CHPTER 4

Revising: Improving content and sentence structure may involve adding,

cutting, and recasting.
Proofreading: Correcting grammar, spelling, punctuation, format, and
mechanics.
Revising Business Messages Revising business message includes avoiding-
Flabby expression rather using concise wording.

1. Avoid Flabby expression 8. Avoid Redundant words

2. Avoid Wordy prepositional 9. Avoid Jargon
phrases
3. Avoid Long lead-ins 10. Avoid Slang
4. Avoid Outdated Expressions 11. Avoid Clichés
5. Avoid Needless adverbs [Link] Precise verbs
6. Avoid Fillers 13. Use Concrete nouns
7. Avoid Repetitious words 14. Use Vivid adjectives
Concise Wording Revise your messages to eliminate flabby expressions.

Flabby Expressions Concise Flabby Expressions Flabby Expressions Co

wording wo

At a later date Later Despite the fact Though

that
At this point in time Now Due to the fact that Because, since
Afford an Allow Feel free to Please
opportunity
Are of the opinion Believe, think Fully cognizant of Aware of
that that
At the present time Now, presently In addition to the also
above
 During the time While
Designing Documents for Readability
Employ white space.:
• Headings
• Short paragraphs
• Ragged-right margins

Choose appropriate typefaces.

Serif typefaces have small features at ends of strokes. Useful for body text.
• Times New Roman
• Century
• Georgia
• Garamond
Sans serif typefaces are cleaner without features. Useful for headings, signs,
and noncontinuous reading material.
• Arial
• Tahoma
• Verdana
• Calibri
Use bulleted and numbered lists.
• Break up complex information into smaller
chunks.
• Use numbered lists for sequences.
• Use bulleted lists for items that don’t require
a certain order.
Use a numbered list for instructions.
Instead of this Try this
To clean the printer, you should do To clean the printer, do the
the following. First, you should following:
disconnect the power cord. Then 1. Disconnect the power cord.
you open the front cover, and the 2. Open the front cover.
printer area should be cleaned with 3. Clean the printer with a soft
a soft cloth. cloth.
Organize information with column headings.
Instead of this Try this
On April 3 we will be in Toledo, Date City Speaker
and the speaker is Troy Lee. On April 3 Toledo Troy Lee
May 20 we will be in Detroit, and May 20 Detroit Sue Wu
the speaker is Sue Wu.
Use letters to list items within sentences. Strive for parallelism.
Instead of this Try this
Our team constantly tries to Our team constantly tries to (a)
achieve our goals, customer service achieve our goals, (b) improve
must be improved, and our customer service, and (c) hit our
production targets must be met. production targets.

Use paragraph headings to improve organization and readability.

Instead of this Try this
The next topic is vacations. A new Vacations. A new vacation
vacation schedule will be available schedule will be available on May 1.
on May 1. Flextime. To assist employees, we
To assist employees, we will begin a will begin a flex schedule in the fall.
flex schedule in the fall.

CHAPTER 5
Components of E-Mail and 1. Subject Line 3. Body
Memos: 2. Opening 4. Closing

Subject Line
• Summarize message clearly and concisely.
• Avoid meaningless one-word headings, such as "Help" or
"Urgent."
Opening
• Frontload main idea immediately.
• Avoid reviewing background.
Body
 • Organize information and explanations logically.
• Cover just one topic.
• Use numbered and bulleted lists.
• Consider adding headings for visual impact.
Closing options
• End with action information, dates, and deadlines.
• Summarize the message.
• Provide a closing thought.
• Avoid overused expressions.

CHAPTER 6
Writing Plan for Request for Information or Action:
Opening→Body→Closing
• Ask the most important question first or express a polite command.
• Explain the request logically and courteously.
• Ask other questions if necessary.
• Request a specific action with an end date, if appropriate.
• Show appreciation.
Parts of a Business Letter
• The next four slides illustrate basic information on proper placement
and formatting of business letters.
• Remember to refer to Appendix A, Reference Guide to Document
Formats, for more details on this topic.
 CHAPTER 7
The Indirect Strategy: The indirect strategy allows you to prepare the
reader before delivering the bad news, thus softening the impact of the bad
news.
The Indirect Strategy consists of four main parts:
✓ Buffer: A device to reduce shock or pain. To buffer the pain of bad
news, begin with a neutral but meaningful statement that makes
the reader continue reading.
✓ Reasons: Without sound reasons for denying a request or refusing a
claim, a letter will fail, no matter how cleverly it is organized or
written.
 ✓ Bad news: Although we cannot prevent the disappointment that bad
news brings, we can reduce the pain somewhat by breaking the news
sensitively.
✓ Closing: After explaining the bad news sensitively, close the message
with a pleasant statement that promotes goodwill.
Cushioning Bad News: To reveal the bad news with sensitivity, apply the
following techniques:
1. Avoid the spotlight
2. Use a long sentence
3. Place the bad news in a subordinate clause.
4. Be clear but not overly graphic.
5. Imply the refusal.
6. Suggest a compromise or an alternative.
7. Use the passive voice.
Avoid the spotlight.
Put the bad news in the middle of a paragraph halfway through the
message.
Use a long sentence.
Don’t put the bad news in a short, simple sentence.
Place the bad news in a subordinate clause.
Although we have no opening for an individual with your qualifications at
this time, we are pleased that you thought of us when you started your job
search.
Although another candidate was hired, we appreciate your interest in
our organization and wish you every success in your job search.
Be clear but not overly graphic.
Instead of this Try this
Our investigation reveals that you Our investigation reveals that your
owe three creditors large sums and employment status and your
that you were fired from your last financial position are unstable at
job. this time.
Imply the refusal.
Instead of this Try this
We cannot contribute to your Although all our profits must be
charity this year. reinvested in our company this
year, we hope to be able to support
your future fund-raising activities.
 Suggest a compromise or an alternative.
Although the Shirt cannot be sold at the erroneously listed price of
$18, we can allow you to purchase this $218 item for only $118.
Consider using passive voice verbs.
Passive-voice verbs focus attention on actions rather than on
personalities. They are useful in being tactful.
Instead of this Try this
We cannot make a contribution A contribution cannot be made
at this time. at this time.

Consider using passive voice verbs.

Active voice Passive voice
I cannot allow you to return the Return of the DVD player is not
DVD player because…. allowed because….
Ryan checked the report, but he The report was checked, but the
missed the error. error was missed.

CHAPTER 9
 CHAPTER10
Business Proposals Definition: A proposal is a persuasive
document designed to motivate the reader to spend, make, or save
money.
Kinds
• Internal – May take the form of
justification/recommendation report
• External – Solicited (responding to RFP) or unsolicited
(prospecting for business)
• Formal – long, many parts
• Informal – shorter, six main parts
Formal Proposals
• Formal proposals include all the basic parts of informal
proposals but may have additional parts.
• Possible additional parts:
1. Copy of RFP
2. Letter or memo of transmittal
3. Abstract and/or executive summary
4. Title page
5. Table of contents
6. List of figures
7. Appendix
 CHAPTER13
The Parts of a Resume/CV
1. Main Heading
2. Career Objective
3. Summary of Qualifications
4. Education
5. Work Experience
6. Special Skills
7. Achievement, Awards, Activities
Writing a Customized, Persuasive Cover Letter
Opening→Body→Closing
• Address the letter to an individual by name.
• For advertised jobs, name the source; include job title, date, and
publication.
• If someone referred you, name that person.
• Show that your qualifications fit the job specifications, show your
knowledge of the reader’s business, or show that your special
talents will be assets to the company.
• Ask for an interview. Consider hooking the request to a statement
reviewing your strongest points.
• Make it easy to respond. Tell when and where you can be reached
(during office hours). Some recruiters prefer that you call them.