1. IMPROVING WRITING TECHNIQUES
NADEEM AHMED

2. details and explanations
DIRECT STRATEGY
Organizing
Business
Messages
Main idea comes
first followed by
details and explanations

3. Organizing Business Messages
Explanation precedes
main idea
Organizing
Business
Messages
INDIRECT STRATEGY

4. Advantages Saves reader’s time Sets a proper frame of mind DIRECT
STRATEGY
Saves reader’s time
Sets a proper frame of mind
Prevents frustration
Appears businesslike
Advantages
INDIRECT
STRATEGY
Respects feelings of audience
Encourages a fair hearing
Minimizes a negative reaction

5. Useful When Receiver is receptive DIRECT
STRATEGY
Receiver is receptive
Receiver requires no education about topic
Message is routine
Useful When
INDIRECT
STRATEGY
Receiver may be upset
Receiver may be hostile
Receiver must be persuaded or educated
Message is sensitive

6. Effective Sentences Complete sentences have subject (s)
Phrases
Clauses
Complete sentences have subject (s)
and predicate (s) and make sense
(are capable of standing alone).
subject Predicate (verb/object/complement/adjunct)
Employees send many messages.

7. When you speak, you reveal yourself.
Complete
Sentences
Phrases
Clauses
Clauses also have subjects and predicates.
Independent clauses can stand alone.
Dependent clauses rely on independent clauses for their meaning.
dependent clause independent clause
When you speak, you reveal yourself.

8. phrase phrase In the afternoon, I work at the mall.
Complete
Sentences
Phrases
Clauses
Phrases are groups of related
words without subjects and predicates.
phrase phrase
In the afternoon, I work at the mall.

9. Revision: Avoid sentence fragments.
Even though the pay was low. Many candidates applied.
Revision:
Even though the pay was low, many candidates applied.

10. Revisions: Avoid Avoid run- sentence on (fused) fragments. sentences.
Fused Sentences
Two candidates applied only one was hired.
Revisions:
Two candidates applied. Only one was hired.
Two candidates applied; only one was hired.
Two candidates applied, but only one was hired.

11. Avoid Avoid run- comma- sentence on (fused) splice fragments.
sentences.
Avoid run-
on (fused)
Comma Splice
Many were qualified, Jeff was hired.
Revisions:
Many were qualified. Jeff was hired.
Many were qualified; Jeff was hired.
Many were qualified; however, Jeff was hired.
Many were qualified, but Jeff was hired.

12. Revise the following to avoid fragments, run-on sentences, and comma-splices.
Quick Check
You can create a Web-based job portfolio it will impress potential employers.
Send a scannable résumé. When you apply for a job.
You can create a Web-based job portfolio; it will impress potential employers.
Send a scannable résumé when you apply for a job.

13. Revise the following to avoid fragments, run-on sentences, and comma-splices.
Although technical skills are important. Communication skills are also in great demand.
College used to be for young people, however many older students now seek degrees.
Although technical skills are important, communication skills are also in great demand.
Quick Check
College used to be for young people; however, many older students now seek degrees.

14. Revise the following to avoid fragments, run-on sentences, and comma-splices.
Technology is changing the business world people are writing more messages than ever before.
Quick Check
Technology is changing the business world. People are writing more messages than ever before. OR: Technology is changing the business world; people are

15. Revise the following to avoid fragments, run-on sentences, and comma-splices.
Executives are busy, they won't read wordy messages and reports.
Quick Check
Executives are busy. They won't read wordy messages and reports. OR: Executives are busy; they won't read

16. Emphasis Through Mechanics
Underlining:
Which of these methods do you prefer?
Italics and Boldface:
The use of boldface and italics captures the reader’s attention.
All Caps:
Notice how EXPENSE-FREE stands out.

17. Dashes:
Other methods–including dashes–may be used.
Tabulation: listing items vertically emphasizes them:
1. First item
2. Second item
3. Third item

18. Active- and Passive-Voice Verbs
Active-voice verbs show the subject performing the action.
Most major employers require drug testing.
(Active voice; the subject is acting)
Dr. Smith recommended Tina for the job.

19. In passive-voice sentences, the subject is being acted upon
In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs, such as is and was in these examples:
Drug testing is required by most major employers.
(Passive voice; the subject is being acted upon)
Tina was recommended for the job by Dr. Smith.

20. Use the active voice for most business writing.
Use the passive voice to emphasize an action or the recipient of the action–rather than the actor (Specialists were hired; Laura was honored).
Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer ).

21. Convert the following sentences to active voice
Convert the following sentences to active voice. You may have to add a subject.
Our membership meeting was postponed by the president.
The résumés of job candidates are sorted quickly by the software program Resumix.
The president postponed our membership meeting.
Quick Check
The software program Resumix sorts résumés of job candidates quickly.

22. Convert the following sentences to active voice
Convert the following sentences to active voice. You may have to add a subject.
We were given our orders by the manager.
Our intranet is used by employees to complete forms.
The manager gave us our orders.
Quick Check
Employees use our intranet to complete forms.

23. Quick Check Convert the following sentences to passive voice.
We must delay shipment of your merchandise because of heavy demand.
Management rejected our plan.
Your merchandise shipment must be delayed because of heavy demand.
Quick Check
Our plan was rejected by management.

24. Developing Parallelism
Parallel expression results from balanced con-struction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.
Poor
Parallel
Training sessions
have been stimulat-
ing and a challenge.
Training sessions
have been stimulat-
ing and challenging.
(Matching endings of
verbals)

25. Poor Parallel We are very concerned with the quality of raw
materials, where
they are located, and
how much it costs to
transport them.
We are very
concerned with the
quality, location, and
transportation costs
of raw materials.
(Matching nouns)

26. Dangling and Misplaced Modifiers
For clarity, modifiers must be close to the words they describe or limit. Be particularly careful to place a logical subject immediately after an introductory verbal phrase.

27. Poor Revised Any student has full online privileges who
is enrolled in the
college.
Any student who is
enrolled in the
college has full
online privileges.

28. Poor Revised It’s hard to under- stand why employees
would not go to our
technical support
staff with software
problems.
It’s hard to under-
stand why employees
with software
problems would not
go to our technical
support staff.

29. Revise the following sentence to correct any misplaced modifiers
Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase.
She died in the house in which she was born at the age of 88.
Despite being paralyzed, doctors hoped that Mark would walk again.
At the age of 88, she died in the house in which she was born.
Quick Check
Despite Mark's paralysis, doctors hoped that he would walk again.

30. Three Ways to Achieve Paragraph Coherence
To help guide your reader or listener from one thought to another, develop coherence by using one of these devices:
Repeat a key idea or key word(s).
Next month we plan to launch a promotion for our new Web site. The promotion will involve newspaper and TV campaigns.

31. Use a pronoun.
Considerable interest is now being shown in our extended certificates of deposit. They are more profitable when left on deposit for long periods of time.

32. Use an appropriate transitional expression.
Time Association
before, after
first, second
meanwhile
next
until
when, whenever

33. Cause–Effect consequently for this reason hence therefore Contrast
although
but
however
instead
nevertheless
on the other hand
Cause–Effect
consequently
for this reason
hence
therefore

34. Composing the First Draft
Complete all necessary research.
Find a quiet place to concentrate and work.
Prohibit calls, visitors, and interruptions.
Organize information using an outline.
Decide whether to sprint write (get your thoughts down quickly and revise later) or revise as you go.
Imagine you are talking to a reader or listener.