Chapter 6: Revising Business Messages

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Revising Tips
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-Eliminate flabby expressions -Limit long lead-ins (unnecessary introductory words) -Drop unnecessary opening fillers -Replace redundancies (expressions that repeat meaning or include unnecessary words) -Purge empty words -Keep it simple by avoiding indirect, pompous language -Dump trite “business” phrases (worn-out expressions) -Drop cliches -Drop Slang -Unbury verbs that are needlessly converted to wordy noun expressions -Control exuberance
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Designing documents for readability
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-Enhance white space by **Adding headlines **Including bulleted or numbered lists **Using short sentences **Writing short paragraph **Setting effective margins -Use 1 to 1 1/2 inch margins -Setting for ragged-right margins -Choose appropriate typefaces -Use 10-12 pt font -Use vertical lists or enumerated items within sentences within sentences to improve comprehension -Use parallel construction by expressing similar ideas in balanced, matching constuctions -Use numbered lists to show a sequence -Use bulleted lists to highlight without necessarily showing a sequence -Add headings for quick comprehension -Types of headings to consider **Main headings **Subheadings **Category headings
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What to watch for in proofreading
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-Names and Numbers -Format -Spelling -Grammar -Punctuation
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How to proofread routine documents
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-For reading messages on screen **Use the down arrow to reveal one line at a time **Read from a printed copy, to be safer -In general **Look for typos, misspellings, and easily confused words **Study the document for inconsistencies and ambiguous expressions **Look for factual errors
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How to proofread complex documents
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_Print a copy, preferably double spaced -set it aside and take a breather – allow adequate time for careful proofing -expect errors and congratulate yourself when you can find them -read the message at least time- once for meaning and once for grammar and mechanics -reduce your reading and focus on the individual words
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Evaluating a Business Message
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Circular Did you encourage feedback so that you will know its success? -> How successful will this communication be? -> Does the message say what you want it to say?

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