Ch03 Writing Techniques

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Copyright 2008 by Nelson Education Ltd. Ch. 3-1Ch. 3-1

Chapter 3

Improving

Writing Techniques


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Organize Information

with an Outline

Tips: Define main topic in title.

Divide the topic into major components (3-5).

Break the components into sub-points.

Use details, illustrations, and evidence to supportsubpoints.

Dont put a single item under a major component.

Strive to make each component exclusive (nooverlapping).


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Sample Outline

Awards Ceremony Costs

I. Venue

A. Rentals1. Microphone

2. Screen projector

3. Tablecloths

B. Extra staff

1. Security guard2. Set-up, clean-up staff


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Sample Outline

II. Food

A. Pre-awards1. Nonalcoholic beverages

2. Appetizers

B. Post-awards1. Alcohol

2. Dinner3. Dessert


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Sample Outline

III. Awards

A. Certificates

B. Cash prizes


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Organizing Business Messages

Direct PatternMain idea comes first

followed by details

and explanations

Indirect StrategyDetails and explanation

are before main idea


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Direct Pattern

Advantages:

Saves the reader time

Sets a proper frame of

mind

Prevents frustration

Indirect Pattern

Advantages:

Respects feelings of

audience

Encourages more

complete attention Minimizes a negative

reaction


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Direct Pattern

Useful when:

Receiver is open to

message

Message is routine

Subject is not sensitive

Indirect Pattern

Useful when:

Receiver may be upset

Receiver may be angry

Receiver must be

persuaded or educated Message is sensitive


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Effective Sentences

Complete sentences have subjects and

verbs and make sense.Example:

Subject Verb

Employees send many e-mail messages.


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Effective Sentences

Clauses also have subjects and verbs.

Independent clauses are grammatically

complete.Dependent clauses depend on independentclauses for their meaning.

Example:Dependent Clause Independent Clause

When you speak, you explain yourself.


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Effective Sentences

Phrases are groups of related words

without subjects and verbs.Example:

Phrase Phrase

In the afternoon, I work at the mall.


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Effective Sentences

Avoid sentence fragments.Fragment

Because the pay was good. Many candidatesapplied.

Revision:

Because the pay was good, many candidatesapplied.


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Effective Sentences

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.


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Effective Sentences

Avoid comma-splice sentences.Comma Splice

Many were qualified, Jeff was hired.

Revisions:Many were qualified. J eff was hired.

Many were qualified; J eff was hired.Many were qualified; however, J eff was hired.

Many were qualified, but J eff was hired.


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Try Your Skill

Revise the following to avoid fragments,run-on sentences, and comma-splices.

You can create a Web-based job portfolio itwill impress employers.

You can create a Web-based job portfolio; it

will impress employers.


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Try Your Skill


Send a scannable rsum. When you applyfor a job.

Send a scannable rsum when you apply

for a job.


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Try Your Skill


Although technical skills are important.Communication skills are also essential.

Although technical skills are important,

communication skills are also essential.


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Try Your Skill


College used to be for young people,however many older students now wantdegrees.

College used to be for young people;

however, many older students now wantdegrees.


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Emphasis Through Mechanics

Underlining:

Which of these methods do you prefer?


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Italics and Boldface:

The use ofboldface and italics gets thereaders attention.


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Copyright 2008 by Nelson Education Ltd.Ch. 3-21Ch. 3-21


All Caps:

Notice how EXPENSE-FREE stands out.


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Dashes:

Other methodsincluding dashesmay beused.


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Font Changes:

Changing from a large font to asmaller font or to a different font provides

interest and emphasis.


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Tabulation:

Listing items vertically emphasizes them:1. First item

2. Second item

3. Third item


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Other means of achieving mechanical

emphasis include the following: use of

white space, color, lines, boxes, columns,titles, headings, and subheadings.


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Emphasis Through Style

To emphasize an idea: Use vivid words, such as in bug-free

software rather than dependablesoftware. Put the important idea in a simple sentence

or in an independent clause.


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Emphasis Through Style

To de-emphasize an idea: Use general 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 receivestore credit.


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Active- and Passive-Voice

Verbs

Withactive-voice verbs, the subject does theaction.

Examples:

Most large employers require drug testing.

(Active voice; the subject does the action)

Dr. Smith recommended Tina for the job.(Active voice; the subject does the action)


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Verbs

In passive-voice sentences, the subject

receives the action. Passive-voice verbs usually

include helping verbs.Examples:

Drug testing is required by most large employers.(Passive voice; the subject receives the action)

Tina was recommended for the job by Dr. Smith.(Passive voice; the subject receives the action)


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Verbs

Use the active voice for most business writing.

Use the passive voice to emphasize an action

or the receiver of the action (Specialists werehired; Laura was honored).

Use the passive voice to de-emphasize bad

news (A refund will not be given).


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Try Your Skill

Change the following sentence to active

voice.

Our meeting was postponed by thepresident.

The president postponed our meeting.


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Try Your Skill

Change the following sentence to active

voice.

The rsums of job candidates are organizedby the software program.

The software program organizes rsums of

job candidates.


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Try Your Skill

Convert the following sentence to active

voice. You may have to add a subject.

Computer paper was ordered yesterday.

Rachel ordered computer paper yesterday.


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Try Your Skill

Convert the following sentence to passive

voice.

We will delay your order because of heavydemand.

Your order will be delayed because of heavy

demand.


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Parallelism

Parallelism is a writing technique that

creates balanced writing.

Match nouns with nouns, verbs with verbs,phrases with phrases, and clauses withclauses.


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Parallelism

Poor: The process of writing involvesorganizing, composing, and

revision.Parallel: The process of writing involves

organizing, composing, and

revising. (Matches -ing verbs)


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Parallelism

Poor: We consider the quality of rawmaterials, where they are located,

and how much it costs totransport them.

Parallel: We consider the quality, location,

and transportation costs of rawmaterials. (Matches nouns)


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Parallelism

Poor: Serena takes the telephoneorders, Matt finds the items inthe warehouse, and the items are

sent by Yolanda.Parallel: Serena takes the telephone

orders, Matt finds the items inthe warehouse, and Yolanda

sends the items. (Matches active-voice verbs)


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Try Your Skill

How could parallelism be improved in the

following sentence?

Our system focuses on the collecting,storage, and sharing of best practices.

Our system focuses on the collecting,

storing, and sharing of best practices.


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Try Your Skill

How could parallelism be improved in the

following sentence?

We recommend Elizabeth because she hassincerity, she is honest, and she is a hardworker.

We recommend Elizabeth because she issincere, honest, and hardworking.


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Paragraph Coherence

To achieve coherence in a paragraph, you

need:

1. Effective organization2. Clear use of pronouns

3. Use of transitional expressions


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Paragraph Coherence

Pronoun use:

Pronouns (e.g. this, that, it) help connect ideasfrom one sentence to another.

Customers are interested in our new mp3player. It has much more memory than

previous models


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Paragraph Coherence

Transitional expressions:

Time Associationbefore, after

first, second

meanwhile

nextuntil

when, whenever

Contrastalthough

but

however

insteadnevertheless

on the other hand


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Paragraph Coherence


Cause, Effectconsequently

for this reason

hence

therefore

Additional Ideafurthermore

in addition

likewise

moreover


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Paragraph Coherence


Illustrationfor example

in this way


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Paragraph Length

Paragraphs with eight or fewer printed

lines look inviting and readable.

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