CHAPTER 4 Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preparing Written Messages

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 1Apply techniques for developing effective sentences and unified and coherent paragraphs. 2Prepare visually appealing documents that grab the receiver’s attention and increase comprehension. 3Identify factors affecting readability and revise messages to improve readability. 4Revise and proofread a message for content, organization, style, and tone; mechanics; and format and layout.

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Process for Planning and Preparing Spoken and Written Messages

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Step 6: Prepare the First Draft ● Craft _________ sentences ─ Use correct sentence _________ ─ Rely on ______ voice ─ __________ important ideas ● Develop _________ paragraphs ─ Position _____ sentences appropriately ─ Link ideas to achieve __________ ─ Keep paragraphs _______ ─ Vary sentence and paragraph ______ powerful structure active Emphasize coherent topic coherence length unified

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Visual Enhancements Improve Readability

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Using Bulky vs. Broken Text

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Before and After Examples COURTESY OF NATIONAL HIGHWAY TRAFFIC SAFETY ADMINISTRATION.

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Factors Affecting Readability ● “Difficult” words Three or more syllable words Does not include compound words, proper nouns, or words in which a suffix adds a syllable ● Sentence length and structure Passive voice Desirable readability index for business writing: Grade 8–11

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Dear Mr. and Mrs. Lee: 1 With interest rates at their lowest level in 20 years, you chose a good time to buy your first house. 2 Choosing a fixed mortgage rate allowed you to “lock in” your 6 percent interest rate, protecting you from potential increases in interest rates before your closing. 3 Had you selected a variable rate mortgage, you could have taken advantage of the recent drop in interest rates. 4 However, you would have been subject to later increases in interest rates. 5 If interest rates continue to decline, you may want to consider refinancing your fixed- rate mortgage. 6 Refinancing is typically cost effective when interest rates are 1 percent below your current mortgage rate. 7 Mr. and Mrs. Lee, we are glad to have been of service in your recent home purchase. 8 Please call me if you need information about other financing needs. Calculating Readability

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. No. of words: 138 No. of sentences: 8 Average sentence length: (138 ÷ 8 = 17) = 17 No. of difficult words: 16 Percentage of difficult words: (16 ÷ 138 = 11.6) = 11.6 Average sentence length Percentage difficult words x 0.4 (constant) Readability level 11.4 Calculating Readability (cont.)

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Step 7: Revise for Style and Tone Curb clichés and eliminate profanity Use simple, informal words Communicate concisely Project a positive, tactful tone Avoid demeaning expressions Use euphemisms and connotative tone cautiously Use specific language appropriately Use bias-free language

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Curbing Clichés ClichéImproved Right as rainI am feeling good. Ships that pass in the night We are working different schedules. Up the creek without a paddle He is having trouble with his work. Salt of the earthThis employee can be counted on to do a job right.

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Using Simple, Informal Words Formal WordsInformal Words terminateend procureget remuneratepay corroboratesupport

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Writing Concisely ● Eliminate redundancies ● Use active voice ● Include only relevant details ● Eliminate clichés ● Do not restate ideas ● Use compound adjectives

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Using Bias-Free Language ● Avoid specific gender reference in stereotyped roles ● Use appropriate occupational titles ● Avoid gender-biased expressions ● Avoid racial, ethnic, age, and disability bias in language

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Proofreading Procedures Use spell check to locate simple keying errors and repeated words Proofread on-screen twice: (1) content, organization, style, and (2) mechanical errors Proofread in print preview mode for format and layout errors Print a draft copy and proofread nonroutine and complex documents Print on high-quality paper 5