, construction of clear sentences and paragraphs , using short sentences , economizing on words , surplus words , determining emphasis in sentence design , excessive details , illogical constructions , leaving out unnecessary detail

1. Construction of clear sentences and paragraphs

2. Importance of adaptation
• Choosing the right word for communication
• Arranging these word into clear sentences to make clear and easy to
read paragraph
• Delivering your contents in easy-to-digest chunks is one of your most
powerful strategies for engaging and informing your busy buyer
• Byers are busy in most of the case. so, you need to deliver the
message in simple form to make it easy-to-understand.

3. Sentence designing
• Effective sentence writing involves grouping and ordering the
information
• You may not know all the sentence constructing elements by name
still you can make good use of it
• Bill jones is a drill press operator. He has been appointed by allied
manufacturing. He has been employed to the company for last 15
years. He is retiring. He is retiring on June 15
• Bill jones, a drill press operator who has been with allied company for 15
years, will be retiring on June 15
• Bill Jones will be retiring on June15. he has been a drill press operator with
Allied company for last 15 years

4. Using short sentences
• Your readers are busy. Write efficient sentences will save their time
and effort
• Short sentences communicate better because of mind limitations
• Not more than 16 to 18 word for mid-level readers
• Avoid excessive use of short sentences

5. Shortening sentences
1. Limiting sentence content
• Use more than one simple sentence rather than a long and hazy complex one
Long and hard to understand Short and easy to understand
This paper is being distributed
with enrollment conformation
sheets, which will be used as a
final check of the registration
of the students.
This paper is being distributed
with enrollment conformation
sheets. This sheets will serve
now as a final check on
students registration.

6. 2. Economizing on words
• Using fewer word if possible
a. Cluttering phrases
Cluttering phrases Simple and appropriate alternatives
In the event of payment is not made,
the operation will be stopped
If payment is not made, the operation
will be stopped
Inspire of the fact that they received
help, they failed to exceed the quota
Although they received help, they
failed to exceed the quota
At the present time Now
In very few cases Seldom
On the basis of by

7. b. Surplus words
• Eliminate the words that add nothing significant to the sentences
It will be noted the records for the past
year show a steady increase in special
appropriations
the records for the past year show a
steady increase in special appropriations
His performance was good enough to
enable him to qualify for the promotion
His performance was good enough to
qualify him for the promotion
There are four roles that should be
observed
Four roles should be observed
The Machines that were damaged by the
fire were repaired
The machines damaged by the fire were
repaired.

8. c. roundabout construction
• Not from the right angel
• Takes longer structure to express anything
The class is on the opinion that
CR is responsible
The class believes that the CR
is responsible
It is essential that income
should be used to retire the
debt
The income must be used to
retire the debt
He criticized every one he
came in contact with
He criticized everyone he met

9. e. Unnecessary repetition of word or idea (redundancy)
We must assemble together at
11 am
We must assemble at 11 am
Our new model is taller in
length than the older one
Our new model is taller than
the older one
If you are not satisfied return it
back to us
If you are not satisfied return it
to us

10. Determining emphasis in sentence design
• Give every item its due emphasis
• Conclusion of a written report
• Subject of an email
• Objective of a message
• Short sentences emphasis contents
• A sentence containing two or more idea will share the emphasis
• (=) The company lost money last year. The loss occurred in spite of record sales
• Although the company enjoyed recorded sales last year, it lost money
• The company enjoyed recorded sales last year, although it lost money

11. Give the sentence unity
• All the parts are together to form a single clear thought
• All the things put in a sentence should have a good reason for being
together
• Violation of unity can be derived by mainly 3 reasons
• Unrelated ideas
• Excessive detail
• Illogical construction

12. 1.Unrelated ideas
• Direct placement of unrelated ideas in a sentence violate the unity
• Mr. Jordan is our sales manager and he has a degree in law
to maintain unity there are 3 alternatives
• Put the ideas in separate sentences- Mr. Jordan is our sales manager. He has a degree in
law
• Make one idea subordinate- Mr. Jordan, our sales manager, has a degree in law
• Add word to show the relation of the ideas-
• Our production increased in January and our equipment is wearing out
• Even though our equipment is wearing out, our production increased in January

13. 2. Excessive details
• When the idea is crucial put it in a single sentence
• As stated earlier use short sentence that does not contain much ideas
Our new York office considered plush in
the 1990s, but now badly in need of
renovation, as is the case with most
offices that have not been maintained,
have been abandoned.
Considered plush in 1990s, our New York
offices have not been maintained
properly. As the badly need repair, we
abandoned them.

14. 3. Illogical constructions
• Caused from illogical thinking
• Active and passive voice in the same sentence can violate unity
• First we cut prices, and then quality was reduced
• First we cut prices, and then we reduced quality
• Because our salespeople are inexperienced caused us to miss our quota
• The inexperience of our salespeople caused us to miss our quota

15. Arranging sentence element for clarity
• Follow the grammar – free Wi-Fi / Wi-Fi free
• These rules are based on custom and logical relationships
• Dangling modifier can confuse meaning
• Believing that the price would drop, our purchasing agents were instructed
not to buy
• Believing that the price would drop, we instructed our purchasing agents not
to buy

16. Care in paragraph design
• It emphasis the arrangement of information in readers’ mind
• It involves logical thinking
• Following issues should be considered to deign a paragraph
1. Giving the paragraph unity-
• not more than one topic/ idea per paragraph
• Paragraph unity concerns a narrow topic
2. Keep the paragraph short- about eight lines per paragraph
3. Make good use of topic sentences(key sentence with focused idea)
• Topic sentence at first
• Topic sentence at last
• Topic sentence within the paragraph

17. Leaving out unnecessary detail
• Cut the information not necessary for the delivered idea
• Whatever what to include is a matter of judgement
• put yourself at reader’s place to judge

18. Making paragraph coherent
• Clear relationship of the parts
• Presenting information in logical order to maintain coherence
• Moreover various techniques are required to tie the information together
• Repetition of key words- as he is a knowledgeable person, everyone obey his suggestion. I
surely obey the idea he shared with us last day.
• Use of pronouns- this, that, those, these
• Ever since the introduction of our Model V9 three years ago, consumers have suggested only
one possible improvement- voice controls. During all this time, making this improvement has
been the objective of our R&D department.
• Transitional words
• In addition, besides, however, likewise, thus, therefore, for example, also, ordering words like
first, second etc.
• These words bridge thoughts and gives the idea what has been said and what will be said
next
• Do not use transitional word arbitrarily

19. Summary of the chapter
• Adaptability to make the writing understandable to the reader
• Use short sentences specially to communicate people with low
reading ability
• Give the deserving emphasis to every item you communicate
• Achieve unity and clarity in writing
• Design paragraph for clear communication