chapter 4 copyright ©2014 cengage learning. all rights reserved. may not be scanned, copied or...

CHAPTER 4

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Preparing Written Messages

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

1 Apply techniques for developing effective sentences and unified and coherent paragraphs.

2 Prepare visually appealing documents that grab the receiver’s attention and increase comprehension.

3 Identify factors affecting readability and revise messages to improve readability.

4 Revise and proofread a message for content, organization, style, and tone; mechanics; and format and layout.


Process for Planning and Preparing Process for Planning and Preparing Spoken and Written MessagesSpoken and Written Messages


Step 6: Prepare the First DraftStep 6: Prepare the First Draft

● Craft _________ sentences─ Use correct sentence _________─ Rely on ______ voice─ __________ important ideas

● Develop _________ paragraphs─ Position _____ sentences appropriately─ Link ideas to achieve __________─ Keep paragraphs _______─ Vary sentence and paragraph ______

powerfulstructure

activeEmphasize

coherenttopic

coherence

lengthunified


Visual Enhancements Visual Enhancements Improve ReadabilityImprove Readability


Using Bulky vs. Broken TextUsing Bulky vs. Broken Text


Before and After ExamplesBefore and After Examples

COURTESY OF NATIONAL HIGHWAY TRAFFIC SAFETY ADMINISTRATION.


Factors Affecting ReadabilityFactors Affecting Readability

● “Difficult” words• Three or more syllable words• Does not include compound words,

proper nouns, or words in which a suffix adds a syllable

● Sentence length and structure• Passive voice

Desirable readability index for business writing:

Grade 8–11


Dear Mr. and Mrs. Lee:

1With interest rates at their lowest level in 20 years, you chose a good time to buy your first house.

2Choosing a fixed mortgage rate allowed you to “lock in” your 6 percent interest rate, protecting you from potential increases in interest rates before your closing. 3Had you selected a variable rate mortgage, you could have taken advantage of the recent drop in interest rates. 4However, you would have been subject to later increases in interest rates.

5If interest rates continue to decline, you may want to consider refinancing your fixed-rate mortgage. 6Refinancing is typically cost effective when interest rates are 1 percent below your current mortgage rate.

7Mr. and Mrs. Lee, we are glad to have been of service in your recent home purchase. 8Please call me if you need information about other financing needs.

Calculating ReadabilityCalculating Readability


No. of words: 138No. of sentences: 8Average sentence length: (138 ÷ 8 = 17) = 17

No. of difficult words: 16Percentage of difficult words: (16 ÷ 138 = 11.6) = 11.6

Average sentence length 17.0+ Percentage difficult words 11.6 28.6

x 0.4 (constant)Readability level 11.4

Calculating Readability Calculating Readability (cont.)(cont.)


Step 7: Revise for Style and ToneStep 7: Revise for Style and Tone

• Curb clichés and eliminate profanity• Use simple, informal words• Communicate concisely• Project a positive, tactful tone• Avoid demeaning expressions• Use euphemisms and connotative tone

cautiously• Use specific language appropriately• Use bias-free language


Curbing ClichCurbing Clichééss

Cliché Improved

Right as rain I am feeling good.

Ships that pass in the night

We are working different schedules.

Up the creek without a paddle

He is having trouble with his work.

Salt of the earth This employee can be counted on to do a job right.


Using Simple, Informal WordsUsing Simple, Informal Words

Formal Words Informal Words

terminate end

procure get

remunerate pay

corroborate support


Writing ConciselyWriting Concisely

● Eliminate redundancies

● Use active voice

● Include only relevant details

● Eliminate clichés

● Do not restate ideas

● Use compound adjectives


Using Bias-Free LanguageUsing Bias-Free Language

● Avoid specific gender reference in stereotyped roles

● Use appropriate occupational titles

● Avoid gender-biased expressions

● Avoid racial, ethnic, age, and disability bias in language


Proofreading ProceduresProofreading Procedures

Use spell check to locate simple keying errors and repeated words

Proofread on-screen twice: (1) content, organization, style, and (2) mechanical errors

Proofread in print preview mode for format and layout errors

Print a draft copy and proofread nonroutine and complex documents

1

2

3

4

Print on high-quality paper5

chapter 4 copyright ©2014 cengage learning. all rights reserved. may not be scanned, copied or...

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