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Half-Truths about Style (3)
Half-Truth 3: ―Never Begin a Sentence with And or But.‖
• Beginning with and or also makes the idea that follows seem like an afterthought. OK when you want the effect of spontaneous speech. Otherwise, put the also in the middle of the sentence or use a transition such as furthermore or moreover.
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Technique 1: Use words that are accurate, appropriate, and familiar, continued
Complex
Simple
-reside -commence -enumerate -finalize -utilize
– Avoid contractions. – Spell out acronyms and abbreviations the first time they are used. – Avoid personal pronouns.
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Half-Truths about Style(1)
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Half-Truths about Style (6)
Half-Truth 5: ―Big Words Impress People.‖
• Most of the time, ―big words‖ just distance you from your audience and increase the risk of miscommunication. • If you do use big words, make sure you use them correctly; people who misuse words look foolish.
Non-jargon alternative
Enclosed is As you requested The date you need a response
Herewith
Omit
I acknowledge receipt of your Omit - start your response letter Undersigned
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Half-Truths about Style (2)
Half-Truth 2: ―Never Use I.‖ • Using I too often can make your writing sound self-centered or tentative. • Using I when referring to things you have done, said, or seen is both appropriate and smoother than phrases like this writer.
Half-Truth 1: ―Write as You Talk.‖ • ―Writing as we talk‖ can result in awkward, repetitive, and badly organized prose. • It’s OK to write as you talk to produce your first draft, but edit to create a good written style.
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Ten Techniques to Make Your Writing Easier to Read
The following slides identify ten techniques to make your writing easier to read. Different techniques will be used at different points in the writing process: • Techniques 1-2: As you choose words • Techniques 3-8: As you write and revise sentences • Techniques 9-10: As you write and revise paragraphs
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Technique 1: Use words that are accurate, appropriate, and familiar.
• Denotation: the literal, or dictionary meaning of a word • Connotation: the emotional associations of a word
Organizational Preferences for Style
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Business Style vs. TermPaper Style
Compared to the style usually used for term papers, good style in business and administrative writing is usually:
– less formal – more friendly – more personal
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Good Report Style
Good report style is more formal than the style used for letters and memos:
– Passive verbs are better
• To emphasize the object receiving action. • To provide coherence, repeating a word used in an earlier sentence. • To avoid assigning blame.
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Writing Skills
• • • • Basic principles Writing Skills for —— report resume
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Basic Principles of Writing
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Technique 3: Use active verbs most of the time.
Active verbs are better because they are shorter, clearer, and more interesting.
3
Making Your Writing Easy to Read
Good Style in Business and Administrative Writing Half-Truths about Style Building a Better Style Ten Ways to Make Your Writing Easier to Read Readability Formulas and Good Style
2013-8-7 writing 9
Half-Truths about Style (4)
Half-Truth 3: ―Never Begin a Sentence with And or But,‖
• But tells the reader that you are shifting gears and that the point which follows not only contrasts with but also is more important than the preceding idea. This is appropriate in many cases.
2013-8-7
-live -begin -list -finish, complete -use
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Technique 2: Use technical jargon sparingly; eliminate business jargon.
• Use a simpler term if it exists Example: instead of foot the column, use add the numbers in the column. – Be certain that technical jargon is used correctly.
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How to Build a Good Style (2)
• Read widely and write a lot. • Study revised sentences. • Use the techniques identified in this lecture to polish your style.
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Technique 3: Use active verbs most of the time, continued
Active: subject acts. • You receive these benefits. • The agencies will implement the program. • The customer ordered a video.