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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 # 241: Do not write memos with too
many words; follow the lead of Abraham Lincoln. Look at how his words compare with others: Things We Have Read Number of words Gettysburg Address (Abraham Lincoln) 272 Bag of Lay's Potato Chips 401 IRA Form 1040 EZ 418 Average USA Today cover story 1,200 (Adapted from The Manager's Intelligence Report) ********************************************************* We receive over 100 emails per day. Without knowing if the sender is a student in a course or someone answering our weekly tips, it is difficult to know how to answer your email. If you are answering a weekly tip exercise, please identify the tip number in the subject line of your email. ***** Please shorten the following: As a recent graduate of Bigshot University with a degree in Biology, I am currently launching my career as an environmental campaigner in hopes of reversing global warming and ozone depletion on a world-wide bases. ********************************************************* Last week's exercise: Which is correct and why: "Hold on to your memories" or "Hold onto your memories"? ***** My comment: Use "on to" because the "onto" in the sentence is considered a "slang expression." ***** Mary Bing comments: "Hold on to your memories" is correct. It's a function word used to indicate the focus of some action. "Hold" is the action; the prepositional phrase "to your memories" being the focus of the action ***** Rita Green comments: "Hold on to your memories" is correct because the verb or action is "Hold on" to your memories. or "Hold onto your memories" is incorrect because one can not physically grab hold of memories. Things Yes, memories... NO. ********************************************************* "It takes a lot of things to prove you are smart, but only one thing to prove you are ignorant." (Don Herold, humorist) 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 #242: When you have two numbers
used as a compound adjective, write one as a number and the other as a word. For example: 3 two-lane highways two 12-foot driving lanes ********************************************************* Please choose the correct preposition for the following sentences: 1. You will have to account (to, for) Jim Smith for the loss of the book. 2. Happiness consists (on, in) wanting what you have, not wanting want you want. 3. Will you agree (for, to) their terms? (concur) ********************************************************* Last week's exercise: Please shorten the following: As a recent graduate of Bigshot University with a degree in Biology, I am currently launching my career as an environmental campaigner in hopes of reversing global warming and ozone depletion on a world-wide bases. ******* 1. Paul Martin suggests: As a graduate of Bigshot University with a degree in Biology, I am launching my career as an environmental campaigner to reverse global warming and ozone depletion. OR As a graduate of Bigshot University with a degree in Biology, I hope to reverse global warming and ozone depletion as an environmental campaigner. ****** 2. Edith Rice suggests: My campaign shall be the reversal of global warming and ozone depletion using the knowledge I gained completing a biology degree at Bigshot University. ****** 3. Laurie K. Thrasher suggests: As a biology graduate of Bigshot University, 2002, I am campaigning to reverse worldwide global warming and ozone depletion. ********************************************************* "Truce is better than friction." (Charles Herguth) 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 #243: When writing a proposal,
try to answer some questions: 1. How much time do you estimate the proposal will save? 2. How many people will it affect? 3. How will it affect these people? 4. How much will it cost to start vs. the potential savings? ********************************************************* What's wrong with the following headlines? Please rewrite them: 1. Squad Helps Dog Bite Victim 2. Jobless Rate Sores 3. Victims Say Tree Trimmer Takes Money, Then Leaves 4. Office Building Permits Plunge ********************************************************* Last week's exercise: Please choose the correct preposition for the following sentences: 1. You will have to account (to, for) Jim Smith for the loss of the book. 2. Happiness consists (on, in) wanting what you have, not wanting what you want. (notice my correction) 3. Will you agree (for, to) their terms? ****** Answers: 1. account to (someone) 2. consists in (exists in) 3. agree to (accept another person's plans) ******************************************** "A child's life is like a piece of paper on which every person leaves a mark." (Chinese proverb)
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| Tip #244: When writing persuasively,
do not refer to mysterious sources such as: "Leading experts will agree..." "A search of the literature indicates." "Several professors at major universities are said to believe.." ********************************************************* Please rewrite the sentences that require commas: 1. The deadline which was announced last month is March 30. 2. The deadline that we must meet is March 30. 3. The budgets that have been filed for the project have been approved. 4. The parts that will be replaced are the ones from Dysonic. ********************************************************* Last week's exercise: What's wrong with the following headlines? Please rewrite them: 1. Squad Helps Dog Bite Victim 2. Jobless Rate Sores 3. Victims Say Tree Trimmer Takes Money, Then Leaves 4. Office Building Permits Plunge ****** Adrivit Roy suggests: 1. Squad Helped Dog Bite Victim 2. Jobless Rate is Soaring 3. Victim Said Tree Trimmer Took Money, Then Left 4. Office Building's Permit Plunged ****** Margaret Collins suggests: 1. Squad Helps Victim of Dog Bite 2. Jobless Rate Soars 3. Victims Say Tree Trimmer Takes Money, Then Left 4. Plunge in number of Office Building Permits ****** Yossi David suggests: 1. Squad Helps Dog Bite Victim Squad Helps Dogbite Victim. I realize that dogbite is not a commonly accepted compound word, but I think I'd use it here since it removes the ambiguity from the headline without an awkward rewrite. Neither Dog Bite Victim Helped by Squad or Squad Helps Victim of Dog Bite works as well. 2. Jobless Rate Sores Jobless Rate Soars 3. Victims Say Tree Trimmer Takes Money, Then Leaves This one's cute. I'd leave (no pun intended) it alone. 4. Office Building Permits Plunge Aside from the obvious double meaning, this one has a nice ring to it. I can't think of a rewrite that would sound as good, especially in as few words. I suppose Office Building Permits Witheld or Reduction in Office Building Permits would kind of work. ********************************************************* "True friends are those who really know you but love you anyway." (Edna Buchanan) 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 #245: A new year's resolution for
writers could be to focus on these common pitfalls of writing: ˇ Lack of simplicity ˇ Use of passive voice ˇ Use of faulty grammar and punctuation ˇ Need to edit your copy ********************************************************* Change the passive sentences into active sentences: 1. The project was being managed by a director who had managerial experience and who had little technical experience. 2. Several issues were raised by our corporate lawyer following her analysis of our tax structure for the next two years. 3. This invoice was issued by the Accounting Department. ********************************************************* Last week's exercise: Please rewrite the sentences that require commas: 1. The deadline which was announced last month is March 30. 2. The deadline that we must meet is March 30. 3. The budgets that have been filed for the project have been approved. 4. The parts that will be replaced are the ones from Dysonic. ******* I suggest: Sentence #1 requires commas because the "which" clause is nonrestrictive (is not necessarily needed): The deadline, which was announced last month, is March 30. ******* I received several e-mail comments from V.J. concerning the "which vs. that" rule. There are other opinions about the this rule that V.J. has pointed out. I appreciate learning the newest rules, and I want to share them with you. Here are some of V.J.'s comments: I suggest you check out this Web site http://www.worldwidewords.org/articles/which.htm (among others) and The American HeritageŽ Book of English Usage; A Practical and Authoritative Guide to Contemporary English. 1996. As I said previously, traditional usage was more restrictive (although I have a friend who says the traditional "wisdom" was never correct). Modern style guides say that either relative pronoun can be used with restrictive clauses. "The Guide to Grammar and Writing," a Web site hosted by capital Community College in Hartford, Connecticut, also supports my point of view. WHICH VERSUS THAT The word which can be used to introduce both restrictive and nonrestrictive clauses, although] many writers use it exclusively to introduce nonrestrictive clauses; the word that can be used to introduce only restrictive clauses. ********************************************************* "What we see depends mainly on what we look for." (John Lubbock) 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 #246: These are tips for preparing an
electronic newsletter. (Source: Fort Lauderdale Sun Sentinel) ˇ Offer potential subscribers a choice between plain text and HTML format. ˇ Create a consistent subject line for your e-mail. ˇ Tailor content to what readers want. (Use surveys) ˇ Be creative. Do not use generic articles found on any web site. ˇ Write in active voice with a friendly style. ˇ Use bullets to highlight important points. ˇ Proofread for spelling, grammar, and clarity. ˇ Provide a way for readers to subscribe or unsubscribe. ˇ Ask readers to forward copies to friends. ********************************************************* Please correct the faulty punctuation errors in the following sentences: 1. The work was not entirely satisfactory. Which is why they cancelled the contract. 2. The issue was never presented to a jury. The case having been settled out of court. 3. The meeting was nearly unanimous in reaching a decision. Although those who disagreed were local in their opposition. ********************************************************* Last week's exercise: Change the passive sentences into active sentences: 1. The project was being managed by a director who had managerial experience and who had little technical experience. 2. Several issues were raised by our corporate lawyer following her analysis of our tax structure for the next two years. 3. This invoice was issued by the Accounting Department. ******* Answers: 1. A director, who had managerial experience and had little technical experience, managed the project. 2. Our corporate lawyer, following her analysis of our tax structure, raised several issues. 3. The Accounting Department issued this invoice. ******* R.T. Groce's comment: By the way, readers who want to improve skills in using the active voice should study the Wall Street Journal's "What's News" column every day. ********************************************************* "A still tongue makes no enemies." (Mexican proverb) 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 # 247: How do you package a
15-minute speech into a few sentences? You write a brief story about it. While writing, you will discover whether your speech has any point at all. (Adapted from American Speaker) ********************************************************* ******** Special Announcement: ******** I have been recommending a program called Stylewriter since August, and I know that many of my readers have gone to their web site. Unfortunately, they do not have a good tracking system, so I have not received credit for the number of sales I believe they have made as a result of this announcement. I am asking those of you who have purchased the StyleWriter program to let me know, and also give me your comments on the StyleWriter program. Thanks for your support. ********************************************************* I had a question from Gloria H. Please provide her with an answer: "There was an interesting discussion in my workgroup this morning regarding words ending in "er" vs. words ending in "or". Examples: seller, buyer, producer, trumpeter, lawyer, vs. director, investigator, mentor, investor, doctor. Maybe that would be a good discussion topic to throw out to your audience and see if anyone can come up with an explanation. We cannot come up with a logical explanation or common denominator why some words end one way and some the other. Can you explain? Or, would you mind posting and seeing what kind of response you receive? Thank you." Please put Tip #247 in the Subject of your reply. ********************************************************* Last week's practice: Please correct the faulty punctuation errors in the following sentences: 1. The work was not entirely satisfactory. Which is why they cancelled the contract. 2. The issue was never presented to a jury. The case having been settled out of court. 3. The meeting was nearly unanimous in reaching a decision. Although those who disagreed were vocal in their opposition. (Notice the word "local" should be "vocal." Never trust your spelling checker program.) ******* Suggestions: 1. The work was not entirely satisfactory, which is why they cancelled the contract. 2. The issue was never presented to a jury; the case having been settled out of court. 4. The meeting was nearly unanimous in reaching a decision, although those who disagreed were vocal in their opposition. ******** Deborah's suggestions: 1. They cancelled the contract because the work was not entirely satisfactory. 2. The case was settled out of court, so the issue was never presented to a jury. 3. {These two sentences are a bit confusing. I am sure when you refer to "meeting" you mean the attendees of the meeting. When you said "local" did you mean "vocal"? Ok, now I ask you, how can a meeting be unanimous in its vote, hmmm} Anyway, here is my correction for #3: The decision to agree was almost unanimous even though the minority who disagreed were vocal in their opposition. ****** P. Martin's comment: Is it correct to say that a meeting was unanimous? I would re-write it as, "The meeting resulted in a nearly unanimous decision, and those who disagreed were local in their opposition." (Good Point!!) ********************************************************* "Never confuse activity with results." Lou Gerstner, CEO of IBM 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 # 248: Fragments are sentences
without a subject and a verb. Don't: Because it was too difficult to reach the manager. (Fragment) Do #1: Because it was too difficult to reach the manager, Gloria decided to wait until Friday. Do #2: Gloria decided to wait until Friday because it was too difficult to reach the manager. ********************************************************* ******** Special Announcement: ******** I have been recommending a program called Stylewriter since August, and I know that many of my readers have gone to their web site. Unfortunately, they do not have a good tracking system, so I have not received credit for the number of sales I believe they have made as a result of this announcement. I am asking those of you who have purchased the StyleWriter program to let me know, and also give me your comments on the StyleWriter program. Thanks for your support. ********************************************************* Please answer T.S.'s question below: Tamara Simon asks, "When should "Firm", "the Firm", "our firm", etc., be capitalized? What about possessive and plural nouns as it relates to "the firm" e.g., The Firm's Los Angeles attorney, the Firm's attorneys, our firms, etc.?" ********************************************************* Last week's practice: I had a question from Gloria H. Please provide her with an answer: "There was an interesting discussion in my workgroup this morning regarding words ending in "er" vs. words ending in "or". Examples: seller, buyer, producer, trumpeter, lawyer, vs. director, investigator, mentor, investor, doctor. Maybe that would be a good discussion topic to throw out to your audience and see if anyone can come up with a logical explanation or common denominator why some words end one way and some the other (-er v/s -or). Can you explain? ***** Ashwin commented: I attempt to answer the questions. -er is the native (Old) English and common Germanic (Dutch, German, etc) suffix for agent (the doer, the nomen agentis). -or is the originally the Latin suffix for the same function. -or is mostly found in latinate words, i.e., words derived from Latin, either as emprunt or constructed in English using Latin elements (roots, prefixes and suffixes.) Examples: actor, doctor, investigator, professor, etc. -er is the general suffix for unlatinate words (anything not part of the above definition.) Sometimes, you also find -ar, -eur, and -eer. Examples: killer, seller, buyer, Englander, trainer, entertainer, experiencer, etc. There are however some historical "aberrations" to this pattern. Examples: wrongly -or: advisor, ... I can't recall the examples now. wrongly -er: motor, but promoter (motion, promotion) The rule for making an -or agent-noun is this: Get the -ion form. Remove -ion and add -or. Examples: seduce: seduction -> seductor destroy: destruction -> destructor (used in programming terminology) translate: translation -> translator When there is no acceptable -ion form, use the -er formation. Sometimes, the -er form is preferred, usually when the -ion form is longer Examples: adapt: adaptation -> adapter (there is also the exceptional 'adaptor', which is incongruous with the pattern) implement: implementation -> implementer (-or here is incorrect) revolve: revolution -> revolver produce: production -> producer consume: consumption -> consumer ****** Suzanne, Business Information Specialist, commented: In general, use -or for words of Latin origin. Latin-based words ending in sibilant -c(e) would use the -er suffix, as in "producer." ****** Chris Judge commented: If the verb ends in a "t" - e.g. "direct," "invest" - then add "or." If the verb ends with any other letter - e.g. "sing," "fly" - then add "er." The exception: words that end in a "t" and are nouns (or can be nouns) - e.g. trumpet, hat, paint, etc. - add "er". ********************************************************* "Eating words has never given me indigestion." (Winston Churchill) 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 # 249: Make sure your compositions: ˇ Contain the right message ˇ Are coherent ˇ Are easy to read ˇ Have variety ˇ Are positive ˇ Are concise ˇ Emphasize important points ˇ Use correct grammar, spelling, punctuation ********************************************************* Correct each sentence: 1. How quick he runs. 2. Neither Dan nor I are to follow. 3. Each of us were scheduled to take the test. 4. The coach, not the players, have been ill. 5. This phone call is for Jane and I. ********************************************************* Last week's exercise: Please answer T.S.'s question below: Tamara Simon asks, "When should "Firm", "the Firm", "our firm", etc., be capitalized? What about possessive and plural nouns as it relates to "the firm" e.g., The Firm's Los Angeles attorney, the Firm's attorneys, our firms, etc.?" ****** The following comments are from Linda Kleinschmidt of The WriteWatchman: Re your question about when to capitalize "firm," the simple answer is when the word is part of a title or is a proper noun by itself, capitalize it. Ex: Mr. Firm is a nice man; Quite Firm, Inc., is a new company; The Firm (movie title or proper name for an exercising program or a synonym for the CIA) 99% of the rest of the time, you will be safe not to capitalize the word. The only other exception is if the company you are working for likes to capitalize the casual reference to their company. Then, of course, do it. Always follow the style sheet of an organization. Re possession use: The determination here follows the normal possession rules: (1) add 's to the singular form: the firm's policy or the Firm's video program (2) add ' to the plural form to form plural possession: the firms' policies (note that using "policy" in this case would mean the more than one firm had the same policy; using "policies" indicates that several firms have several policies. The key is determining what you mean by the possessive form. One other use of the apostrophe would be the contraction use: This firm's going to succeed == This firm is going to succeed. Or The Firm's a great movie == The Firm (italicize this title) is a great movie. ********************************************************* "To swear off making mistakes is easy. All you have to do is swear off having ideas." (Leo Burnett) 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 # 250: Fragments: To continue
last week's discussion of fragments, I thank Linda Kleinschmidt from The WriteWatchman for her additional information. "A fragment is not simply a sentence without a subject and a verb. While that is a good basic definition and a place to start your editing, this presumption can also lead the writer astray. The practical truth can be quite different. Other constructions often appear as complete sentences when they structurally are not. 1) A fragment can be a dependent clause which has a subject and verb, but starts with a dependent or subordinate conjunction like "because" or "that" or "which" and thus requires further explanation. EX: Because I went to my office. 2) A fragment can be a phrase with words that look like verbs, but are not verbs, such as "walking" or "to eat." These constructions can be one of several types: a) gerunds - verb forms ending -ing which act as nouns: EX: working a lot; or examining the policy; b) participles which are present or past verb forms that really act as adjectives. EX: Having looked at every possibility or Seeing the basic problem; c) infinitives - which are the preposition "to" plus a verb. (by the way this structure is a fragment.) Infinitives can be both phrases and clauses; they can have action and take objects and even their own subjects. However, they are not complete sentences. EX: Wanting to finish the job or To complete the work easily; d) appositives are phrases which rename a noun. These phrases look and sound like a complete thought, but they are not sentences. EX: Mary, the best worker in the office. Finally, in some quarters, sentences that begin with coordinating conjunctions like "and", "but," "or," "so," and "for," are also considered fragments. Why? Because the use of such a conjunction at the start of sentence indicates the sentence is the second half of a compound sentence and thus should not stand alone. It needs its partner. EX: But I wanted to go to the meeting also. And... Let's do the work together. The secret to avoiding fragments is: Don't presume that because you have a subject and verb construction, you have a sentence. Look further at the entire structure to make sure you don't have a subordinate construction masquerading as a complete sentence or a verb form that is working in another capacity like a noun or an adjective." ********************************************************* We are proud to announce that Ohio State University has chosen our Bull's Eye Business Writing course as a required course for their Ohio Certified Public Manager Program. This Program is necessary to become an accredited member of the National Certified Public Manager Consortium (CPM). ********************************************************* Correct the following: 1. How will you be effected financially if the effect of downsizing means you will lose your job? 2. Harold and Sara were real good friends. 3. None of the coworkers offered his support. 4. The desk and the file cabinet sits in the corner. 5. Mary did good on the test she took yesterday. *********************************************************** Last week's exercise: Correct each sentence: 1. How quick he runs. 2. Neither Dan nor I are to follow. 3. Each of us were scheduled to take the test. 4. The coach, not the players, have been ill. 5. This phone call is for Jane and I. ***** Answers: 1. How quickly he runs. 2. Neither Dan nor I am to follow. 3. Each of us was scheduled to take the test. 4. The coach, not the players, has been ill. 5. This phone call is for Jane and me. *********************************************************** "A smile is contagious; be a carrier." 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 |
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