Chapter 6

Completing Business Messages

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The Revision Process

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•Content

•Organization

•Proper Tone

Sentence Length

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•Up to 15 Words

•15 – 25 Words

•Over 25 Words

Paragraph Length•Appearance

•Readability

•Emphasis

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Idea Sequence

Visual Impact

Complex Topics

Main Points

Skimming

Readers

Lists and Bullets

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Edit for Conciseness

Unneeded Wordsand Phrases

Long Wordsor Phrases

RedundantCombinations

“It is/There are”Starters

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Revise with Technology

Spell Checker

Thesaurus

Software Features

Grammar Checker

Style Checker

Software Tools

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Document Design

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•White Space•Margins•Justification•Typefaces•Type Styles

Production Technology

• Templates, themes, and style sheets• Page setup features• Column and paragraph formatting• Numbered and bulleted lists• Information in tables• Pictures, textboxes, and objects

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Formatting Business Letters

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Date Inside AddressSalutation

The Message

Complimentary CloseSignature

Block

Formatting Memos

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Memo Title

Headings

The Message

Careful Proofreading

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•Multiple Passes•Perceptual Tricks•High-Priority Items•Sufficient Distance

Careful Proofreading

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•Vigilance•Concentration•Paper Documents•Sufficient Time

Distributing Messages

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•Cost Concerns•Convenience•Time Issues•Security/Privacy

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