidance on how to effectively reach out and build rapport with the community in which they work. In order to allow for maximal utilization of MHCs, standardized protocols have been implemented, including procedures for setup, data entry, and designations of roles and responsibilities of the staff. Apart from providing medical services, the MHC staff integrates with the local community. They share meals and reside in the homes of local villagers. Through these personal interactions, the MHC staff is better equipped to understand the needs and requirements of the local community. Furthermore, through these intimate interactions, they are able to ensure reciprocal dialogue with the community, mobilize support and by their example, inspire villagers to take responsibility for community health and well-being. V. Timeline Upon the funding of this grant request, a mobile health clinic can be purchased and equipped within three weeks. It can be on the road serving villages within one month. Initially, a maximum of two villages are serviced daily by one MHC in order to assure adequate introductory and screening measures. Subsequently, a routine schedule is adopted during which each MHC typically services 4-5 villages daily, repeating these visits to each village on a fortnightly basis. Typically, one MHC serves 60-75 villages twice a month. Each clinic is in operation 24 days a month. VI. Evaluation The staff on each MHC maintains patient records, so the outcome of the project is easily measured in terms of number of patients served, the types of medical conditions treated, as well as demographic breakdown by age and sex. For each MHC deployed, our target is to service 20,000 patients each year with a service area of approximately 60 rural villages. VII. Organizational Capacity Established in 1992, Isha Foundation is an international public service organization, founded by Jaggi Vasudev, dedicated to the enhancement of physical, mental and inner well-being of all people. Isha seeks to bring peace, inner balance and joy through the science of yoga and to relieve human suffering through a variety of initiatives on the individual, community and international level. Isha Foundation is a non-religious, non-political, non-sectarian organization with over 250,000 active volunteers worldwide. Isha Foundation has over 150 centers in India and other parts of the world including the United States, Canada, Lebanon, Cyprus, France, and Germany. Based in Coimbatore, India, the foundation manages 87 centers in Tamil Nadu alone. Isha is a predominantly volunteer-run organization. People who have been in some way touched and inspired by Isha Foundation comprise the volunteer base. Coming from all walks of life and all parts of the world, their quality of being dedicated, disciplined, and wanting to reach out is what is common across the organization. Over the past 14 years, Isha Foundation has successfully carried out several social outreach programs for rural people, as well as disadvantaged and often neglected segments of society, throughout Tamil Nadu, thereby gaining a reputable and trustworthy standing among the people throughout India. In addition to the selfless dedication of its volunteers, ARR is fueled and supported through its extensive partnerships with renowned national and international organizations, medical centers, and administrative centers, such as the Times Foundation, the Ramakrishna Hospitals, the Masonic Medical Center, the Kovai Medical Center Hospital, the KG Hospitals, the ELGI Group of Companies, and Shambhavi Trust, just to name a few. As part of their commitment to Action for Rural Rejuvenation, these organizations have pledged free and subsidized medical treatment to patients referred by the project, sponsored the design, construction or provision of the mobile health clinics and offered assistance of their own medical teams to go on rotation on the MHCs, among many other pledges. 495Section 3 Sample Business Documents (continues) Figure 3.32 (continued) VIII. Project Budget We are seeking funding for: One Mobile Health Clinic (MHC) Truck Purchasing one additional MHC will allow Action for Rural Rejuvenation to serve up to 60 additional villages and as many 20,000 new patients the first year. The cost for purchasing a MHC is $29,070. While we can seek funding from other sources for the operating costs, the budget to operate the MCH for one year is an additional $17,442. IX. Appendix Attached are letters of support from our support organizations, such as the Times Foundation and the Kovia Medical Center Hospital, as well as our tax exempt status letter from the Internal Revenue Service. INSTRUCTIONS Instructions are step-by-step explanations of how to perform a particular procedure. Instructions are often written for product manuals, user guides, repair guides, and training manuals. When writing instructions, consider the following guidelines (Figure 3.33): ■ Instructions should be clear and written simply. ■ The audience for the instructions should be clearly identified, and the instructions should be written to this audience’s level of understanding. ■ The instructions should have an introduction, listing: ■ Who should perform the procedure. ■ Any equipment, supplies, or documentation needed. ■ Special conditions or safety concerns, if any. ■ Warnings, cautions, and danger notices should alert readers of any possibility of hurting themselves or damaging equipment. 496 The AMA Handbook of Business Writing 497Section 3 Sample Business Documents ■ Tasks involved in the procedure should be broken down into individual steps. ■ Instruction steps should be numbered. ■ Substeps can be indented and alphabetized if they have to be performed in order. ■ If substeps can be performed in any order, bullets can be used. ■ Supplementary information can provide commentary on what the process should look like at specific points in the instructions. ■ Use the active voice for instructions. Incorrect: The ENTER key should be pressed. Correct: Press the ENTER key. ■ Drawings, photographs, or screen captures are useful as roadmap illustrations. ■ Major divisions of tasks can be grouped together under a heading. Figure 3.33. Instructions HOW TO ACCESS THE PRECLASS WEBINAR Getting Started Before attending the Technical Analysis class, you will need to sign in to the learning management system (LMS) and view a preclass webinar. To access the LMS and view the webinar, you will need: ■ The course password (tech123) ■ Your employee identification number ■ The Web address for the LMS: http://www.lms.com You will need approximately one hour to view the webinar. (continues) [...]... 3. 39) : ■ The name of organization ■ The name of body conducting the meeting ■ The date, hour, and location of the meeting ■ The list of those present and those absent ■ A reading of previous minutes and their approval or amendment ■ Unfinished business ■ New business ■ The date of the next meeting ■ The time of adjournment ■ The signature of the recorder Corporate Minutes All corporations must document... but is followed by a comma and a capital letter 510 The AMA Handbook of Business Writing Figure 3. 39 Meeting Minutes Minutes of Meeting of the Historical Society of the University of Texas Hotel Driscoll, Austin, Texas May 1, 2012 At the meeting of the Historical Society of the University of Texas at Austin, some 100 charter members being present, the Society was called to order at 1:05 p.m by Mr John... corporations require the board of directors to have annual meetings Section 3 Sample Business Documents 5 09 At corporate meetings the following actions will normally be approved by the board of directors: ■ Election of officers of the corporation ■ New business policies and plans ■ Creation of committees and assignments ■ Issuing and selling stock ■ Approval of the sale, transfer, lease, or exchange of any corporate... missing from the 11th floor? Like 91 pounds? That’s how much the participants of the “What Do You Have to Lose” challenge lost all together We had three teams of five people, and the team that had the highest percentage of weight loss at the end of the challenge won The challenge kicked off on July 10 and wrapped up on September 7 In addition to losing 91 pounds, some participants brought their blood... others started an exercise program, and some replaced their daily cokes and coffees with 64 ounces of water Congratulations to the winners, The Fabulous Five (Donna Gilbert, Ken Willingham, Sterling Mabry, Cathy Price, and Darlene Warren) Together they had a 21% weight loss The winners each received a $110 Visa Gift Card 516 The AMA Handbook of Business Writing Figure 3.42 Newsletter (Courtesy of the. .. throughout the State of Texas Several members, after the reading, expressed disagreement with the views given by Miss Allen There was no unfinished business New business was the election of officers for the remaining current year The following nominations were announced by Mr Warren T Scaggs, chairperson of the Nominating Committee: President Mrs Rutherford Tinsdale Secretary Mr Joseph Mapes Treasurer Mrs Theodore... positions, focus on the future needs and objectives of the business rather than on the current responsibilities of the position Be specific when describing tasks and responsibilities Any references to race, color, religion, age, sex, national origin, nationality, or physical or mental disability are illegal 504 The AMA Handbook of Business Writing Figure 3.36 Job Description Title of the position Training... 3.34) Section 3 Sample Business Documents 499 Most introductions do the following: ■ Introduce the topic of the report ■ Explain the purpose of the report ■ Identify the target audience for the report ■ Provide an overview of the content covered in the report ■ Provide any history that may motivate readers to be interested Sections within the report may have their own introductions A section introduction... changes to the system at this time This is a multimedia course It could be affected by any changes you make 520 The AMA Handbook of Business Writing Danger notices should be formatted with the word DANGER in all caps, bold, and followed by a colon ■ Align the word DANGER with the normal text in the document ■ The rest of the text should be indented and aligned approximately 10 spaces from the left margin... offer letters should include facts about the following (Figure 3.37): ■ Starting salary ■ Job location ■ Working hours ■ Benefits ■ Start date ■ Job title ■ Job responsibilities The tone of the letter should be direct and encouraging The offer may be contingent on providing proof of employment eligibility 506 The AMA Handbook of Business Writing Figure 3.37 Job Offer Letter January 20, 2012 Communication . readers of any possibility of hurting themselves or damaging equipment. 496 The AMA Handbook of Business Writing 497 Section 3 Sample Business Documents ■ Tasks involved in the procedure should be. responsibilities The tone of the letter should be direct and encouraging. The offer may be contingent on providing proof of employment eligibility. 506 The AMA Handbook of Business Writing Figure 3.37 Job Offer. 3.34). 499 Section 3 Sample Business Documents Most introductions do the following: ■ Introduce the topic of the report. ■ Explain the purpose of the report. ■ Identify the target audience for the