Chapter 6 Completing Business Messages Copyright © 2012 Pearson Education 1Chapter 6 -

Learning Objectives 1.Revising your message 2.Improving readability 3.Improving clarity and conciseness 4.Understanding effective design 5.Proofreading your message 6.Distributing your message Copyright © 2012 Pearson Education 2Chapter 6 -

Revising Your Message: Evaluating the First Draft Copyright © 2012 Pearson Education 3Chapter 6 -

The Revision Process Content Content Organization Organization Proper tone Proper tone Copyright © 2012 Pearson Education 4Chapter 6 -

Review Work of Others Copyright © 2012 Pearson Education 5Chapter 6 -

Summary of Discussion Copyright © 2012 Pearson Education 6Chapter 6 -

Revising to Improve Readability Copyright © 2012 Pearson Education 7Chapter 6 -

Sentence Length Up to 15 words Up to 15 words 15 – 25 words 15 – 25 words Over 25 words Over 25 words Copyright © 2012 Pearson Education 8Chapter 6 -

Paragraph Length Appearance Appearance Readability Readability Emphasis Emphasis Copyright © 2012 Pearson Education 9Chapter 6 -

Idea sequence Visual impact Complex topics Main points Skimming Readers Lists and Bullets Copyright © 2012 Pearson Education 10Chapter 6 -

Headings and Subheadings Copyright © 2012 Pearson Education 11Chapter 6 - Descriptive Informative Organization Attention Connection

Summary of Discussion Copyright © 2012 Pearson Education 12Chapter 6 -

Editing for Clarity and Conciseness Copyright © 2012 Pearson Education 13Chapter 6 -

Editing for Clarity Copyright © 2012 Pearson Education 14Chapter 6 - Long sentences Long sentences Hedging sentences Hedging sentences Faulty parallelism Faulty parallelism Dangling modifiers Dangling modifiers e.g. At the age of eight, my family bought a dog

Edit for Conciseness Unneeded words and phrases Long words or phrases Redundantcombinations “It is/There are” starters Copyright © 2012 Pearson Education 15Chapter 6 -

Revise with Technology Spell checker Thesaurus Text tools Grammar checker Style checker Revision tools Copyright © 2012 Pearson Education 16Chapter 6 -

Summary of Discussion Copyright © 2012 Pearson Education 17Chapter 6 -

Producing Your Message Copyright © 2012 Pearson Education 18Chapter 6 -

Design for Readability ConsistencyConsistencyBalanceBalance RestraintRestraintDetailDetail Copyright © 2012 Pearson Education 19Chapter 6 -

Document Design White space Margins Justification Typefaces Type styles Copyright © 2012 Pearson Education 20Chapter 6 -

Multimedia Documents Skills Tools Time and cost Content Structure Compatibility Copyright © 2012 Pearson Education 21Chapter 6 -

Production Technology Templates, themes, and style sheetsTemplates, themes, and style sheets Page setup featuresPage setup features Column and paragraph formattingColumn and paragraph formatting Numbered and bulleted listsNumbered and bulleted lists Information in tablesInformation in tables Pictures, textboxes, and objectsPictures, textboxes, and objects Copyright © 2012 Pearson Education 22Chapter 6 -

Formatting Business Letters Copyright © 2012 Pearson Education 23Chapter 6 -Letterheadstationery XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx Date Insideaddress Salutation Themessage Complimentaryclose Signatureblock

Formatting Memos Copyright © 2012 Pearson Education 24Chapter 6 - XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxMemotitle Headings Themessage

Summary of Discussion Copyright © 2012 Pearson Education 25Chapter 6 -

Proofreading Your Message Copyright © 2012 Pearson Education 26Chapter 6 -

Careful Proofreading Copyright © 2012 Pearson Education 27Chapter 6 -

Careful Proofreading Copyright © 2012 Pearson Education 28Chapter 6 -

Summary of Discussion Copyright © 2012 Pearson Education 29Chapter 6 -

Distributing Your Message Copyright © 2012 Pearson Education 30Chapter 6 -

Distributing Messages Cost concerns Convenience Time constraints Security and privacy Copyright © 2012 Pearson Education 31Chapter 6 -

Summary of Discussion Copyright © 2012 Pearson Education 32Chapter 6 -

Chapter 6 Completing Business Messages Copyright © 2012 Pearson Education 33Chapter 6 -

Copyright © 2012 Pearson Education 34Chapter 6 - All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.