Module 15 it titled “Choosing the Right Word.” The module recommends using words that are accurate, appropriate, and familiar. Accurate words means using words that will convey the message the writer intended to say. Appropriate words will convey the attitude the writer wants and will fit well with the other words in the document. Only use technical jargon when it is essential and known to the reader. Avoid or eliminate all business jargon. Using the right words is part of the way the writer demonstrates that he is part of a community or organization. Using simple words will create a friendly image of yourself and your organization. When the words on the page do not say what you mean, then the reader has to work harder to figure out your meaning. Using the right words helps you to shape the audience’s response to what you say. There are exceptions to the general rule that “shorter is better.” Use a long word if it is the only word that expresses your meaning exactly, or a long word or phrase if it is more familiar than a short word. A long word is also acceptable if its connotations are more appropriate, or if the community or organization prefers it.
Module 16 is titled “Revising Sentences and Paragraphs.” One of the sections in the module is “What is good style?” Revising sentences and paragraphs can make the difference between a not-so-great document and a really effective paper or e-mail. Quality business and administrative writing sounds like a person having a conversation with another person. The style of writing that has traditionally been required for college essays and term papers is more formal than good business and administrative writing. Good speakers and good writers have several different styles they utilize depending on their audience. The text advised that a memo sent to your boss complaining about delays from a supplier would be informal and may even be chatty, but a letter to the supplier demanding better service will be more formal. It is recommended that you use a friendly, informal style for someone you have talked with. You want to avoid using contractions, slang, and even minor grammatical errors in documents to people you do not know. Give particular attention to your style when you have to write something that you are uncomfortable with. Especially to people you fear or when you must give bad news.
Module 16 advises that business writing normally demands standard grammar, but it also stated that there are exceptions such as promotional material, brochures, advertisements, sales, and fund raising letters may use fragments to gain the effect of speech. Always consider your audience and your purpose when writing. Try reading your draft to someone, and if the words sound stiff, then they will sound stiff to the reader. Then ask someone else to read your draft aloud and if they stumble in different areas, these may require attention to make your writing better. The text recommends using active verbs most of the time. The writer needs to use verbs to carry the weight of his sentence. Try to keep your subject and verb close together. Your writing may be considered wordy if the same idea can be expressed in fewer words. Eliminate words that say nothing, and combine sentences to help eliminate unnecessary words. Put the meaning of your sentence into the subject and verb to cut the number of words. This module suggested varying your sentence length and sentence structure. It also recommended using a long sentence to show how ideas are linked together, and to avoid a series of short choppy sentences. This also helps to reduce repetition.
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