Business Communication Today

Fourteenth Edition, Global Edition

Chapter 6
Completing Business Messages

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Learning Objectives (1 of 2)
6.1 Discuss the value of careful revision, and describe the
tasks involved in evaluating your first drafts and the work
of other writers.
6.2 List four techniques you can use to improve the readability
of your messages.
6.3 Describe eight steps you can take to improve the clarity of
your writing, and give four tips on making your writing
more concise.

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Learning Objectives (2 of 2)
6.4 List four principles of effective design, and explain the role
of major design elements in document readability.
6.5 Explain the importance of proofreading and give eight tips
for successful proofreading.
6.6 Discuss the most important issues to consider when
distributing your messages.

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Revising Your Message: Evaluating the First
Draft
• LO 6.1 Discuss the value of careful revision, and describe
the tasks involved in evaluating your first drafts and the
work of other writers.

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Revising Based on Media and Content
• Informal Messages
• Digital Messages
• Complex Messages

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Evaluating Your Content, Organization
Style, and Tone (1 of 2)

Content Organization Tone

Clear and Order and Too Formal?
Accurate Emphasis
Relevant and Repetition and Too Casual?
Complete Grouping

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Evaluating Your Content, Organization
Style, and Tone (2 of 2)

Promote the Writer’s Support the Writer’s

Success Intent
Avoid Imposing Your Own Learn What the Writer
Style or Agenda Wanted to Accomplish

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Questions to Ask When Evaluating
Another’s Writing (1 of 2)
• What is the purpose of this document or message?
• Who is the target audience?
• What information does the audience need?
• Does the document provide this information in a well-
organized way?
• Does the writing demonstrate the “you” attitude toward the
audience?

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Questions to Ask When Evaluating
Another’s Writing (2 of 2)
• Is the tone of the writing appropriate for the audience?
• Can the readability be improved?
• Is the writing clear? If not, how can it be improved?
• Is the writing as concise as it could be?
• Does the design support the intended message?

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Revising to Improve Readability
• LO 6.2 List four techniques you can use to improve the
readability of your messages.

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Creating Readable Documents

Readability Skimmable
Indexes Documents
Words Key Ideas
Sentences Conclusions
Paragraphs Recommendations

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Varying Sentence Length
• Short
– Up to 15 Words
• Medium
– 15-25 Words
• Long
– Over 25 Words

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Keeping Paragraphs Short

100 Words or Fewer Maintain Clear Flow

Ease of Reading Don’t Go Overboard
Inviting to Reader Connect Ideas
Emphasize Key Ideas Divide Large Subject

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Using Lists to Clarify and Emphasize
• Set Off Important Ideas
– Series of words, names, or other items
• Simplify
– Break down complex subjects
• Highlight
– Sequences of ideas

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Adding Headings and Subheadings

Organization Attention Connection

Informative or Relates Main
Group Related
Descriptive and Subordinate
Paragraphs
Headings Ideas
Organize Grab Reader’s Increased
Lengthy Material Attention Understanding
Emphasize Key Visually Indicate
Readability
Ideas Shifts

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Editing for Clarity and Conciseness
• LO 6.3 Describe eight steps you can take to improve the
clarity of your writing, and give four tips on making your
writing more concise.

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Editing for Clarity (1 of 2)
• Break Up Overly Long Sentences
• Rewrite Hedging Sentences
• Impose Parallelism
• Correct Dangling Modifiers

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Editing for Clarity (2 of 2)
• Reword Long Noun Sequences
• Replace Camouflaged Verbs
• Clarify Sentence Structure
• Clarify Awkward References

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Editing for Conciseness
• Delete Unnecessary Words and Phrases
• Shorten Long Words and Phrases
• Eliminate Redundancies
• Rewrite

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Producing Your Message
• LO 6.4 List four principles of effective design, and explain
the role of major design elements in document readability.

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Designing for Readability
• Consistency
• Balance
• Restraint
• Detail

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Document Design Elements
• White Space
• Margins
• Justification
• Typefaces
• Type Styles

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Formatting Formal Letters and Memos

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Designing for Mobile Devices
• Think In Small Chunks
• Use White Space Generously
• Format Simply
• Experiment With Layouts

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Proofreading Your Message
• LO 6.5 Explain the importance of proofreading and give
eight tips for successful proofreading.

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Identifying Problems
• Language Errors
• Missing Material
• Design Errors
• Typographical Errors

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Careful Proofreading (1 of 2)
• Make Multiple Passes
• Use Perceptual Tricks
• Double-check High Priority Items
• Give Yourself Some Distance

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Careful Proofreading (2 of 2)
• Be Vigilant
• Stay Focused
• Review Complex Digital Documents on Paper
• Take Your Time

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Distributing Your Message
• LO 6.6 Discuss the most important issues to consider
when distributing your messages.

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Factors In Choosing a Distribution Method
• Cost
• Convenience
• Time
• Security and Privacy

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