4. Developing Business Writing Techniques

You can improve your message by using mechanical emphasis, parallelism, voice, and well-placed descriptions.

One way to achieve emphasis is through mechanical devices.

Complete the following sentence.

used sparinglycan be an effective way to emphasize explanatory information.

You can also improve your messages through stylistic emphasis in sentence structure and word choice. Which of the following stylistic devices can be used to achieve emphasis? Check all that apply.

Position important ideas first or last in a sentence.

Use complex sentence patterns.

Use general terms.

Label descriptive modifiers.

Use vivid words.

In some cases it is necessary to de-emphasize an idea, such as bad news. Does the following selection emphasize or de-emphasize the bad news?

While we are unable to renew your contract for the upcoming year, we hope to have the position reposted once the funds are available.

Emphasize

De-emphasize

When you compose messages, you may use the active or passive voice to convey meaning. Most business messages use the active voice. Which of the following are instances when you would use the passive voice in a business message? Check all that apply.

To emphasize an action instead of the recipient of an action

To avoid beginning the sentence with it

To create confusion for your reader

To conceal the doer of an action

Does the following sentence use the active or passive voice?

The Lifetime Achievement Award was presented to Christina Balian.

Passive

Active

Parallel sentences are balanced and easy for readers to understand. Choose which sentence has the better parallel structure.

If you write well, speak well, and use good interpersonal skills, you will do well in this corporation.

If you write well, speak well, and are using good interpersonal skills, you will do well in this corporation.

Choose the best revision to the following sentence.

Teagan saw the recommendations flipping through the report.

Flipping through the report, Teagan saw the recommendations.

Teagan saw the recommendations, flipping through the report.

Effective business writers use various techniques to improve their messages. How could the following selection be improved?

Because of the snowstorm, the roads are closed and the trains arent running, the office will be closed today.

The problem in this ineffective selection is:

Passive voice

Not emphasizing important ideas

Sentence length/comprehension rate

Writers should use words carefully and construct sentences skillfully to emphasize main ideas and de-emphasize minor ideas.

Choose the best response

Which of the following emphasizes the main idea?

We have now successfully concluded our interview process and you have passed.

Congratulations! We would like to offer you the position of senior analyst.