Bài giảng Business Communication - Chapter 4 Constructing Clear Sentences and Paragraphs

Chapter 4Constructing Clear Sentences and Paragraphs© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. Chapter Overview Limit sentence contentEconomize on wordsDetermine emphasis in sentence designGive the sentences unityWord sentences logicallyLimit Sentence ContentMany consumers have expressed dissatisfaction with the relatively high prices of the new Japanese cars, but this has not prevented large numbers of people from purchasing these cars and pushing sales higher than many automotive experts had forecast, thus firmly entrenching the Japanese cars in a large segment of the automobile market.DON’TLimit Sentence ContentMany consumers have expressed dissatisfaction with the relatively high prices of the new Japanese cars. However, this has not prevented large numbers of people from purchasing these cars and pushing sales higher than many automotive experts had forecast. The Japanese cars have thus become entrenched in a large segment of the automobile market.DOEconomize on Words (Eliminate Cluttering)Regardless of the fact that sales increased, profits continue to decline.Even though sales increased, profits continue to decline.Production will decrease next month due to the fact that we must retool for the next model.Production will decrease next fall because we must retool for the next model.In very few instances do the salespeople receive bonuses over the amount of $100.The salespeople seldom receive bonuses over $100.At all times the cash box is kept locked.The cash box is always kept locked.We have verified the charges to your account and find that the account balances on our books agree with the account balances on your books.We have verified the charges to your account and find that our records agree with yours.The manager repeatedly kept telling me over and over again.The manager repeatedly reminded me.This change will enable us to get started sooner than if we wait for a later date.This change will enable us to get started sooner.Economize on Words (Remove Repetition)Write sentences that give their contents proper emphasis.Short sentences stand out (an item standing alone gets emphasis).Long sentences de-emphasize content (the two or more items share emphasis).Manage Emphasis in SentencesGive the Sentences Unity The Passman shredder was the first manufactured, and we have had a Timmons since 1996.The Passman shredder was the first manufactured. We have had a Timmons since 1996.The weather was unusually bad last month, and sales of Drummond products increased 12 percent.Even though the weather was unusually bad last month, our sales of Drummond products increased 12 percent.Relate ideas logically: Give the Sentences UnityBoth hotels can guarantee the 250 rooms we will require, although the Marriott is new (since 2002) and its rooms are more modern and therefore more appealing, but the 69-year old Westgate is well preserved and comfortable.Both hotels can guarantee the 250 rooms we will require. The Marriott is new (since 2002), and its rooms are modern and, therefore, more appealing. The 69-year old Westgate, however, is well preserved and comfortable.Limit the details in each sentence:Word Sentences LogicallyWe cleared the site, and then the foundation was constructed.We cleared the site, and then we constructed the foundation.Because our inventories have decreased has increased our back orders.Our decrease in inventories has caused an increase in back orders.The price of this copier is inexpensive.The price of this copier is low.This copier is inexpensive.Give the paragraphs unity.Keep paragraphs short.Make good use of topic sentences.Leave out unnecessary detail.Make paragraphs coherent.Construction of Clear ParagraphsMake Good Use of Topic SentencesIn constructing a chart line, you should plot the item to be illustrated as a continuous line on a grid. On the grid, you should plot time on the horizontal axis (X-axis) and the value of the series on the vertical axis (Y-axis). You must create the scale values and time periods for the axis lines.You may also compare two or more series on the same line chart. In such a comparison, you should clearly distinguish the lines by color or form (dots, dashes, dots and dashes, and the like). You should clearly label them by a legend somewhere in the chart. But the number of series that you may compare on one chart is limited. As a practical rule, four or five series should be a maximum.Make Paragraphs CoherentBefore buying plants you should know which varieties are adapted to your area. Adapted varieties usually are sold by local nurseries.Preferably you should state the problem in writing. Stating the problem this way is good for many reasons.The order of your findings depends much on the plan you followed in your research. This research plan probably was the product of the preliminary analysis you made of your problem.Verbs contain the action in the sentence. As the action words, they give your writing energy and impact.Show coherence through repetition of key words:Transitional sentences are essential to good writing. They are the mortar that holds bricks of thought together.If you think Mr. James is most interested in the conclusion, begin with the conclusion. A direct beginning will permit him to make his decision without delay. If he has confidence in your work, he may not choose to read beyond this point.Show coherence through the use of pronouns:Make Paragraphs CoherentThe promotion failed for two reasons. First, we had very little preparation time. Second, we were extremely short of experienced salespeople.For three years we had no funds for maintaining the equipment. As a result, we have suffered a succession of breakdowns.After the incident, we installed two additional video cameras. Nevertheless, theft losses continued to increase.They built the building on the site that had been filled. Consequently, the foundation cracked.Show coherence through the use of transition words:Make Paragraphs Coherent