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Prefer Short, Familiar Words: Constructing Clear Sentences and Paragraphs
Prefer Short, Familiar Words: Constructing Clear Sentences and Paragraphs
Chapter 4
Constructing Clear
Sentences and
Paragraphs
McGraw-Hill/Irwin Copyright © 2011 by The McGraw-Hill Companies, Inc. All rights reserved.
Using Shorter Sentences
• Too much information in one sentence clutter’s
thoughts and deters communication.
• Sentences should have readability.
• Readability – writer being able to communicate with
the average middle – level adult reader.
• Limit the sentence content. Two different types of
thoughts and ideas should be in two different
sentences.
• Rule: Question a sentence that has more than 16-18
words.
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However Do Remember!!
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How to Shorten & Simplify Sentences
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Example: Limit Sentence Content
DON’T
Many consumers have expressed dissatisfaction with the relatively
high prices of the new Japanese cars, but this has not prevented
large numbers of people from purchasing these cars and pushing
sales higher than many automotive experts had forecast, thus
firmly entrenching the Japanese cars in a large segment of the
automobile market.
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Example: Limit Sentence Content
DO
Many consumers have expressed dissatisfaction with the relatively
high prices of the new Japanese cars. However, this has not
prevented large numbers of people from purchasing these cars.
This pushed sales higher than what many automotive experts had
forecast. The Japanese cars have thus become entrenched in a
large segment of the automobile market.
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Economizing on Words
Cluttering Phrases Shorter Substitutions
1. Along the lines of 1. Like
2. At the present time 2. Currently/Now
3. For the reason that 3. Because/ Since
4. For the purpose of 4. For
5. With regard to 5. About
6. In the near future 6. Soon
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Economizing on Words
2. Surplus Words: Avoid words that add nothing to
sentence meaning.
He ordered desks that are of the executive type.
He ordered executive-types desk.
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Giving Sentences Unity
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Unrelated Ideas
Two or more ideas in one sentence is not
grammatically wrong, but they must have a reason
for being together.
The weather was unusually bad last month, and
sales of B&H products increased 12%.
Even though the weather was unusually bad last
month, sales of B&H products increased 12%.
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Excessive Details
Putting too much detail into one sentence tends to hide the
central thought. If the detail feels important then put it in a
separate sentence.
Our New York offices, considered plush in the 1990s but now
badly in need of renovation, as is the case with most offices
that have not been maintained and thus abandoned.
Considered plush in the 1990s, our New York offices have not
been maintained properly. As they badly need repair we have
abandoned them.
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Word Sentences Logically
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Word Sentences Logically
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Write Effective Sentences
Copyright
© 2014 by©McGraw-Hill
2010 Pearson Education
Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
International Chapter 5 - 18
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How to Make Paragraphs Coherent
Show coherence through repetition of key words:
• Before buying plants you should know which varieties
are adapted to your area. Adapted varieties usually
are sold by local nurseries.
• Preferably you should state the problem in writing.
Stating the problem this way is good for many reasons.
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How to Make Paragraphs Coherent
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How to Make Paragraphs Coherent
Show coherence through the use of transition words:
• The promotion failed for two reasons. First, we
had very little preparation time. Second, we were
extremely short of experienced salespeople.
• For three years we had no funds for maintaining
the equipment. As a result, we have suffered a
succession of breakdowns.
• They built the building on the site that had been
filled. Consequently, the foundation cracked.
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Craft Good Paragraphs (New Book)
Copyright
© 2014 by©McGraw-Hill
2010 Pearson Education
Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
International Chapter 5 - 22
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Topic sentence (New Book)
• In business writing the topic sentence is
generally explicit and is often the first
sentence in the paragraph.
• The topic sentence gives readers a summary of
the general idea that will be covered in the rest
of the paragraph.
• Ex: To get a refund, please supply us with the following
information. [The details of the necessary information will be
described in the rest of the paragraph.]
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Support Sentences (New Book)
• The topic sentence needs to be explained,
justified, or extended with one or more
support sentences.
• Ex- The medical products division has been troubled for many
years by public relations problems. Since 2014, the local
newspaper has published 15 articles that portray the division
in a negative light. We have been accused of everything from
mistreating laboratory animals to polluting the local
groundwater. Our facility has been described as a health
hazard. Our scientists are referred to as “Frankensteins,” and
our profits are considered “obscene.”
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Transitional elements (New Book)
1. Use connecting words. Use conjunctions such
as and, but, or, nevertheless, however, in
addition, and so on.
2. Echo a word or phrase from a previous
paragraph or sentence. “A system should be
established for monitoring inventory levels.
This system will provide . . . ”
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Transitional elements Cont..
3. Use a pronoun that refers to a noun used
previously. “Ms. Arthur is the leading candidate
for the president’s position. She has excellent
qualifications.”
4. Use words that are frequently paired. “The
machine has a minimum output of . . . Its
maximum output is . . . ”
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Paragraph Design
4-27