Chapter 6 Completing Business Messages Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 1Chapter 6 -

Learning Objectives 1.Revising and evaluating messages 2.Improving readability of messages 3.Improving clarity and conciseness 4.Understanding effective design 5.Proofreading business messages 6.Distributing your messages Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 2Chapter 6 -

Revising Your Message: Evaluating the First Draft Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 3Chapter 6 -

The Revision Process Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 4Chapter 6 - Content Organization Proper Tone

Evaluate, Edit, and Revise the Work of Others Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 5Chapter 6 - Writer’s Success Writer’s Intent

Summary of Discussion Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 6Chapter 6 -

Revising to Improve Readability Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 7Chapter 6 -

Sentence Length Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 8Chapter 6 - Up to 15 Words 15 – 25 Words Over 25 Words

Paragraph Length Appearance Readability Emphasis Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 9Chapter 6 -

Idea Sequence Visual Impact Complex Topics Main Points Skimming Readers Lists and Bullets Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 10Chapter 6 -

Headings and Subheadings Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 11Chapter 6 - Descriptive Informative Organization Attention Connection

Summary of Discussion Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 12Chapter 6 -

Editing for Clarity and Conciseness Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 13Chapter 6 -

Editing for Clarity Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 14Chapter 6 - Long Sentences Hedging Sentences Faulty Parallelism Dangling Modifiers

Noun Sequences Camouflaged Verbs Sentence Structure Awkward References Editing for Clarity Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 15Chapter 6 -

Edit for Conciseness Unneeded Words and Phrases Unneeded Words and Phrases Long Words or Phrases Long Words or Phrases Redundant Combinations Redundant Combinations “It is/There are” Starters “It is/There are” Starters Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 16Chapter 6 -

Revise with Technology Spell Checker Thesaurus Software Features Grammar Checker Style Checker Software Tools Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 17Chapter 6 -

Summary of Discussion Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 18Chapter 6 -

Producing Your Message Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 19Chapter 6 -

Design for Readability Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 20Chapter 6 - Consistency Balance Restraint Detail

Document Design Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 21Chapter 6 - White Space Margins Justification Typefaces Type Styles

Multimedia Documents Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 22Chapter 6 - Convey Information Engage Audiences Express Emotions Allow Personalization

Multimedia Design Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 23Chapter 6 - Required Skills Multimedia Tools Time and Cost Content Message Structure Compatibility

Production Technology Templates, themes, and style sheets Page setup features Column and paragraph formatting Numbered and bulleted lists Information in tables Pictures, textboxes, and objects Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 24Chapter 6 -

Formatting Business Letters Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 25Chapter 6 - Letterhead Stationery XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx Date Inside Address Salutation The Message Complimentary Close Signature Block

Formatting Memos Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 26Chapter 6 - XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Memo Title Headings The Message

Summary of Discussion Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 27Chapter 6 -

Proofreading Your Message Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 28Chapter 6 -

Careful Proofreading Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 29Chapter 6 - Multiple Passes Perceptual Tricks High-Priority Items Sufficient Distance

Careful Proofreading Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 30Chapter 6 - Vigilance Concentration Paper Documents Sufficient Time

Summary of Discussion Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 31Chapter 6 -

Distributing Your Message Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 32Chapter 6 -

Distributing Messages Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 33Chapter 6 - Cost Concerns Convenience Time Issues Security/Privacy

Summary of Discussion Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 34Chapter 6 -

Chapter 6 Completing Business Messages Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 35Chapter 6 -

Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 36Chapter 6 - All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.