IPPTModule016
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Transcript IPPTModule016
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?
Get a clean page or screen.
Try WIRMI (What I really mean is)
Read the draft aloud to someone.
Ask someone else to read it to you.
Read widely and a lot.
Use the techniques on the next slide.
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