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Business Communications
Core Concepts

2. Ch. 4, Slide 1 © 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

3. Ch. 4, Slide 12
Tools for Success in
the 21st-Century Workplace
Anticipating and Profiling the Audience
Who is my primary reader or listener?
Personal and professional relationship?
What position is held in organization?
How much is known about topic?
Person’s education, beliefs, culture, attitudes?
Will reaction be neutral, positive, or negative?
Primary Audience
How is secondary audience different from primary?
Supply more background information?
Reshape message for secondary audience?
Secondary Audience
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

4. Ch. 4, Slide 13
Remember that receivers
will be thinking…
WIIFM(What’s in it for me?)
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

5. Ch. 4, Slide 18
8 Adaptive Expert Writing
Techniques
1. Spotlight audience benefits
NOT: The warranty begins right away.
BUT: The warranty starts working for you
immediately.
2. Develop the “you” view
NOT: We have created an account dashboard that
we love.
BUT: Your account dashboard gives you complete
control.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

6. Ch. 4, Slide 19
8 Adaptive Expert Writing
Techniques
4. Express ideas positively
NOT: We can’t ship until May 1.
BUT: We can ship on May 1.
3. Be conversational but professional
NOT: Your report was totally awesome!
BUT: Your report was well written.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

7. Ch. 4, Slide 20
8 Adaptive Expert Writing
Techniques
5. Be courteous
NOT: You must review the figures quickly.
BUT: Please review the figures quickly.
6. Employ bias-free language
NOT: Our office girls can do this for you.
BUT: Our office workers can do this for you.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

8. Ch. 4, Slide 21
8 Adaptive Expert Writing
Techniques
7. Prefer plain language and familiar words
NOT: The remuneration is…
BUT: The salary is…
8. Employ precise, vigorous words
NOT: to think about
BUT: to identify, diagnose, analyze,
probe, examine, or inspect
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

9. Ch. 4, Slide 22
Developing Reader Benefits and
the “You” View
Sender Focus Receiver Focus
We are requiring all staffers to
complete these forms in
compliance with company
policy.
Please complete these forms
so that you will be eligible for
health and dental benefits.
Because we need more space
for our new inventory, we are
having a two-for-one sale.
This two-for-one sale enables
you to buy a year’s supply of
supplies but pay only for six
months’ worth.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

10. Ch. 4, Slide 23
Developing Reader Benefits and
the “You” View
“I” and “We” View “You” View
We take pleasure in
announcing an agreement we
made with Dell to allow us to
offer discounted laptops in the
student store.
An agreement with Dell allows
you and other students to buy
discounted laptops at your
student store.
We are issuing a refund. You will receive a refund.
I have a few questions on
which I would like feedback.
Because your feedback is
important, please tell us your
thoughts.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

11. Ch. 4, Slide 24
Negative Expressions and Their
Hidden Messages
Negative Expression Hidden Message
You overlooked
You state that
You claim that
You are wrong
You do not understand
Your delay
You forgot to
You are careless
But I don’t believe you.
What were you thinking?
It’s probably untrue.
I am right.
You are not very bright.
You are at fault.
You failed to
Besides being inefficient, you are
stupid and careless.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

12. Ch. 4, Slide 25
Avoiding Biased Language
Biased Improved
A new lady manager was hired.
A nurse serves her patients.
Every student should bring his book.
Olivia Chen, a Chinese student, enrolled.
She is confined to a wheelchair.
A new manager was hired.
Nurses serve their patients.
Invite all employees and their spouses
(or partners)
All students should bring their books.
Olivia Chen enrolled.
She uses a wheelchair.
Invite all employees and their wives.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

13. Ch. 4, Slide 26
Prefer Familiar Words
Interrogate
Ambivalent
To question
Unsure, uncertain
Dour
Prowess
Gloomy, sullen
Superior ability
Unfamiliar Familiar
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

14. Ch. 5, Slide 1 © 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

15. Establish
time limits.
Define problem.
Set a goal, perhaps 100
ideas; focus on quality
rather than quantity.
Encourage
out-of-the
box thinking.
Require
participation.
Write ideas.
Organize and
classify ideas.
Ch. 5, Slide 6
Brainstorming and Brainwriting to Generate Ideas
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

16. Define the main topic (purpose of
message) in the title.
Divide the main topic into 3 to 5 major
components.
Break major component into exclusive
subpoints (no overlapping).
Use details, illustrations, and evidence
subpoints.
Ch. 5, Slide 9
Tips for Efficient Outlining
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distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

17. Use the Direct Strategy for
receptive audiences.
Use the Indirect Strategy for
unreceptive audiences.
Ch. 5, Slide 10
Organizing Ideas Into Strategies
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

18. Ch. 5, Slide 12
Tools for Success in
the 21st-Century Workplace
Achieve Variety With
Four Sentence Types
1. Simple Sentence
(one independent clause)
Jade just graduated.
2. Compound Sentence
Jade just graduated, and she applied for a job.
(two independent clauses)
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

19. Ch. 5, Slide 13
Achieve Variety With
Four Sentence Types
3. Complex (one independent and
one dependent clause)
Before she applied
for a job,
Jade prepared
a résumé.
4. Compound-
complex
Before she applied for a job, Jade prepared a
résumé; in addition, she posted a LinkedIn profile.
(two independent clauses
and one dependent clause)
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

20. Ch. 5, Slide 17
Prefer Short Sentences
8 words
15 words
19 words
28 words
100%
90%
80%
50%
Sentence Length Comprehension Rate
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

21. Active or
Passive
Ch. 5, Slide 22
Using Active and
Passive Voice Effectively
Use active-voice verbs for clear expression.
We lost money.
Money was lost (by us).
Use passive-voice verbs to
de-emphasize the performer
or to be tactful.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

22. Ch. 5, Slide 23
Use Active Voice for Directness,
Vigor, and Clarity
Indirect and Less Clear in
Passive Voice
Direct and More Clear
in Active Voice
A customer service blog was
started last year.
Rosario started a customer
service blog last year.
The economy is expected to
improve.
The government expects the
economy to improve.
Performance reviews were
completed.
The manager completed
performance reviews.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

23. Ch. 5, Slide 25
Use Parallelism to Achieve Balance
Lacks Parallelism Illustrates Parallelism
We focus on money– earning it,
investing it, and how to spend it.
We focus on money– earning it,
investing it, and spending it.
Applicants are interested in work
environment and how they can
advance their careers.
Applicants are interested in
work environment and career
advancement.
Our peanut butter
spread (a) is all
natural, (b) contains
no hydrogenated oil,
and (c) there’s no
need to stir.
Our peanut butter spread (a) is
all natural, (b) contains no
hydrogenated oil, and (c)
requires no stirring.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

24. Ch. 5, Slide 29
Drafting Effective Paragraphs
Arrange paragraphs in one of these plans:
Main sentence
followed by
supporting
sentences (best
for defining,
classifying,
illustrating, and
describing ideas)
Direct Plan
Limiting
sentences, main
sentence,
supporting
sentences (for
comparing and
contrasting)
Pivoting Plan
Supporting
sentences, main
sentences (for
describing
causes followed
by effects)
Indirect Plan
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

25. Ch. 5, Slide 30
Building Paragraph Coherence
To build paragraph coherence,
link ideas with one of these techniques:
Sustain the key idea by repeating a
key expression or a similar word
throughout a paragraph.
Dovetail sentences by connecting
the beginning of each new sentence
with a word from the end of the
previous sentence.
Use a pronoun in one sentence to
refer to a noun in the previous
sentence.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

26. Sustaining the Key Idea. Repeating a key expression or using a similar
one throughout a paragraph helps sustain a key idea. In the following
example, notice that the repetition of guest and VIP connects ideas.
Our philosophy holds that every customer is really a guest. All new employees
are trained to treat guests in our theme parks as VIPs. We take great pride in
respecting our guests. As VIPs, they are never told what they can or cannot do.
Dovetailing Sentences. Sentences are dovetailed when an idea at the
end of one connects with an idea at the beginning of the next.
Dovetailing sentences is especially helpful with dense, difficult topics
New hosts and hostesses learn about the theme park and its facilities. These facilities include
telephones, food services, bathrooms, and attractions, as well as the location of offices.
Knowledge of offices and the internal workings of the company is required of all staffers.

27. Including Pronouns. Familiar pronouns, such as we, they, he, she,
and it, help build continuity, as do demonstrative pronouns, such as
this, that, these, and those. These words confirm that something under
discussion is still being discussed.
However, be careful with such pronouns. They often need a noun with
them to make their meaning clear. In the following example, notice
how confusing the pronoun this would be if the word training were
omitted.
All new park employees receive a two-week orientation. They learn that every
staffer has a vital role in preparing for the show. This training includes how to
maintain enthusiasm.

28. Ch. 5, Slide 31
Transitional Expressions
Use transitional expressions to build coherence for special effects:
To Add or
Strengthen
To Show Cause and
Effect
To Suggest Control
additionally consequently by contrast
again as a result conversely
also for this reason on the contrary
likewise therefore on the other hand
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

29. Ch. 5, Slide 33
Drafting Effective Paragraphs
Compose short paragraphs.
If a topic can't be
covered in eight
or fewer printed
lines (not
sentences),
consider breaking
it up into smaller
segments.
Paragraphs
with eight or
fewer printed
lines are most
readable.
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.

30. Ch. 6, Slide 1 © 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Chapter 6: Revising Business Messages

31. Ch. 6, Slide 4
Revising for Conciseness
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Eliminate flabby expressions.
Flabby Concise
at this point in time now
due to the fact that because
in very few cases seldom
despite the fact that although
in the near future soon

32. Ch. 6, Slide 5
Revising for Conciseness
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Limit long lead-ins.
Wordy Concise
This is to let you know
that Monday is a holiday.
Monday is a holiday.
I am sending this e-mail to
announce that our internal
audit begins on January 5.
Our internal audit
begins on January 5.

33. Ch. 6, Slide 6
Revising for Conciseness
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Drop unnecessary there is/are and it is/was fillers.
Wordy Concise
There were more than 45
visitors who commented
on her blog.
More than 45 visitors
commented on her blog.
It was a hilarious animal
video that went viral.
A hilarious animal
video went viral.

34. Ch. 6, Slide 7
Revising for Conciseness
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Reject redundancies.
Redundant Concise
combined together combined
exact same exact or same
my personal opinion my opinion
refer back refer

35. In the case of General
Motors, the car company
was reorganized.
General Motors was
reorganized.
We are aware of the fact
that many managers need
assistance.
We know many
managers need
assistance.
Ch. 6, Slide 8
Revising for Conciseness
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Purge empty words.
Concise
When it arrived, I deposited
your check immediately.
I deposited your check
immediately.
Wordy
know

36. Instead
Last December glass barriers were installed at our
branch. There are tellers on one side and customers
on the other side. The barriers have air vents to be
able to allow us tellers to carry on communication
with our customers. Management thought that these
barriers that are bullet proof would prevent and stop
thieves from catapulting over the counter
Last December glass barriers were installed that
separated tellers and customers for security
purposes.

37. Ch. 6, Slide 12
Making Your Message Clear
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Keep it short and simple.
Wordy Concise
It would not be inadvisable
for you to affix your signature
at this point in time.
You should sign now.
Here are implements that
are necessary for the job to
be completed in a
satisfactory manner.
Here are tools to do
the job satisfactorily.

38. Ch. 6, Slide 13
Making Your Message Clear
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Dump trite business phrases.
Trite Improved
persuant to your request as you request
please do not hesitate to please
thanking you in advance thank you
enclosed please find enclosed

39. Ch. 6, Slide 14
Making Your Message Clear
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Drop clichés (worn phrases), slang
(informal words with extravagant
meanings), and business buzzwords.
Cliché, Slang, Buzzword Improved
Last but not least, we must
cut costs.
Finally, we must cut costs.
Hey, prof, what u think of my
killer paper?
Professor, what did you
think of my paper?
Our point man will
telephonically communicate our
relanguaged proposal to you.
Jake will call you with our
revised proposal.

40. Ch. 6, Slide 15
Making Your Message Clear
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Unbury verbs that are needlessly converted to wordy
noun expressions.
Buried Verbs Improved
give consideration to consider
reach a conclusion conclude
create a reduction in reduce
make a decision about decide
take action act

41. Ch. 6, Slide 16
Making Your Message Clear
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Control exuberance by using sparingly such words as very,
definitely, quite, totally, etc.
Excessive Exuberance Businesslike
We are actually very certain
that they totally agree with
our proposal.
We are certain that
they agree with our
proposal.
Jake was really extremely
sorry that he completely
forgot the meeting.
Jake was sorry that he
forgot the meeting.

42. Ch. 6, Slide 18
Tools for Success in
the 21st-Century Workplace
Enhancing Readability Through Document
Design
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Employ white space by
• Adding headings
• Including bulleted or numbered lists
• Using short sentences
• Writing short paragraphs
• Setting effective margins

43. Aligns text at left margin and creates
a ragged-right margin
Ch. 6, Slide 20
Tools for Success in
the 21st-Century Workplace
Enhancing Readability Through Document
Design
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Setting for Ragged-Right Margins
Ragged-right margins provide
more white space and improve
readability.
Result

44. Ch. 6, Slide 21
Tools for Success in
the 21st-Century Workplace
Enhancing Readability Through Document
Design
© 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Choose appropriate typefaces.
Consider sans serif (such as
Arial) for headings, signs, and
material that does not require
continuous reading.
Consider serif (such as Times
New Roman) for body font.
Notice that serif typefaces have
small features at the end of
strokes.

45. Ch. 6, Slide 22 © 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
For special effects consider:
CAPITALIZATION
SMALL CAPS
Boldface
Italics
Underline
Enhancing Readability Through Document
Design
Use 10- to 12-pt. font for most body text.

46. Ch. 6, Slide 23 © 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Enhancing Readability Through Document
Design
Use vertical lists or enumerated items to
improve comprehension.
 Numbered lists (1, 2, 3) for items that show a sequence
 Bulleted lists for items that do not show a chronology
Follow these steps:
1. Write a business plan.
2. Locate venture capital.
3. Prepare a feasibility study.
Consider the following:
• Environmental regulations
• Employee benefit plans
• Licensing requirements
Numbered List Bulleted List

47. Ch. 6, Slide 24 © 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Enhancing Readability Through Document
Design
Employ parallel (balanced) construction when
listing similar ideas.
Not Parallel Parallel
Good listeners do the
following:
• They usually stop talking.
• Distractions are removed.
• Questions may be asked
but they must be relevant.
Good listeners do the
following:
• Stop talking.
• Remove distractions.
• Ask relevant questions.

48. Ch. 6, Slide 25 © 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Enhancing Readability Through Document
Design
Add headings to enhance comprehension.

49. Ch. 6, Slide 26 © 2018 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in a license
distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Enhancing Readability Through Document
Design
Use category headings.
The company needs to focus attention in three key areas:
Attracting applicants. We must analyze where and how
we advertise for applicants, specifically, online job boards
and social media . . .
Interviewing applicants. We should consider adding a
simulated customer encounter to the process . . . .
Checking references. We'll find better candidates if we
contact all references, not just former employers.
Currently, the . . . .

50. Ch. 6, Slide 28
Proofreading to Catch Mistakes
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distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Spelling
Grammar
Punctuation
Names and
Numbers
Format
Careful proofreaders
check for problems
in

51. Ch. 6, Slide 30
How to Proofread Complex Documents
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distributed with a certain product or service or otherwise on a password-protected website or school-approved learning management system for classroom use.
Print a copy,
preferably double
spaced.
1
Allow adequate
time for careful
proofing.
3
Read the message at
least twice– once for
meaning and once for
grammar/mechanics.
5
Set it aside and
take a breather.2
Expect errors and
congratulate
yourself when you
find them.
4
Reduce your
reading speed and
focus on individual
words.
6

52. Ch. 6, Slide 37
Evaluate Your Writing
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Is it polished
and clear?
How successful
will this
message be?
Does it say
what you
want it to?
Will it achieve
your purpose?
How will you
know whether
it succeeds?