Presentation on theme: "Revising Business Messages"— Presentation transcript:
1 Revising Business Messages Chapter 6Revising 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-insI would like to take this opportunity to. . .This letter is to inform you that. . .Drop unnecessary opening fillersThere is every reason to believe that. . .It is my pleasure to recommend. . .
3 Chapter 6Revising TipsReplace redundancies (expressions that repeat meaning or include unnecessary words)free giftexactly identicalAvoid indirect and pompous languageWe will ascertain the problems and report forthwith.We will determine the problems and report immediately.Omit trite “business” phrasesPlease do not hesitate. . .Please feel free to. . .Enclosed please find. . .Pursuant to your request. . .
4 Chapter 6 Revising Tips Omit clichés Omit slang easier said than done first and foremostthink outside the boxshoot from the hipOmit slangin the pipelineblowing the budgetgetting burned
5 Chapter 6 Revising Tips Unbury verbs perform an analysis ofanalyzereach a conclusion thatconcludeControl exuberance to sound businesslikeextremelytotallyawesome
6 Chapter 6 Design documents for readability Enhance white space by Adding headingsIncluding bulleted or numbered listsUsing short sentencesWriting short paragraphsSetting effective marginsUse 1 to 1 1/2 –inch margins
7 Chapter 6 Design documents for readability Choose appropriate typefacesArial or Times New RomanUse 10- to 12-point font for most body textFor special effects consider:CAPITALIZATIONBoldfaceItalicUnderline
8 Chapter 6 Design documents for readability Use vertical lists or enumerated lists to improve comprehensionUse a numbered list for items that represent a sequence or reflect a numbering system; use bullets otherwiseUse (a) and (b) within a sentenceMake lists and enumerated items parallel in grammatical structureAdd headings for quick comprehension
9 Chapter 6 Proofreading routine documents Use the down arrow to reveal one line at a timeRead from printed copy to be saferLook for typos, misspellings, grammar mistakesLook for ambiguous expressions and inconsistenciesLook for factual errors
10 Chapter 6 Proofreading complex documents Print a copy, preferably double spacedSet copy aside and take a breatherAllow adequate time for careful proofreadingExpect errors and congratulate yourself when you find themRead the message at least twice—once for meaning; once for grammarReduce your reading speed and focus on individual wordsPay attention to software markings for misspellings and grammar mistakesHave someone else proofread the document
11 Chapter 6Use Microsoft Word to check reading grade level of a documentClick 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”