Fundamentals of business writing - 2

1. Fundamentals of business writing - 2 BUS 340 – Business Communication M Wahidul Islam Summer 2014

2. Recap “knowing your audience” “choosing words”

3. Sentences • Using short sentences • Emphasis in sentence • Giving sentences Unity • Wording Sentences logically

4. Using short sentences • Short sentences communicate better because of mind limitations • About 16-18 words for middle readers • But avoid excessive use of short sentences • Achieved in two ways • Limiting sentence content • Economizing the words • Avoid cluttering phrase • Avoid surplus words • Avoid roundabout constructions • Avoid unnecessary repetition of words

5. Short sentences:Limiting sentence content Regardless of their seniority or union affiliation, all employees whose hope to be promoted are expected to continue their education either by enrolling in the special courses to be offered by the company, which are scheduled to be given after working hours beginning next Wednesday, or by taking online courses selected from a list, which may be seen on the company portal. Regardless of their seniority or union affiliation, all employees who hope to be promoted are expected to continue their education in either of the two ways. 1) They may enroll in special courses to be given by the company. 2) they may take approved online courses selected from the list on the company portal.

6. Short sentences - Economizing on words : Cluttering Phrases Cluttering Phrase Shorter Substitution Along the lines of like At the present time Now For the purpose of For For the reason that Because | Since In accordance with By In very few cases Rarely | Seldom With regards to / With reference to About In the event that payment is not made by January, operations will cease If payment is not made by January, operations will stop.

7. Short sentences - Economizing on words : Surplus Words Additional Words No Surplus Words It will be noted that the records for the past years show a steady increase in special appropriations. The records for the past years show a steady increase in special appropriations. Short sentences - Economizing on words : Roundabout Constructions Roundabout Direct The union is reviewing the seniority provision of the contract The union is involved in the task of reviewing the seniority provision of the contract

8. Short sentences - Economizing on words : Unnecessary Repetition of words Needless Repetition Repetition Eliminated We must assemble together at 10:30 AM in the morning We must assemble at 10:30 AM At present time we are conducting two clinics We are conducting two clinics now We should plan in advance for the future We should plan for the future

9. Determining Emphasis in Sentence Design • Determining emphasis is a matter of good judgment and good logic • Long-sentence de-emphasize contents The main building was inspected on October 1. Mr. George Wills inspected the building. Mr. wills is a vice president of the company. He found that the building has 6500 square feet of floor space. He also found that it has 2,400 square feet of storage space. The new store must have a minimum of 6000 square feet of floor space. It must have 2000 square feet of storage space. Thus, the main building exceeds the space requirements for the new store. Therefore, Mr. Wills concluded that the main building is adequate for company’s needs.

10. Giving Sentences Unity • All parts of the sentence should concern one thought. • All parts must combine to form one clear thought. • Two common problems • Unrelated ideas • Excessive detail

11. Giving Sentences UnityUnrelated Ideas Unrelated Related Our territory in the southern half of the state, and our salespeople cannot cover is thoroughly Our territory is the southern half of the state. Our salespeople cannot cover it thoroughly • Giving Sentences UnityExcessive Details Excessive Improved Our New York offices, considered plush in the 1990s but now badly in need of renovation, as is the case with most offices that have not been maintained, have been abandoned. Considered plush in the 1990s, our New York offices have not been maintained properly. As they badly need repair, we have abandoned them.

12. Wording sentences logically • Often the cause of “awkward” sentences is illogical wording • Common problems • Mixed constructions • Incomplete constructions • Dangling / misplaces contractions • Faulty parallelism

13. Wording sentences logicallymixed constructions Mixed Improved Some activities that the company participates in are affordable housing, conservation of parks and litter control. Some causes the company supports are affordable housing, conservation of parks and litter control. • Wording sentences logically • Incomplete Constructions Incomplete Complete As for time management, he is a master of multitasking As far as time management, he is a master of multitasking

14. Wording sentences logicallydangling / Misplaced Modifiers Believing the price would drop, we instructed the purchasing agents not to buy Believing the price would drop, the purchasing agents were instructed not to buy Believing the price would drop, the purchasing agents decided not to buy • Wording sentences logically • Faulty Parallelism The company shows their support by giving donations, giving free materials and volunteering at the local schools. The company shows their support through yearly donations, giving free materials and their employee volunteer at the local schools.

15. End