Improving Writing
Techniques
Look in
organization files.
Talk with your boss.
Interview the
target audience.
Conduct an
informal survey.
Brainstorm for
ideas.
Format
for an
Outline
Organizing
Business
Messages
DIRECT STRATEGY
Main idea comes
first followed by
details and explanations
Organizing
Business
Messages
Explanation precedes
main idea
INDIRECT STRATEGY
DIRECT
STRATEGY
Advantages
INDIRECT
STRATEGY
Respects feelings of
audience
Encourages a fair
hearing
Minimizes a negative
reaction
Receiver is receptive
Receiver requires no
education about topic
Message is routine
DIRECT
STRATEGY
Useful When
INDIRECT
STRATEGY
Effective Sentences
verb
Complete
Sentences
Clauses
Phrases
phrase
Avoid
sentence
fragments.
Fragment
Revision:
Fused Sentences
Revisions:
Two candidates applied. Only one was
hired.
Two candidates applied: only one was
hired.
Comma Splice
Revisions:
Many were qualified. Jeff was hired.
Many were qualified; however Jeff was
hired.
Emphasis Through
Mechanics
Underlining:
Which of these methods do you prefer.
Italics and Boldface:
The use of boldface and italics captures
the readers attention.
All Caps:
Get your attention
Dashes:
Other methodsincluding dashesmay be
used.
Tabulation: listing items vertically
emphasizes them:
1) First item
2) Second item
3) Third item
Which of
these other
means of
achieving
mechanical
emphasis
is/are
appropriate in
business
letters?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
Which of
these other
means of
achieving
mechanical
emphasis
is/are
appropriate
in memos?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
Which of
these other
means of
achieving
mechanical
emphasis
is/are
appropriate
in e-mail
messages?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
Which of
these other
means of
achieving
mechanical
emphasis
is/are
appropriate
in reports?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
To deemphasize an idea
Active- and
Passive-Voice Verbs
Active-voice verbs show the
subject performing the action.
Most major employers require blood
testing
(Active voice; the subject is acting)
Our membership
The president postponed
meeting was postponed our membership meeting
by the president.
Rachel ordered
computer paper
yesterday.
Developing Parallelism
Parallel expression results from balanced
con-struction. Match nouns with nouns,
verbs with verbs, phrases with phrases,
and clauses with clauses.
Poor
Training sessions
have been
stimulating and a
challenge.
Parallel
Training sessions
have been
stimulating and
challenging
(match ending of
verbs)
Our knowledge
management system
focuses on the
collecting, storing,
and sharing of best
practices.
We are pleased to
recommend Elizabeth
because she is
sincere, reliable, and
diligent.
Dangling and
Misplaced Modifiers
For clarity, modifiers must
be close to the words
they describe or limit. Be
particularly careful to
place a logical subject
immediately after an
introductory verbal
phrase.
Poor
By advertising
extensively, all
open jobs were
filled quickly.
Revised
By advertising
extensively, we
filled all open
jobs quickly.
By advertising
extensively, we filled
open jobs quickly.
To receive an
The sentence is
employment form, fill correct as it stands.
out this application. you is the
understood subject of
(Tricky!)
the sentence.
Use a pronoun.
Considerable interest is now being
shown in our extended certificates of
deposit. They are more profitable when
left on deposit for long periods of time.
Use an appropriate
transitional expression.
Time Association
Before, after, first,
second,
meanwhile, next,
until, when,
whenever
Contrast
CauseEffect
Although
consequently
But
for this reason
However
hence
Instead
therefore
Nevertheless
On the other hand
Additional Idea
furthermore
In addition
Likewise
Moreover
Similarly
Illustration
in this way
for example
TIP: Paragraphs
with eight or fewer
printed lines look
inviting and readable.