CH 06

6
Instructor PowerPoint
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
©denphumi/ThinkStock 1
Learning
Objective
1
Complete business messages by

revising for conciseness, which
includes eliminating flabby
expressions, long lead-ins, there
is/are and it is/was fillers,
redundancies, and empty words, as
well as condensing for
microblogging.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 4 / Slide 2
Taking Time to Revise:
Applying Phase 3 of the Writing
Process
Writing Process:
Prewritin Drafting Revising
g
• Revising: improving content and sentence

• structure
Proofreading: correcting grammar, spelling,
punctuation, format, mechanics
Revising takes the most time in the writing

process.
© denis_pc/Fotolia, © iadam/Fotolia
Revising for Conciseness
Eliminate flabby
expressions.
Flabby Concise
at this point in time now
due to the fact that because
in very few cases seldom
despite the fact although
that
in the near future soon
Limit long lead-ins.
Wordy Concis
e
This is to let you know Monday is a holiday.
that Monday is a
holiday.
I am sending this e-mail Our internal audit
to announce that our begins on January
internal audit begins on 5.
January 5.
Drop unnecessary there
is/are and it is/was fillers.
Wordy Concis
There are at least ten e
At least ten applicants
candidates who applied applied for that
for that position. position.
It was Becca Lopez Becca Lopez was
who was finally finally selected.
selected.
Reject redundancies.
Redundant Concise
combined combined
together
exact same exact or same
my personal my opinion
opinion
refer back refer
Purge empty words.
Wordy Concis
In the case of General
e
General Motors was
Motors, the car reorganized.
company was
reorganized.
We are aware of the We know many
fact that many managers need
managers need assistance.
assistance.
When it arrived, I I deposited your check
deposited your check immediately.
immediately.
Learning
Objective
3
Enhance readability by
understanding document design
including the use of white space,
margins, typefaces, fonts,
numbered and bulleted lists, and
headings.
Enhancing Readability
Through Document Design
Employ white space by

• Adding headings
• Including bulleted or
numbered lists
• Using short sentences
• Writing short paragraphs
• Setting effective
margins
© denis_pc/Fotolia
Setting margins
• Use 1 to 1 ½ inch
margins
How to set margins
Microsoft ® Word; Used with permission from Microsoft.
Setting for Ragged-Right
Margins
Ragged-right margins
provide more white space Result
and improve readability.
Aligns text at left margin and

creates a ragged-right margin
Microsoft ® Word; Used with permission from Microsoft.
Choose appropriate typefaces.
Abc Abc
Consider sans serif Consider serif (such as
(such as Arial) for Times New Roman) for
headings, signs, and body font. Notice that
material that does not serif typefaces have
require continuous small features at the
reading. end of strokes.
Use 10- to 12-pt. font for

most body text.
For special effects consider:
 CAPITALIZATION
 SMALL CAPS
 Boldface
 Italics
 Underline
Use vertical lists or numbered
items to improve
•comprehension.
Numbered lists (1, 2, 3) for items that show
a sequence
• Bulleted lists for items that do not show a
chronology
Numbered List Bulleted List
Follow these steps in starting Consider the following:
a business: • Environmental
1. Write a business plan. regulations
2. Locate venture capital. • Employee benefit plans
3. Prepare a feasibility study. • Licensing requirements
Use parallel (balanced)
construction when listing similar
ideas.
Not Parallel Parallel
Keeping an old customer Keeping an old customer
is much cheaper than to is much cheaper than
find a new one. finding a new one.
To protect your pet from To protect your pet from

dognappers: dognappers:
• Be a constant • Be a constant
companion. companion.
• Don’t boast about the • Don’t boast about the
breed. breed.
• You should keep photos • Keep photos handy.
handy.
© photo copyrights here
© photo copyrights here
Add headings to
enhance comprehension.
• Main
Types
of headings
headin • Subheading
gs to s
conside • Category
r headings
Category headings:
The company needs to focus attention in
three
key areas:
Attracting applicants. We must analyze
where and how we advertise for
applicants, specifically, online job
boards. . . .
Interviewing applicants. We should
consider adding a simulated customer
encounter to the process. Simulated. . . .
Checking references. We'll find a better
candidate if we contact all references, Ch. 4 / Slide 20
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Learning
Objective
4
Recognize proofreading
problem areas, and apply
effective techniques to
catch mistakes in both
routine and complex
documents.
Proofreading to Catch
Mistakes
Punctuati
on
Names
Grammar and
numbers
What to
Watch for
Spelling in Format
Proofreadin
g
How to Proofread
Routine Documents
Reading messages Look for typos,
on screen: Use the misspellings, and
down arrow to easily confused
reveal one line at a words.
time. Read from a
printed copy, to be
safer.
Study the Look for factual

document for errors.
inconsistencies
and ambiguous
expressions.
© Marina Zlochin/Fotolia
How to Proofread
Complex Documents
1 2
Print a copy,
Set it aside
preferably
and take a
double
breather.
spaced.
Expect errors
Allow
3 4
and
adequate
congratulate
time for
yourself when
careful
you find
proofing.
Read the them.
message at Reduce your
5 6
least twice– reading speed
once for
meaning and and focus on
once for individual
grammar and words.
mechanics.
To Revise Manually,
Use Basic Proofreading
Marks
Delete
Capitalize
Lowercase (don’t
capitalize)
Transpose
Close up
To Revise Manually,
Marks
Insert
Insert space
Insert punctuation
Insert period
Start paragraph
To Revise Manually,
Marks
To Revise Manually,
Marks
Revised Copy
Beginning September 1 the doors leading to the west side of

the building will have alarms. Because these doors also
function as fire exits, they cannot be locked; consequently, we
are installing alarms. Please use the east side exits to avoid
setting off the ear-splitting alarms.
To Revise Digitally,
Strikethrough and Color
This is a short note to let you know that as As you

requested, I made an investigation of investigated
several of our competitors’ websites. Attached hereto is
a summary of the findings. of my investigation. I was
really most interested in making a comparison of the
employment of comparing marketing strategies as well
as the use of navigational graphics used to guide
visitors through the sites.
Learning
Objective
5
Evaluate a message to
judge its effectiveness.
Evaluate Your Writing
Does it attract
Is it polished
the reader’s
and clear?
attention?
How successful Does it say

will this what you
Evaluate
message be? want it to?
Your
Writing
How will you

Will it achieve
know if it
its purpose?
succeeds?
© Marina Zlochin/Fotolia
©denphumi/ThinkStock

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6

Complete business messages by

• Revising: improving content and sentence

Revising takes the most time in the writing

Employ white space by

How to set margins

Aligns text at left margin and

Use 10- to 12-pt. font for

To protect your pet from To protect your pet from

Study the Look for factual

Beginning September 1 the doors leading to the west side of

This is a short note to let you know that as As you

How successful Does it say

How will you

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