Revising Sentences and Paragraphs Module Sixteen McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc All rights reserved Learning Objectives LO 16-1 Define good style in business messages LO 16-2 Demonstrate appropriate tone in business messages LO 16-3 Differentiate rules from writing habits 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 Parallelism to 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 culture affect 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 ...Learning Objectives LO 16-1 Define good style in business messages LO 16-2 Demonstrate appropriate tone in business messages LO 16-3 Differentiate rules from writing habits and... 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... your boss (or co-worker) learn about writing  Recognize that style may serve purposes other than communication  Ask 16-18