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Essentials of Business Communication, Asian Edition Ch. 3–1
Chapter 3Chapter 3
Improving Writing techniques
Essentials of Business Communication, Asian Edition Ch. 3–2
Formal Research Methods for Gathering Information
• Search manually (books, magazines, journals).
• Access electronically (Internet, databases, compact discs).
• Go to the source (interviews, surveys, questionnaires, focus groups).
• Conduct scientific experiments (measure variables using control groups).
Essentials of Business Communication, Asian Edition Ch. 3–3
Informal Research Methods for Gathering Information
• Look in organization files.
• Talk with your boss.
• Interview the target audience.
• Conduct an informal survey.
• Brainstorm for ideas.
Essentials of Business Communication, Asian Edition Ch. 3–4
Organize Information With an Outline
Title
I. First major componentA. First subpoint
1. Detail, illustration, evidence
2. Detail, illustration, evidence
B. Second subpoint1. Detail, illustration, evidence
2. Detail, illustration, evidence
Essentials of Business Communication, Asian Edition Ch. 3–5
II. Second major componentA. First subpoint
1. Detail, illustration, evidence
2. Detail, illustration, evidence
Organize Information With an Outline
Essentials of Business Communication, Asian Edition Ch. 3–6
Tips:• Define main topic in title.• Divide the topic into three to five main points.• Break the components into subpoints.• Strive to make each component exclusive (no
overlapping).• Don’t put a single item under a major component.• Use details, illustrations, and evidence to support
subpoints.
Organize Information With an Outline
Essentials of Business Communication, Asian Edition Ch. 3–7
Direct StrategyMain idea comes first followed by details and explanations
Indirect StrategyExplanation precedes main idea
Organizing Business Messages
Essentials of Business Communication, Asian Edition Ch. 3–8
Direct StrategyAdvantages:
• Saves reader’s time
• Sets a proper frame of mind
• Prevents frustration
• Appears businesslike
Indirect StrategyAdvantages:
• Respects feelings of audience
• Encourages a fair hearing
• Minimizes a negative reaction
Organizing Business Messages
Essentials of Business Communication, Asian Edition Ch. 3–9
Organizing Business Messages
Direct StrategyUseful when:
• Receiver is receptive
• Receiver requires no education about topic
• Message is routine
Indirect StrategyUseful when:
• Receiver may be upset
• Receiver may be hostile
• Receiver must be persuaded or educated
• Message is sensitive
Essentials of Business Communication, Asian Edition Ch. 3–10
Complete sentences have subjects and verbs and make sense (are capable of standing alone).
Example:
Subject Verb
Employees send many e-mail messages.
Effective Sentences
Essentials of Business Communication, Asian Edition Ch. 3–11
Clauses also have subjects and verbs. Independent clauses can stand alone; dependent clauses rely on independent clauses for their meaning.
Example: Dependent Clause Independent Clause
When you speak, you reveal yourself.
Effective Sentences
Essentials of Business Communication, Asian Edition Ch. 3–12
Phrases are groups of related words without subjects and verbs.
Example: Phrase Phrase
In the afternoon, I work at the mall.
Effective Sentences
Essentials of Business Communication, Asian Edition Ch. 3–13
Avoid sentence fragments. Fragment
Even though the pay was low. Many candidates
applied.
Revision:Even though the pay was low, many candidates
applied.
Effective Sentences
Essentials of Business Communication, Asian Edition Ch. 3–14
Avoid run-on (fused) sentences. Fused Sentences
Two candidates applied only one was hired.
Revisions:Two candidates applied. Only one was hired.
Two candidates applied; only one was hired.
Two candidates applied, but only one was hired.
Effective Sentences
Essentials of Business Communication, Asian Edition Ch. 3–15
Effective Sentences
Avoid comma-splice sentences. Comma Splice
Many were qualified, Jeff was hired.
Revisions:Many were qualified. Jeff was hired.Many were qualified; Jeff was hired.Many were qualified; however, Jeff was hired.Many were qualified, but Jeff was hired.
Essentials of Business Communication, Asian Edition Ch. 3–16
Try Your Skill
Revise the following to avoid fragments, run-on sentences, and comma-splices.• You can create a Web-based job portfolio it
will impress potential employers.
You can create a Web-based job portfolio; it will impress potential employers.
Essentials of Business Communication, Asian Edition Ch. 3–17
Revise the following to avoid fragments, run-on sentences, and comma-splices.• Send a scannable résumé. When you apply
for a job.
Send a scannable résumé when you apply for a job.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–18
Revise the following to avoid fragments, run-on sentences, and comma-splices.• Although technical skills are important.
Communication skills are also in great demand.
Although technical skills are important, communication skills are also in great demand.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–19
Revise the following to avoid fragments, run-on sentences, and comma-splices.• College used to be for young people,
however many older students now seek degrees.
College used to be for young people; however, many older students now seek degrees.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–20
Underlining:
Which of these methods do you prefer?
Emphasis Through Mechanics
Essentials of Business Communication, Asian Edition Ch. 3–21
Italics and Boldface:
The use of boldface and italics captures the reader’s attention.
Emphasis Through Mechanics
Essentials of Business Communication, Asian Edition Ch. 3–22
All Caps:
Notice how EXPENSE-FREE stands out.
Emphasis Through Mechanics
Essentials of Business Communication, Asian Edition Ch. 3–23
Dashes:
Other methods–including dashes–may be used.
Emphasis Through Mechanics
Essentials of Business Communication, Asian Edition Ch. 3–24
Tabulation:
Listing items vertically emphasizes them:
1. First item
2. Second item
3. Third item
Emphasis Through Mechanics
Essentials of Business Communication, Asian Edition Ch. 3–25
Emphasis Through Mechanics
• Other means of achieving mechanical emphasis include the following: use of white space, color, lines, boxes, columns, titles, headings, and subheadings.
• Which of the above techniques are appropriate in business letters? Memos? E-mail messages? Reports?
Essentials of Business Communication, Asian Edition Ch. 3–26
• To emphasize an idea:• Use a vivid expression, such as in “bug-free
software” rather than “dependable software.”• Label the idea with expressions such as more
importantly, the principal reason, or the best alternative.
• Put the important idea first or last in the sentence.• Put the important idea in a simple sentence or in an
independent clause.
Emphasis and Deemphasis Through Style
Essentials of Business Communication, Asian Edition Ch. 3–27
Emphasis and Deemphasis Through Style
• To deemphasize an idea:• Use general, rather than specific, words (some
customers complained, rather than 125 customers complained).
• Place the idea in a dependent clause connected to an independent clause containing a positive idea.
Example:
Although items cannot be returned for cash, you will receive
store credit for any returned purchases.
Essentials of Business Communication, Asian Edition Ch. 3–28
Active-voice verbs show the subject performing the action.
Examples:
Most major employers require drug testing. (Active voice; the subject is acting)
Dr. Smith recommended Tina for the job. (Active voice; the subject is acting)
Active- and Passive-Voice Verbs
Essentials of Business Communication, Asian Edition Ch. 3–29
In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs.
Examples:Drug testing is required by most major employers.
(Passive voice; the subject is being acted upon)
Tina was recommended for the job by Dr. Smith. (Passive voice; the subject is being acted upon)
Active- and Passive-Voice Verbs
Essentials of Business Communication, Asian Edition Ch. 3–30
Active- and Passive-Voice Verbs
• Use the active voice for most business writing.• Use the passive voice to emphasize an action
or the recipient of the action–rather than the actor (Specialists were hired; Laura was honored).
• Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer . . . ).
Essentials of Business Communication, Asian Edition Ch. 3–31
Convert the following sentence to active voice. You may have to add a subject.• Our membership meeting was postponed by
the president.
The president postponed our membership meeting.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–32
Convert the following sentence to active voice. You may have to add a subject.• The résumés of job candidates are sorted
quickly by the software program Resumix.
The software program Resumix sorts résumés of job candidates quickly.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–33
Convert the following sentence to active voice. You may have to add a subject.• Computer paper was ordered yesterday.
Rachel ordered computer paper yesterday.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–34
Convert the following sentence to passive voice.• We must delay shipment of your
merchandise because of heavy demand.
Your merchandise shipment must be delayed because of heavy demand.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–35
Try Your Skill
Convert the following sentence to passive voice.• The technician could not install the computer
program.
The computer program could not be installed.
Essentials of Business Communication, Asian Edition Ch. 3–36
Parallel expression results from balanced construction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.
Developing Parallelism
Essentials of Business Communication, Asian Edition Ch. 3–37
Poor: The process of writing involves organizing, composing, and
revision.
Parallel: The process of writing involves organizing, composing, and revising. (Matching endings
of verbals)
Developing Parallelism
Essentials of Business Communication, Asian Edition Ch. 3–38
Poor: We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.
Parallel: We are very concerned with the quality, location, and transpor-tation costs of raw materials. (Matching nouns)
Developing Parallelism
Essentials of Business Communication, Asian Edition Ch. 3–39
Developing Parallelism
Poor: Serena takes the telephone orders, Matt locates the items in
the warehouse, and the items are sent by Yolanda.
Parallel: Serena takes the telephone orders, Matt locates the
items in the warehouse, and Yolanda sends the items. (Matching voices of verbs)
Essentials of Business Communication, Asian Edition Ch. 3–40
Try Your Skill
How could parallelism be improved in the following sentence?• Our knowledge management system focuses
on the collecting, storage, and sharing of best practices.
Our knowledge management system focuses on the collecting, storing, and sharing of best practices.
Essentials of Business Communication, Asian Edition Ch. 3–41
How could parallelism be improved in the following sentence?• We are pleased to recommend Elizabeth
because she has sincerity, she is reliable, and she works with diligence.
We are pleased to recommend Elizabeth because she is sincere, reliable, and diligent.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–42
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.
Dangling and Misplaced Modifiers
Essentials of Business Communication, Asian Edition Ch. 3–43
Poor: After considering the problem carefully, new procedures were
suggested by management.
Revised: After considering the problem carefully, management
suggested new procedures.
Dangling and Misplaced Modifiers
Essentials of Business Communication, Asian Edition Ch. 3–44
Poor: Any student has full online privileges who is enrolled in the
college.
Revised: Any student who is enrolled in the college has full online privileges.
Dangling and Misplaced Modifiers
Essentials of Business Communication, Asian Edition Ch. 3–45
Poor: It’s hard to understand why employees would not go to our
technical support staff with software problems.
Revised: It’s hard to understand why employees with software
problems would not go to our technical support staff.
Dangling and Misplaced Modifiers
Essentials of Business Communication, Asian Edition Ch. 3–46
Dangling and Misplaced Modifiers
Poor: Using a search engine, the Web site was finally located.
Revised: Using a search engine, we finally located the Web site.
Essentials of Business Communication, Asian Edition Ch. 3–47
Try Your Skill
Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase.• To be hired, two years of experience is
required.
To be hired, one must have two years of experience.
Essentials of Business Communication, Asian Edition Ch. 3–48
Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase.• Dipped in butter, you can really enjoy a fine
lobster.
Dipped in butter, a fine lobster can truly be enjoyed.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–49
Revise the following sentence to correct any misplaced modifiers.• She died in the house in which she was born
at the age of 88.
At the age of 88, she died in the house in which she was born.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–50
Revise the following sentence to correct any misplaced modifiers.• To receive an employment form, fill out this
application. (Tricky!)The sentence is correct as it stands. “You” is the understood subject of a command.
Try Your Skill
Essentials of Business Communication, Asian Edition Ch. 3–51
To help guide your reader or listener from one thought to another, develop coherence by using one of these devices:
1. Repeat a key idea or key word(s).
Next month we plan to launch a promotion for our new Web site. The
promotion will involve newspaper and TV campaigns.
Three Ways to Achieve Paragraph Coherence
Essentials of Business Communication, Asian Edition Ch. 3–52
2. 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.
Three Ways to Achieve Paragraph Coherence
Essentials of Business Communication, Asian Edition Ch. 3–53
3. Use an appropriate transitional expression.
Time Associationbefore, after
first, second
meanwhile
next
until
when, whenever
Contrastalthough
but
however
instead
nevertheless
on the other hand
Three Ways to Achieve Paragraph Coherence
Essentials of Business Communication, Asian Edition Ch. 3–54
3. Use an appropriate transitional expression.
Cause–Effectconsequently
for this reason
hence
therefore
Additional Ideafurthermore
in addition
likewise
moreover
similarly
Three Ways to Achieve Paragraph Coherence
Essentials of Business Communication, Asian Edition Ch. 3–55
Three Ways to Achieve Paragraph Coherence
3. Use an appropriate transitional expression.
Illustrationin this way
for example
Essentials of Business Communication, Asian Edition Ch. 3–56
Paragraph Length
Paragraphs with eight or fewer printed lines look inviting and readable.
Essentials of Business Communication, Asian Edition Ch. 3–57
Composing the First Draft
• Complete all necessary research.• Find a quiet place to concentrate and work.• Prohibit calls, visitors, and interruptions.• Organize information using an outline.• Decide whether to sprint write (get your thoughts
down quickly and revise later) or revise as you go.
• Imagine you are talking to a reader or listener.