Modules 15 & 16

Module 15: Choosing the Right Word
Choosing the right words for business messages depends on context: the situation, purpose, audience, and words already used. Words need to be accurate to your meaning, appropriate for the situation, and familiar to the reader. Using the right word creates credibility and professionalism for the writer. Since most English words have two meanings, it is important to make sure that the reader is understanding the writer’s same meaning of the words used. When it comes to using jargon in messages, jargon should only be used if it’s essential. In job applications, it is OK and shows competence in the field. In other messages, essential jargon should be defined if you think the reader might not understand it. Having been in the military for 6 years, I became very accustomed to technical military jargon that has now use out in the professional business world. Finding “plain English” equivalent words always sounds more appropriate and familiar to the reader.

Module 16: Revising Sentences and Paragraphs
Revision should happen at least three times. The first, focus on content and clarity to expand, add, modify, and delete sentences and paragraphs. The second should focus on the structure of the message and changing the order of sentences and paragraphs to help the flow and promote reader benefits. The third revision should improve the style and tone of the sentences and paragraphs. Editing will be done later to check for grammatical corrections. Maintaining a businesslike but friendly level of formality is a good style for business writing. The style used in term paper writing will differ in business writing.
When revising sentences, six techniques can be used to help make the writing easy to read.
1. Use of active verbs
2. Use verbs to carry the weight
3. Make the writing tight
a) Eliminate words that say nothing
b) Use gerunds and infinitives to makes sentences shorter and smoother
c) Combine sentences to eliminate unnecessary words.
d) Make the subject and verb the meaning of the sentence to eliminate words
4. Have varying sentence lengths and structure
5. Use parallel structure
6. Place readers in the sentences – “you-attitude”
Topic sentences should begin a paragraph to form unity, or to stick with one idea or topic throughout the paragraph. Use transitions help guide the reader along between topics and paragraphs. Ultimately, the style used depends upon the organizational culture. Bosses may prefer other ways of writing, but if it seems unreasonable, ask if a more effective writing style can be used.