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Chapter 6 Revising Business Messages. Chapter 6  Revising Tips  Eliminate flabby expressions  I am pleased to inform you that...  We are pleased to.

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Presentation on theme: "Chapter 6 Revising Business Messages. Chapter 6  Revising Tips  Eliminate flabby expressions  I am pleased to inform you that...  We are pleased to."— Presentation transcript:

1 Chapter 6 Revising Business Messages

2 Chapter 6  Revising Tips  Eliminate flabby expressions  I am pleased to inform you that...  We are pleased to inform you that...  Limit long lead-ins  I would like to take this opportunity to...  This letter is to inform you that...  Drop unnecessary opening fillers  There is every reason to believe that...  It is my pleasure to recommend...

3 Chapter 6  Revising Tips  Replace redundancies (expressions that repeat meaning or include unnecessary words)  free gift  exactly identical  Avoid indirect and pompous language  We will ascertain the problems and report forthwith.  We will determine the problems and report immediately.  Omit trite “business” phrases  Please do not hesitate...  Please feel free to...  Enclosed please find...  Pursuant to your request...

4 Chapter 6  Revising Tips  Omit clichés  easier said than done  first and foremost  think outside the box  shoot from the hip  Omit slang  in the pipeline  blowing the budget  getting burned

5 Chapter 6  Revising Tips  Unbury verbs  perform an analysis of  analyze  reach a conclusion that  conclude  Control exuberance to sound businesslike  extremely  totally  awesome

6 Chapter 6  Design documents for readability  Enhance white space by  Adding headings  Including bulleted or numbered lists  Using short sentences  Writing short paragraphs  Setting effective margins  Use 1 to 1 1/2 –inch margins

7 Chapter 6  Design documents for readability  Choose appropriate typefaces  Arial or Times New Roman  Use 10- to 12-point font for most body text  For special effects consider:  CAPITALIZATION  Boldface  Italic  Underline

8 Chapter 6  Design documents for readability  Use vertical lists or enumerated lists to improve comprehension  Use a numbered list for items that represent a sequence or reflect a numbering system; use bullets otherwise  Use (a) and (b) within a sentence  Make lists and enumerated items parallel in grammatical structure  Add headings for quick comprehension

9 Chapter 6  Proofreading routine documents  Use the down arrow to reveal one line at a time  Read from printed copy to be safer  Look for typos, misspellings, grammar mistakes  Look for ambiguous expressions and inconsistencies  Look for factual errors

10 Chapter 6  Proofreading complex documents  Print a copy, preferably double spaced  Set copy aside and take a breather  Allow adequate time for careful proofreading  Expect errors and congratulate yourself when you find them  Read the message at least twice—once for meaning; once for grammar  Reduce your reading speed and focus on individual words  Pay attention to software markings for misspellings and grammar mistakes  Have someone else proofread the document

11 Chapter 6  Use Microsoft Word to check reading grade level of a document  Click on “FILE”  Click on “Options”  Click on “Proofing”  Check box for “Show readability statistics”  Click “OK”  With document loaded, click on “REVIEW”  Click on “Spelling & Grammar”

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