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
Revising Sentences and Paragraphs Module Sixteen Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin.
Dec 14, 2015
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Revising Revising SentencesSentences
and and ParagraphsParagraphs
Module SixteenModule 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
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
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
Different Levels of Style
16-5
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
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
Are there rules I should follow?
16-8
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
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
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.
16-11
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
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
16-13
Eliminate Repeated Words in Parallel Lists
16-14
Use Parallelismto Tighten Your Writing
16-15
What should I look for when I revise paragraphs?
Begin most paragraphs with topic sentences
Use transitions to link ideas
16-16
Transition Words and Phrases
16-17
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
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