IFSTA Fire and Emergency Services Company Officer 4th Edition – Chapter 8 Written Communications

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May be an individual (such as a supervisor or subordinate), internal group (such as staff members or labor representatives), or external audience (such as the municipal governing body or the readership of a national trade journal).
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Audience
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The subject or topic of a document and how broad or narrow the coverage of it is. The _____ is stated in the thesis statement of the document.
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Scope
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1. Introduction - Tells the reader what the topic of the document is through the thesis statement. 2. Body - Includes the information, data, and supporting material for the topic. 3. Conclusion - summarizes the main point.
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Outline (parts of)
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Tailor the words to the audience, which is expecially important when writing to an audience that is unfamiliar with departmental or organizational terminology.
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Avoid Jargon
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Make the document come alive. ( I will, rather than it has been decided).
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Active Voice
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Use the same pattern of words to show that two or more ideas have the same level of importance, which can occur at the word, phrase, or clause level.
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Parallel structure
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Open meeting laws and public records laws make all documents available to the media, government agencies, and the public.
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Never put into writing anything that cannot be made public
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Focuses on why a certain course of action was taken or should be taken. The report begins with the situation or problem and then provides the solution to the problem and steps taken (or that should be taken).
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Justification (report)
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States the problem, provides a variety of solutions, and then recommends the best solution based on the available criteria.
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Recommendation (report)
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Provides an overview of the current status of a project. It is chronological in nature, beginning with a description of the project and proceeding through the individual steps to the current point or actual completeion.
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Progress (report)
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Combines the two forms into one by providing justification for the project, describing the steps to complete the project, and including justification for any changes in the project development.
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Progress and justification (report)
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Describes a process, project, or item that gives the audience a detailed image of the subject.
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Description (report)
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A brief review of the key points in a report, a technical paper, bid specifications, or an analysis that provides an audience such as senior managers an opportunity to understand the main points of the doccument without having to read the entire document.
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Executive summary
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Outlines activities proposed for a meeting or event. ______ should be specific, be sequential, and include the pain points that are to be addressed during the meeting.
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Agenda
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The accurate records of the topics covered, dectsions made, and assignments given during meetings. They provide paper trails in the event of legal actions and form the basis for the program development process.
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Minutes
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Defines the needs of the department or organization and allows manufacturere or their authorized distributors to decide if they can meet bid specifications.
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Request for proposals
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Include the specific equipment requirements of the department or organization plus the legal requirements of the finance or purchasing officer of the jurisdiction.
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Bid specifications
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