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Fundamentals of business writing - 2. BUS 340 – Business Communication M Wahidul Islam Summer 2014. Recap. “knowing your audience”. “choosing words”. Sentences. Using short sentences Emphasis in sentence Giving sentences Unity Wording Sentences logically. Using short sentences.

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fundamentals of business writing 2

Fundamentals of business writing - 2

BUS 340 – Business Communication

M Wahidul Islam

Summer 2014

slide2

Recap

“knowing your audience”

“choosing words”

sentences
Sentences
  • Using short sentences
  • Emphasis in sentence
  • Giving sentences Unity
  • Wording Sentences logically
using short sentences
Using short sentences
  • Short sentences communicate better because of mind limitations
    • About 16-18 words for middle readers
    • But avoid excessive use of short sentences
  • Achieved in two ways
    • Limiting sentence content
    • Economizing the words
      • Avoid cluttering phrase
      • Avoid surplus words
      • Avoid roundabout constructions
      • Avoid unnecessary repetition of words
short sentences limiting sentence content
Short sentences:Limiting sentence content

Regardless of their seniority or union affiliation, all employees whose hope to be promoted are expected to continue their education either by enrolling in the special courses to be offered by the company, which are scheduled to be given after working hours beginning next Wednesday, or by taking online courses selected from a list, which may be seen on the company portal.

Regardless of their seniority or union affiliation, all employees who hope to be promoted are expected to continue their education in either of the two ways.

1) They may enroll in special courses to be given by the company. 2) they may take approved online courses selected from the list on the company portal.

short sentences economizing on words cluttering phrases
Short sentences - Economizing on words : Cluttering Phrases

Cluttering Phrase

Shorter Substitution

Along the lines of

like

At the present time

Now

For the purpose of

For

For the reason that

Because | Since

In accordance with

By

In very few cases

Rarely | Seldom

With regards to / With reference to

About

In the event that payment is not made by January, operations will cease

If payment is not made by January, operations will stop.

short sentences economizing on words surplus words
Short sentences - Economizing on words : Surplus Words

Additional Words

No Surplus Words

It will be noted that the records for the past years show a steady increase in special appropriations.

The records for the past years show a steady increase in special appropriations.

Short sentences - Economizing on words : Roundabout Constructions

Roundabout

Direct

The union is reviewing the seniority provision of the contract

The union is involved in the task of reviewing the seniority provision of the contract

short sentences economizing on words unnecessary repetition of words
Short sentences - Economizing on words : Unnecessary Repetition of words

Needless Repetition

Repetition Eliminated

We must assemble together at 10:30 AM in the morning

We must assemble at 10:30 AM

At present time we are conducting two clinics

We are conducting two clinics now

We should plan in advance for the future

We should plan for the future

determining emphasis in sentence design
Determining Emphasis in Sentence Design
  • Determining emphasis is a matter of good judgment and good logic
  • Long-sentence de-emphasize contents

The main building was inspected on October 1. Mr. George Wills inspected the building. Mr. wills is a vice president of the company. He found that the building has 6500 square feet of floor space. He also found that it has 2,400 square feet of storage space. The new store must have a minimum of 6000 square feet of floor space. It must have 2000 square feet of storage space. Thus, the main building exceeds the space requirements for the new store. Therefore, Mr. Wills concluded that the main building is adequate for company’s needs.

giving sentences unity
Giving Sentences Unity
  • All parts of the sentence should concern one thought.
  • All parts must combine to form one clear thought.
  • Two common problems
    • Unrelated ideas
    • Excessive detail
giving sentences unity unrelated ideas
Giving Sentences UnityUnrelated Ideas

Unrelated

Related

Our territory in the southern half of the state, and our salespeople cannot cover is thoroughly

Our territory is the southern half of the state. Our salespeople cannot cover it thoroughly

  • Giving Sentences UnityExcessive Details

Excessive

Improved

Our New York offices, considered plush in the 1990s but now badly in need of renovation, as is the case with most offices that have not been maintained, have been abandoned.

Considered plush in the 1990s, our New York offices have not been maintained properly. As they badly need repair, we have abandoned them.

wording sentences logically
Wording sentences logically
  • Often the cause of “awkward” sentences is illogical wording
  • Common problems
    • Mixed constructions
    • Incomplete constructions
    • Dangling / misplaces contractions
    • Faulty parallelism
wording sentences logically mixed constructions
Wording sentences logicallymixed constructions

Mixed

Improved

Some activities that the company participates in are affordable housing, conservation of parks and litter control.

Some causes the company supports are affordable housing, conservation of parks and litter control.

  • Wording sentences logically
  • Incomplete Constructions

Incomplete

Complete

As for time management, he is a master of multitasking

As far as time management, he is a master of multitasking

wording sentences logically dangling misplaced modifiers
Wording sentences logicallydangling / Misplaced Modifiers

Believing the price would drop, we instructed the purchasing agents not to buy

Believing the price would drop, the purchasing agents were instructed not to buy

Believing the price would drop, the purchasing agents decided not to buy

  • Wording sentences logically
  • Faulty Parallelism

The company shows their support by giving donations, giving free materials and volunteering at the local schools.

The company shows their support through yearly donations, giving free materials and their employee volunteer at the local schools.