Chapter 3Chapter 3

Improving Writing Improving Writing TechniquesTechniques

Formal Research Methods Formal Research Methods for Gathering Informationfor Gathering Information

Search manually (books, magazines, Search manually (books, magazines, journals).journals).

Access electronically (Internet, Access electronically (Internet, databases, compact discs).databases, compact discs).

Go to the source (interviews, surveys, Go to the source (interviews, surveys, questionnaires, focus groups).questionnaires, focus groups).

Conduct scientific experiments Conduct scientific experiments (measure variables using control (measure variables using control groups).groups).

Informal Research Methods Informal Research Methods for Gathering Informationfor Gathering Information

Look in organization Look in organization files.files.

Talk with your boss.Talk with your boss. Interview the target Interview the target

audience.audience. Conduct an informal Conduct an informal

survey.survey. Brainstorm for Brainstorm for

ideas.ideas.

FormatFormatfor anfor anOutlineOutline

Tips for Making OutlinesTips for Making Outlines

DIRECT STRATEGYDIRECT STRATEGYOrganizingOrganizingBusinessBusinessMessagesMessages

OrganizingOrganizingBusinessBusinessMessagesMessages Main idea comes

first followed by details and explanations

Main idea comesfirst followed by

details and explanations

OrganizingOrganizingBusinessBusinessMessagesMessages

OrganizingOrganizingBusinessBusinessMessagesMessages

Explanation precedes main idea

Explanation precedes main idea

INDIRECT STRATEGYINDIRECT STRATEGY

DIRECT STRATEGYDIRECT

STRATEGY

Saves reader’s time Sets a proper frame of

mind Prevents frustration Appears businesslike

AdvantagesAdvantagesAdvantagesAdvantages

INDIRECT STRATEGYINDIRECT STRATEGY

Respects feelings of audienceRespects feelings of audience Encourages a fair hearingEncourages a fair hearing Minimizes a negative reactionMinimizes a negative reaction

DIRECT STRATEGYDIRECT

STRATEGY

Receiver is receptive Receiver requires no

education about topic Message is routine

Useful WhenUseful WhenUseful WhenUseful When

INDIRECT STRATEGYINDIRECT STRATEGY

Receiver may be upsetReceiver may be upset Receiver may be hostileReceiver may be hostile Receiver must be Receiver must be

persuaded or educatedpersuaded or educated Message is sensitiveMessage is sensitive

Effective SentencesEffective Sentences

CompleteSentences PhrasesClauses

Complete sentencesComplete sentences have subjects have subjects and verbs and make senseand verbs and make sense

(are capable of standing alone).(are capable of standing alone).

subjectsubject verbverb

EmployeesEmployees sendsend many e-mail many e-mail messagesmessages..

CompleteSentences PhrasesClauses

ClausesClauses also have subjects and verbs. also have subjects and verbs. IndependentIndependent clauses can stand alone. clauses can stand alone. DependentDependent clauses rely on independent clauses rely on independent

clauses for their meaning.clauses for their meaning.

dependent clause independent clausedependent clause independent clauseWhen you speakWhen you speak, you reveal yourself., you reveal yourself.

CompleteSentences PhrasesClauses

PhrasesPhrases are groups of related are groups of relatedwords without subjects and verbs.words without subjects and verbs.

phrase phrasephrase phrase

In the afternoonIn the afternoon, I work , I work at the at the mallmall..

Avoidsentence

fragments.

FragmentFragment

Even though the pay was lowEven though the pay was low. Many . Many

candidates applied.candidates applied.

Revision:Revision:Even though the pay was low, many Even though the pay was low, many candidates applied.candidates applied.

Avoidsentence

fragments.

Avoid run-on (fused)sentences.

Fused SentencesFused Sentences

Two candidates appliedTwo candidates applied only one was hiredonly one was hired..

Revisions:Revisions:Two candidates applied. Only one was hired.Two candidates applied. Only one was hired.

Two candidates applied; only one was hired.Two candidates applied; only one was hired.

Two candidates applied, but only one was hired.Two candidates applied, but only one was hired.

Avoidsentence

fragments.

Avoidcomma-splice

sentences.

Avoid run-on (fused)sentences.

Comma SpliceComma Splice

Many were qualifiedMany were qualified, , Jeff was hiredJeff was hired. .

Revisions:Revisions:Many were qualified. Jeff was hired.Many were qualified. Jeff was hired.Many were qualified; Jeff was hired.Many were qualified; Jeff was hired.Many were qualified; however, Jeff was Many were qualified; however, Jeff was

hired.hired.Many were qualified, but Jeff was hired.Many were qualified, but Jeff was hired.

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.

Send a scannable résumé. When you apply for a job.

You can create a Web-based job portfolio; it will impress potential employers.

Send a scannable résumé when you apply for a job.

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

Although technical skills are important. Communication skills are also in great demand.College used to be for young people, however many older students now seek degrees.

Although technical skills are important, communication skills are also in great demand.

College used to be for young people; however, many older students now seek degrees.

Emphasis Through Emphasis Through MechanicsMechanics

Emphasis Through Emphasis Through MechanicsMechanics

Underlining:Underlining:Which of these methods do Which of these methods do youyou prefer? prefer?

Italics and Boldface:Italics and Boldface:

The use of boldface and The use of boldface and italicsitalics captures captures the reader’s attention.the reader’s attention.

All Caps:All Caps:Notice how EXPENSE-FREE stands out.Notice how EXPENSE-FREE stands out.

Dashes:Dashes:

Other methods–including dashes–may be used.Other methods–including dashes–may be used.

Tabulation: listing items vertically Tabulation: listing items vertically emphasizes them:emphasizes them:

1. First item1. First item2. Second item2. Second item3. Third item3. Third item

Which of these Which of these other means of other means of achieving achieving mechanical mechanical emphasis is/are emphasis is/are appropriate in appropriate in business business lettersletters??

White spaceWhite space

ColorColor

LinesLines

BoxesBoxes

ColumnsColumns

TitlesTitles

HeadingsHeadings

SubheadingsSubheadings

Which of these Which of these other means other means of achieving of achieving mechanical mechanical emphasis emphasis is/are is/are appropriate in appropriate in memosmemos??

White spaceWhite space

ColorColor

LinesLines

BoxesBoxes

ColumnsColumns

TitlesTitles

HeadingsHeadings

SubheadingsSubheadings

Which of these Which of these other means other means of achieving of achieving mechanical mechanical emphasis emphasis is/are is/are appropriate in appropriate in e-mail e-mail messagesmessages? ?

White spaceWhite space

ColorColor

LinesLines

BoxesBoxes

ColumnsColumns

TitlesTitles

HeadingsHeadings

SubheadingsSubheadings

Which of these Which of these other means other means of achieving of achieving mechanical mechanical emphasis emphasis is/are is/are appropriate in appropriate in reportsreports??

White spaceWhite space

ColorColor

LinesLines

BoxesBoxes

ColumnsColumns

TitlesTitles

HeadingsHeadings

SubheadingsSubheadings

Emphasis and Deemphasis Emphasis and Deemphasis Through StyleThrough Style

Emphasis and Deemphasis Emphasis and Deemphasis Through StyleThrough Style

To emphasize an ideaTo emphasize an idea Use a vivid expression, such as in Use a vivid expression, such as in bug-bug-

freefree software software rather than rather than dependabledependable softwaresoftware..

Label the idea with expressions such as Label the idea with expressions such as more importantlymore importantly,, the principal reasonthe principal reason,, or or the best alternativethe best alternative..

Put the important idea first or last in the Put the important idea first or last in the sentence.sentence.

Put the important idea in a simple Put the important idea in a simple sentence or in an independent clause.sentence or in an independent clause.

To deemphasize an ideaTo deemphasize an idea Use general, rather than specific, words Use general, rather than specific, words

(some customers complained, rather than (some customers complained, rather than 125 customers complained).125 customers complained).

Place the idea in a dependent clause Place the idea in a dependent clause connected to an independent clause connected to an independent clause containing a positive idea.containing a positive idea.

Although items cannot be returned for Although items cannot be returned for cash, you will receive store credit for any cash, you will receive store credit for any returned purchases.returned purchases.

Active- and Active- and Passive-Voice VerbsPassive-Voice Verbs

Active-voice Active-voice verbs show the verbs show the subject performing the action.subject performing the action.

Most major employers require drug Most major employers require drug

testing.testing. (Active voice; the subject is acting)(Active voice; the subject is acting)

Dr. Smith recommended Tina for the job.Dr. Smith recommended Tina for the job. (Active voice; the subject is acting)(Active voice; the subject is acting)

In In passive-voicepassive-voice sentences, the sentences, the subject is being acted upon. Passive-subject is being acted upon. Passive-voice verbs require helper verbs, voice verbs require helper verbs, such as such as isis and and waswas in these examples:in these examples:

Drug testing is required by most major Drug testing is required by most major employers.employers.

(Passive voice; the subject is being acted upon)(Passive voice; the subject is being acted upon)

Tina was recommended for the job by Dr. Smith.Tina was recommended for the job by Dr. Smith.(Passive voice; the subject is being acted upon)(Passive voice; the subject is being acted upon)

Use the active voice for most Use the active voice for most business writing.business writing.

Use the passive voice to emphasize Use the passive voice to emphasize an action or the recipient of the an action or the recipient of the action–rather than the actor action–rather than the actor ((Specialists were hired; Laura was Specialists were hired; Laura was honoredhonored))..

Use the passive voice to break bad Use the passive voice to break bad news news ((Although your lease cannot be Although your lease cannot be renewed, we can offer . . .renewed, we can offer . . . ))..

Convert the following sentences to active voice. You may have to add a subject.

Our membership meeting was postponed by the president.

The résumés of job candidates are sorted quickly by the software program Resumix.

The president postponed our membership meeting.

The software program Resumix sorts résumés of job candidates quickly.

Convert the following sentences to active voice. You may have to add a subject.

Computer paper was ordered yesterday.

Drug tests are required of all new employees.

Rachel ordered computer paper yesterday.

The company requires drug tests for all new employees.

Developing ParallelismDeveloping ParallelismDeveloping ParallelismDeveloping Parallelism

Parallel expression results from balanced Parallel expression results from balanced con-struction. Match nouns with nouns, con-struction. Match nouns with nouns, verbs with verbs, phrases with phrases, verbs with verbs, phrases with phrases, and clauses with clauses.and clauses with clauses.

Poor Parallel

Training sessions have been stimulating and a challenge

Training sessions have been stimulating and a challenging (match ending of verbs)

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.

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.

Dangling and Dangling and Misplaced ModifiersMisplaced Modifiers

Dangling and Dangling and Misplaced ModifiersMisplaced Modifiers

For clarity, modifiers must For clarity, modifiers must be close to the words they be close to the words they describe or limit. Be describe or limit. Be particularly careful to particularly careful to place a logical subject place a logical subject immediately after an immediately after an introductory verbal phrase.introductory verbal phrase.

Poor Revised

By advertising extensively, all open jobs werefilled quickly.

By advertising extensively, we filled all open jobs quickly.

Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase.

To be hired, two years of experience is required.

Dipped in butter, you can really enjoy a fine lobster.

To be hired, one must have two years of experience.

Dipped in butter, a fine lobster can truly be enjoyed.

Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase.

By advertising extensively, all open jobs were filled quickly.

After leaving the office, Jeff's car would not start.

By advertising extensively, we filled all open jobs quickly.

After leaving the office, Jeff could not start his car.

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.

Three Ways to Achieve Three Ways to Achieve Paragraph CoherenceParagraph Coherence

Three Ways to Achieve Three Ways to Achieve Paragraph CoherenceParagraph Coherence

To help guide your reader or listener To help guide your reader or listener from one thought to another, develop from one thought to another, develop coherence by using one of these coherence by using one of these devices:devices:

Repeat a key idea or key word(s).Repeat a key idea or key word(s).

Next month we plan to launch a Next month we plan to launch a promotion for our new Web site. The promotion for our new Web site. The promotionpromotion will involve newspaper and will involve newspaper and TV campaigns.TV campaigns.

Use a pronoun.Use a pronoun.

Considerable interest is now Considerable interest is now being shown in our extended being shown in our extended certificates of deposit. certificates of deposit. TheyThey are more profitable when are more profitable when left on deposit for long left on deposit for long periods of time.periods of time.

Use an appropriate Use an appropriate transitional expression.transitional expression.

Time AssociationTime Association

before, afterbefore, after

first, secondfirst, second

meanwhilemeanwhile

nextnext

untiluntil

when, when, wheneverwhenever

ContrastContrast

althoughalthough

butbut

howeverhowever

insteadinstead

neverthelessnevertheless

on the other handon the other hand

Cause–EffectCause–Effect

consequentlyconsequently

for this reasonfor this reason

hencehence

thereforetherefore

Additional IdeaAdditional Idea

furthermorefurthermore

in additionin addition

likewiselikewise

moreovermoreover

similarlysimilarly

IllustrationIllustration

in this wayin this way

for examplefor example

TIP: Paragraphs with eight or fewerprinted lines look

inviting and readable.

Composing the First Composing the First DraftDraft

Complete all necessary research.Complete all necessary research. Find a quiet place to concentrate and Find a quiet place to concentrate and

work.work. Prohibit calls, visitors, and Prohibit calls, visitors, and

interruptions.interruptions. Organize information using an outline.Organize information using an outline. Decide whether to sprint write (get Decide whether to sprint write (get

your thoughts down quickly and revise your thoughts down quickly and revise later) or revise as you go.later) or revise as you go.

Imagine you are talking to a reader or Imagine you are talking to a reader or listener.listener.