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Revising Business Messages

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on 2 October 2013

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Transcript of Revising Business Messages

Revising Business Messages
Phase 3 of the Writing Process
Revising, Proofreading, & Editing
Revising for Conciseness
Eliminate Flabby Expressions
Limiting Long Lead-Ins
Dropping Unnecessary there is/are Fillers
Reject Redundancies
Purge Empty Words
Flabby Expressions
Limiting Long Lead-In
"Due to Jimmy Page's drug addiction, John Bonham's death, John Paul Jones can not stop scratching himself due to an infection, and Robert Plant spontaneously combusted the Led Zeppelin tour is canceled until further notice."
"The Led Zeppelin tour is canceled until further notice."
Rejecting Redundancies
Purging Empty Words
Revising for Clarity
Keep it Short and Simple
Dumping Trite Business Phrases
Dropping Cliches and Slang
Unburying Verbs
Controlling Exuberance
Keep it Short and Simple (KISS)
Dump Trite Business Phrases
Dropping Cliches and Slang
Unburying Verbs
Controlling Exuberance
We very definitely agree that controlling exuberance is a extremely complex, is totally necessary yet vital tool to actually have in the business workplace.
As per your request, enclosed you will find in receipt of a bill for $5000 with reference to our disposing of evidence.. Every effort will be made to collect this bill. Thank you in advance for paying.
Design Documents for Readability
Employ White Space
Understand Margins and text Alignment
Choosing Appropriate Typefaces
Capitalizing on Type Fonts and Sizes
Numbering and Bulleting Lists for Quick Comprehension
Add Headings for Visual Impact
Use White Space
Do not use too much though
Margins and Text Alignment
These days, MS Word handles most of this for us. Except one major error.
Choosing Appropriate Typefaces
Serif typefaces suggest tradition, maturity, and formality.
Sans serif type faces are widely used for heading, signs, may seem cold and less accessible.
Less formal messages or special decorative effects, you may choose a "happy" font. However if you choose comic sans, people will hate you.
Capitalize on Type Fonts and Sizes
Font styles are a useful way to add emphasis to your words.
Bold is useful for headings
Underlining and Italics are useful for calling attention to important terms and points. Also useful in a heading, but in a formal document, it is not professional.
Numbering and Bulleting Lists for Comprehension
Numbered lists: Items in a sequence
Bulleted lists: Highlight items that don't show chronology.

Adding Headings for Visual Impact
Effective for highlighting information, and grouping similar information together.

Think of an activities fair, how many groups did you ignore because they failed to have an eye catching title of who they were?
• Ice
• 6 ounces light rum
• 12 mint sprigs, or spearmint, 8 roughly broken apart
• 6 tablespoons fresh lime juice
• 4 tablespoons sugar
• Club soda
• 4 slices lime


Place ice in beverage shaker then add in the rum, 8 broken up mint sprigs, lime juice and sugar.
Shake well and serve over ice in a high ball glass. Top off each glass with a splash of club soda.

Garnish each with a slice of lime and a sprig of mint.

Read more at: http://www.foodnetwork.com/recipes/alex-garcia/mojito-recipe/index.html?oc=linkback

What to watch for in Proofreading
How to Proofread Routine Documents
How to Proofread Complex Documents
What to Watch for
Grammar, because you do want to sound educated.
Names and Numbers
How to Proofread Documents
A standard writing program should have the power to fix most errors in a document.

Routine documents should take a light amount of proofreading.

With complex documents:
Make sure to allow adequate time. This is the most common excuse with sloppy documents
Reduce reading speed
Peer Review!

Complete Business messages by revising for conciseness.
Improve Clarity
Enhance Readability
Bullet points
Recognize proofreading problem areas
Evaluate messages to judge its success
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