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Revising Revising Sentences Sentences and and Paragraph Paragraph s s Module Module Sixteen Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved McGraw-Hill/Irwin

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Page 1: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Revising Revising SentencesSentences

and and ParagraphsParagraphs

Module SixteenModule Sixteen

Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.McGraw-Hill/Irwin

Page 2: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Learning Objectives

LO 16-1 Define good style in business messages.

LO 16-2 Demonstrate appropriate tone inbusiness messages.

LO 16-3 Differentiate rules from writinghabits and conventions.

16-2

Page 3: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Learning Objectives

LO 16-4 Apply strategies for sentence revision.LO 16-5 Apply strategies for paragraph

revision.LO 16-6 Synthesize style with organizational

culture.

16-3

Page 4: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

What is “good” style?

Use friendly, conversational words. Avoid contractions, slang, and even minor

grammatical lapses. Edit your writing to sound confident, even in

uncomfortable situations. Allow for some individual variation

16-4

Page 5: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Different Levels of Style

16-5

Page 6: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Using the Right Tone

Business writing should be businesslike and friendly. In the past 50 years, social distance in the

United States has decreased. Tone is the implied attitude of the speaker or

writer toward what the words say.

16-6

Page 7: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Are there rules I should follow?

None of the following is necessarily true—decide what is appropriate based on audience and discourse community: “Write what “sounds” good.” “Never use I.” “Use big words.”

16-7

Page 8: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Are there rules I should follow?

16-8

Page 9: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

What should I look for when I revise sentences?

Use active verbs most of the time. Use verbs to carry the weight of your

sentence Tighten your writing

16-9

Page 10: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

What should I look for when I revise sentences?

Vary sentence length and sentence structure

Use parallel structure Put your readers in your sentences

16-10

Page 11: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

What should I look for when I revise sentences?

Use verbs to present the information more forcefully.Weak: We will perform an investigation of the problem.Better: We will investigate the problem.Weak: Selection of a program should be based on the client’s needs.Better: Select the program that best fits the client’s needs.

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Page 12: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Tighten Your Writing

Eliminate words that say nothing Use gerunds and infinitives to make sentences

shorter and smoother Combine sentences to eliminate unnecessary

words Put the meaning of your sentence into the

subject and verb

16-12

Page 13: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Vary Sentence Length and Sentence Structure

Simple sentences have one main clause Compound sentences have two main

clauses joined with and, but, or, or another conjunction.

Complex sentences have one main and one subordinate clause

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Page 14: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Eliminate Repeated Words in Parallel Lists

16-14

Page 15: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Use Parallelismto Tighten Your Writing

16-15

Page 16: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

What should I look for when I revise paragraphs?

Begin most paragraphs with topic sentences

Use transitions to link ideas

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Page 17: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

Transition Words and Phrases

16-17

Page 18: Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

How does organizational cultureaffect style?

Use the techniques in this module Help your boss (or co-worker) learn about

writing Recognize that style may serve purposes

other than communication Ask

16-18