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Use your browser's Find function to look for tips that apply to your particular situation.
Tools to help you include Bull's Eye Business Writing (a
self-paced workbook) and How To Improve Your Business Reading Skills (also on
CD-ROM)--all from Basic Learning Systems, Inc. 888-204-3600 * See our Web
site at http://www.basic-learning.com
| Tip # 181: Here is what a busy executive is thinking while
reading your resume: "The harsh reality is that no matter how much time and effort you put into writing your resume, it won't get a thorough reading the first time through. Initially, I'll scan it for 25 seconds. On the basis of that cursory review, I'll determine whether yours should hit the round file or merit more thoughtful reading -- perhaps three minutes' worth. Scanning is tougher for me if your resume is hard to read, poorly organized or weighs more than a pound. I like wide margins, clean type (at least 10 or 12 point), clear headings, a logical format, bold and italic typeface that helps guide my eye, and selective use of bullets calling attention to important points. (Remember, a bullet is an aggressive visual stunt which says, "Look here! Now!" Twenty bullets in a row dilute the effect.)" ********************************************************* The following sentences contain dangling constructions (a word, phrase or clause is not in the correct position). Please rewrite them correctly: 1. Before applying to graduate school, it is a good idea to master the art of writing essays. 2. Once in graduate school, it is wise to be on the lookout for dangling clauses. ********************************************************* This was last week's question: What's wrong with the following sentences? Correct and tell why the sentences are incorrect. 1. Whom shall we say referred us? 2. To who shall I deliver the message? 3. Mr. Jones, who I have never met, is in charge. Here are my suggestions: 1. Who shall we say referred us? (Change the sentence into "We shall say he/she referred us.") 2. To whom shall I deliver the message? (Change the sentence into "Shall I deliver the message to her/him?) 3. Mr. Jones, whom I have never met, is in charge. (Change the clause into "I have never met him.") If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip # 182: Try to use the exact word you want and to avoid vague words. For example: Vague: What is his angle on the Middle East crisis? Better: What are his ideas on the Middle East crisis? Vague: I do not get the solution. Better: I do not understand the solution. ********************************************************* I received this e-mail from Hrishi, and I would like your comments and suggestions regarding her question: Hi Gloria, Is it right to have any qualifier with a complimentary closing such as "Regards" like "Best Regards," "Warm Regards," etc in Business Communication? We have been mentioning it very clearly to most of our employees that in Business Communication we never use words like "Best" and "Warm." Thanks & Regards Hrishi ********************************************************* Here is last week's exercise: The following sentences contain dangling constructions (a word, phrase or clause is not in the correct position). Please rewrite them correctly: 1. Before applying to graduate school, it is a good idea to master the art of writing essays. 2. Once in graduate school, it is wise to be on the lookout for dangling clauses. Here are my suggestions: 1. Before applying to graduate school, you should master the art of writing essays. 2. Once in graduate school, you would be wise to be on the lookout for dangling clauses. If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip #183: Use a singular verb with collective nouns such as "management," "team," "group," "organization," and "audience." For example: The Task Force Team meets to discuss strategic planning every Tuesday morning. ********************************************************* Improve the following sentences by combining or shortening: 1. The book that she lent me was lengthy. It was boring. I wouldn't recommend it to anyone. There was nothing about the book that I enjoyed. 2. Mary is just one of those people who you can't really describe with words. ********************************************************* Last week's exercise was to give an answer to the following question: Is it right to have any qualifier with a complimentary closing such as "Regards" like "Best Regards," "Warm Regards," etc in Business Communication? I could not find "Regards" as a complimentary closing to a business letter in any reference books. However, I have received answers from people such as Roz Lazar, who uses it with clients she has done business with for many years, and here is another answer: Eleanore Whitaker wrote: Regarding the complimentary close issue discussed by Hrishi, I prefer to use either "Sincerely" or "Cordially" or "Regards". In using "Best Regards" or "Warm Regards", the qualifier sounds less professionally correct. But then, this is definitely true of the Salutation which begins every letter, i.e., "Dear Mr.". I have always felt a bit uncomfortable addressing a business contact in that fashion. It is clearly a term of endearment. Notwithstanding convention, however, I am unable to find a more business-like manner of salutation. Paul wrote: My suggestion in this matter is veer away from using best and warm regards when writing business letters. It drops the formality, which is an essential part of any business transaction. In my opinion, it shall only be used when writing missive for friends and close ones but never to formal correspondences. If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip # 184: Make sure the pronouns you are referring to in your sentences are clear. For example: Unclear: Whenever it rains, it always makes that funny noise. Clear: Whenever it rains, the furnace always makes that funny noise. ********************************************************* The following sentences contain ambiguous pronouns. Please rewrite the sentences to make the pronoun reference clear. 1. When Alice saw Marion, she told her that she was going to help her with the project. 2. I saw a clown and a monkey who had a small car filled with circus performers. ********************************************************* Last week's practice was: Improve the following sentences by combining or shortening: 1. The book that she lent me was lengthy. It was boring. I wouldn't recommend it to anyone. There was nothing about the book that I enjoyed. 2. Mary is just one of those people who you can't really describe with words. Here is a suggested correction from Steve Sorenson: 1. She lent me a long, boring book. I didn't enjoy it and wouldn't recommend it. 2. Mary is indescribable If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip #185: Quotation marks have three main functions:
to indicate the use of someone's exact words, to set off words and phrases for special emphasis, and to display the titles of literary and artistic works. ********************************************************* Thanks to Phyllis Middleton of the Washington Schools Risk Management Pool who wrote: "I need some info on when to and when not to use quotation marks (not including when you are quoting someone.) Some of the staff over use them, and it is making me crazy." Please correct these sentences from her staff, and tell why the quotation marks are not used correctly: 1. The chaperones did not understand what their "duties were" and thus did not attempt to stop the students from participating in this activity. 2. Remember, there are Washington State and Federal laws that prohibit the use of vans which are rated with a seating capacity for over 10 persons unless the van meets all of the "school bus regulations." ********************************************************* Here is last week's practice: The following sentences contain ambiguous pronouns. Please rewrite the sentences to make the pronoun reference clear. 1. When Alice saw Marion, she told her that she was going to help her with the project. 2. I saw a clown and a monkey who had a small car filled with circus performers. Here are my suggestions: 1. When Alice saw Marion, Marion told Alice she was going to help Alice with the project. 2. I saw a clown and his monkey, and the clown had a small car filled with circus performers. If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip #186: To improve your writing style, remove the word
"very" from your copy, and convert the adjective it modifies to a stronger adjective. For example: Eliminate: very large - Convert to: massive, huge, etc. Eliminate: very hot --- Convert to: scorching, sweltering ********************************************************* Which of these is correct and why? 1. He walked toward the conference room. 2. He walked towards the conference room. ********************************************************* Last week's practice: Thanks to Phyllis Middleton of the Washington Schools Risk Management Pool who wrote: "I need some info on when to and when not to use quotation marks (not including when you are quoting someone). Some of the staff over use them, and it is making me crazy." Please correct these sentences from her staff, and tell why the quotation marks are not used correctly: 1. The chaperones did not understand what their "duties were" and thus did not attempt to stop the students from participating in this activity. 2. Remember, there are Washington State and Federal laws that prohibit the use of vans which are rated with a seating capacity for over 10 persons unless the van meets all of the "school bus regulations." My suggestion: Neither of these sentences needed quotation marks because no emphasis was needed. Also, do not capitalize "federal." If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip #187: Eliminate words you do not need in sentences. For example: Do not write: advance plan Write: plan Do not write: take action Write: act Do not write: basically unaware of Write: did not know ********************************************************* I have a question from Christa Haala: "When is the appropriate time for an exclamation point and when is it being over-used? Should it be repeated more than once in a paragraph? I personally feel people over use it when they are writing, and I become agitated when I see it frequently being used." What is your opinion? ********************************************************* Last week's question was about whether to use "toward" or "towards." The answer is they are both correct. The difference is "towards" is preferred in Britain, while "toward" is used more often in the United States. If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip # 188: Be specific about what you want in the last
paragraph of a letter. Vague: We're hoping to hear from you soon. Specific: Please let us know you decision by December 7 so that we can meet your deadline. Vague: I am looking forward to seeing you again. Specific: If you are free for lunch on Friday, January 8, I would like to continue our discussion about the sales proposal. I will call you to confirm the date. ********************************************************* Please rewrite this sentence so it is clear and brief. "Should the supply of manuals sent you not be sufficient to meet your requirements, application should be made to this office for additional copies." ********************************************************* Last week's exercise was about a question from Christa Haala: "When is the appropriate time for an exclamation point and when is it being over-used? Should it be repeated more than once in a paragraph? I personally feel people over use it when they are writing, and I become agitated when I see it frequently being used." What is your opinion? Exclamation points are usually used to indicate the expression of strong feelings such as excitement, surprise, and indignation. In technical writing, the exclamation point is used in cautions and warnings. This punctuation mark can be used more than once in a sentence. Here is an example: The boss yelled, "Get in here!" Then Bob, according to Mary, "jumped like a kangaroo"! The exclamation point, as with any punctuation mark, can be overused. It also cannot make an argument more convincing or lend force to a weak statement. If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip # 189: When writing a resume, state the job you are
looking for clearly and at once. Say what led you to apply--a want ad, a recommendation from a friend, or the reputation of the firm. ********************************************************** Please place semicolons in the following sentences: 1. For a long time, women were considered inferior to men even now it is not an easy attitude to overcome. 2. Ask not what your country can do for you ask what you can do for your country. 3. Our power to understand truth is unlimited to seek it, limitless. ********************************************************** This was last week's exercise: Please rewrite this sentence so it is clear and brief. "Should the supply of manuals sent you not be sufficient to meet your requirements, application should be made to this office for additional copies." Here is my suggestion: For additional copies of these manuals, contact this office. If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
| Tip # 190: The shortest and most commonly used adjectives
are called articles. "A" and "an" are indefinite articles because they refer to any unspecified number such as "a pen," "an onion," "a secretary." The word "the" is a definite article because it refers to a specific member of a group or class: "the pen," "the error," "the refrigerator." ********************************************************* Place the article "a" or "an" in front of these nouns: 1. umbrella 2. university 3. radio 4. hour 5. human being ********************************************************** Last week's exercise: Please place semicolons in the following sentences: 1. For a long time, women were considered inferior to men even now it is not an easy attitude to overcome. 2. Ask not what your country can do for you ask what you can do for your country. 3. Our power to understand truth is unlimited to seek it, limitless. Answers: 1. For a long time, women were considered inferior to men; even now it is not and easy attitude to overcome. 2. Ask not what your country can do for you; ask what you can do for your country. 3. Our power to understand truth is unlimited; to seek it, limitless. If you would like to receive the FREE weekly tips by e-mail, contact tips@basic-learning.com and write "Sign Me Up" in the subject line. http://www.basic-learning.com |
Writing for Trade Publications | Active Voice | http://www.atozwriting.com
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