3. Formal Research Methods for
Gathering Information
Search manually (books, magazines,
journals).
Access electronically (Internet,
databases, compact discs).
Go to the source (interviews, surveys,
questionnaires, focus groups).
Conduct scientific experiments (measure
variables using control groups).
4. Informal Research Methods
for Gathering Information
Look in organization
files.
Talk with your boss.
Interview the target
audience.
Conduct an informal
survey.
Brainstorm for ideas.
9. DIRECT
DIRECT
STRATEGY
STRATEGY
Saves reader’s time
Sets a proper frame of
mind
Prevents frustration
Appears businesslike
Advantages
Advantages
INDIRECT
INDIRECT
STRATEGY
STRATEGY
Respects feelings of audience
Encourages a fair hearing
Minimizes a negative reaction
10. DIRECT
DIRECT
STRATEGY
STRATEGY
Receiver is receptive
Receiver requires no
education about topic
Message is routine
Useful When
Useful When
INDIRECT
INDIRECT
STRATEGY
STRATEGY
Receiver may be upset
Receiver may be hostile
Receiver must be persuaded
or educated
Message is sensitive
12. Complete
Sentences
Clauses
Phrases
Clauses also have subjects and verbs.
Independent clauses can stand alone.
Dependent clauses rely on independent
clauses for their meaning.
dependent clause
independent clause
When you speak , you reveal yourself.
15. Avoid
sentence
fragments.
Avoid runon (fused)
sentences.
Fused Sentences
Two candidates applied only one was hired .
Revisions:
Two
Two
Two
candidates
candidates
candidates
applied.
applied;
applied,
Only one was hired.
only one was hired.
but only one was hired.
17. Revise the following to avoid
fragments, run-on sentences, and
comma-splices.
You can create a Webbased job portfolio it will
impress potential
employers.
You can create a Webbased job portfolio; it
will impress potential
employers.
Send a scannable
résumé. When you apply
for a job.
Send a scannable
résumé when you
apply for a job.
18. Revise the following to avoid
fragments, run-on sentences, and
comma-splices.
Although technical skills
are important.
Communication skills
are also in great
demand.
College used to be for
young people, however
many older students
now seek degrees.
Although technical skills
are important,
communication skills are
also in great demand.
College used to be for
young people; however,
many older students now
seek degrees.
19. Emphasis Through
Mechanics
Underlining:
Which of these methods do you prefer?
Italics and Boldface:
The use of boldface and italics captures the
reader’s attention.
All Caps:
Notice how EXPENSE-FREE stands out.
21. Which of these
other means of
achieving
mechanical
emphasis is/are
appropriate in
business
letters ?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
22. Which of these
other means of
achieving
mechanical
emphasis is/are
appropriate in
memos ?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
23. Which of these
other means of
achieving
mechanical
emphasis is/are
appropriate in
e-mail
messages ?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
24. Which of these
other means of
achieving
mechanical
emphasis is/are
appropriate in
reports ?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
25. Emphasis and Deemphasis
Through Style
To emphasize an idea
Use a vivid expression, such as in bug-free
software rather than dependable software .
Label the idea with expressions such as
more importantly , the principal reason , or
the best alternative .
Put the important idea first or last in the
sentence.
Put the important idea in a simple sentence
or in an independent clause.
26. To deemphasize an idea
Use general, rather than specific, words
(some customers complained, rather than
125 customers complained).
Place the idea in a dependent clause
connected to an independent clause
containing a positive idea.
Although items cannot be returned for cash,
you will receive store credit for any returned
purchases.
27. Active- and
Passive-Voice Verbs
Active-voice verbs show the
subject performing the action.
Most major employers require drug testing.
(Active voice; the subject is acting)
Dr. Smith recommended Tina for the job.
(Active voice; the subject is acting)
28. In passive-voice sentences, the subject is
being acted upon. Passive-voice verbs
require helper verbs, such as is and was in
these examples:
Drug testing is required by most major employers.
(Passive voice; the subject is being acted upon)
Tina was recommended for the job by Dr. Smith.
(Passive voice; the subject is being acted upon)
29.
Use the active voice for most business
writing.
Use the passive voice to emphasize an
action or the recipient of the action–
rather than the actor ( Specialists were
hired; Laura was honored ) .
Use the passive voice to break bad
news ( Although your lease cannot be
renewed, we can offer . . . ) .
30. Convert the following sentences to
active voice. You may have to add a
subject.
Our membership
The president postponed
meeting was postponed our membership
by the president.
meeting.
The résumés of job
candidates are sorted
quickly by the software
program Resumix.
The software program
Resumix sorts résumés
of job candidates quickly.
31. Convert the following sentences to
active voice. You may have to add a
subject.
Computer paper was
ordered yesterday.
Rachel ordered
computer paper
yesterday.
Drug tests are required
of all new employees.
The company requires
drug tests for all new
employees.
32. Developing Parallelism
Parallel expression results from balanced
con-struction. Match nouns with nouns, verbs
with verbs, phrases with phrases, and clauses
with clauses.
Poor
Training sessions
have been
stimulating and a
challenge
Parallel
Training sessions
have been
stimulating and a
challenging
(match ending of
verbs)
33. How could parallelism be improved in
the following sentence?
Our knowledge
management system
focuses on the
collecting, storage,
and sharing of best
practices.
Our knowledge
management system
focuses on the
collecting, storing,
and sharing of best
practices.
34. How could parallelism be improved in
the following sentence?
We are pleased to
recommend
Elizabeth because
she has sincerity,
she is reliable, and
she works with
diligence.
We are pleased to
recommend Elizabeth
because she is
sincere, reliable, and
diligent.
35. Dangling and
Misplaced Modifiers
For clarity, modifiers must
be close to the words they
describe or limit. Be
particularly careful to place
a logical subject immediately
after an introductory verbal
phrase.
37. Revise the following sentence to correct any
misplaced modifiers. Retain the introductory
phrase.
To be hired, two years
of experience is
required.
To be hired, one must
have two years of
experience.
Dipped in butter, you
can really enjoy a fine
lobster.
Dipped in butter, a fine
lobster can truly be
enjoyed.
38. Revise the following sentence to correct any
misplaced modifiers. Retain the introductory
phrase.
By advertising
extensively, all open
jobs were filled quickly.
By advertising
extensively, we filled all
open jobs quickly.
After leaving the office,
Jeff's car would not
start.
After leaving the office,
Jeff could not start his
car.
39. Revise the following sentence to correct
any misplaced modifiers.
To receive an
The sentence is
employment form, fill correct as it stands.
out this application. “You” is the
understood subject of
(Tricky!)
a command.
40. Three Ways to Achieve
Paragraph Coherence
To help guide your reader or listener from
one thought to another, develop coherence
by using one of these devices:
Repeat a key idea or key word(s).
Next month we plan to launch a promotion
for our new Web site. The promotion will
involve newspaper and TV campaigns.
41.
Use a pronoun.
Considerable interest is now
being shown in our extended
certificates of deposit. They
are more profitable when left
on deposit for long periods of
time.
42.
Use an appropriate transitional
expression.
Time Association
before, after
first, second
meanwhile
next
until
when, whenever
45. Composing the First Draft
Complete all necessary research.
Find a quiet place to concentrate and work.
Prohibit calls, visitors, and interruptions.
Organize information using an outline.
Decide whether to sprint write (get your
thoughts down quickly and revise later) or
revise as you go.
Imagine you are talking to a reader or
listener.
