Chapter 6

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”