POWERPOINT PRESENTATION

BSBWRT411

Write complex documents

Finalise Complex
Document
3.1 Review Draft Text and Confirm Document Purpose and
Requirements are Met
Preparing your text is the last step in creating a complex document. This step involves
reviewing, editing, and revising your draft. All writers make final changes in their text before
submitting it for publishing or approval.
Reviewing your draft is one of the most important steps in writing your document. It allows you
to re-examine your work and make changes to improve its quality. It also helps you ensure that
your content is well-supported and clearly expressed.
 You may review your draft by following these steps:
• Identify your main point
• Evaluate your information and sources
• Check your draft’s content
• Check your grammar

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
 Identify your main point
The first step to reviewing your draft is to identify your main point.
• Check if your draft contains a thesis and that the information you provided supports your
main point
• Ensure to identify your main point because this is what your entire paper is going to be
about

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
 Evaluate your information and sources
This step is perhaps the most important step in reviewing your draft.
• Make sure to evaluate the information you presented in your document.
• See to it that your ideas connect to each other and connect to your thesis.
• See if there are ideas that do not fit in your text and delete them if necessary.
• Check if the sources you used are credible.
o If you have sources that are not that credible, you may want to consider looking for
information elsewhere.

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
 Check your draft’s content
Determine whether your draft’s content is suitable to your:
• Audience
• Purpose
• Format
• Structure

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
 Check your draft’s content
To review the structure of your draft, refer to the guide below:
• Ensure the division of your document into sections is appropriate and the titles useful.
• Are the elements of your document type in the right order?
• Are the sections and subsections in a logical order?
• Is the entire document clearly laid out and do the headings and sections relate?

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
 Check your draft’s content
To review the structure of your draft, refer to the guide below:
• Review the tables, illustrations, and graphics presented.
o Do they effectively present the key information in a logical order?

• To determine if the relationship between the paragraphs is effective and cohesive, read
each paragraph aloud.
o Is the relationship between one idea and the next clear to your audience?

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
 Check your grammar
Checking for grammatical errors is the last step in reviewing your draft.
While these errors are often avoidable, they could greatly affect the way your message is
conveyed in your text. Check if there are any problems with spelling, grammar, and punctuation
in your document.

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
 Once you finish your initial review, you may also ask yourself the following questions to help
you review your draft further:
• What do you think about the paper?
• Does the document fulfil its purpose?
• Can your document satisfy your audience’s curiosity?
• Did your introduction accurately introduce your topic to your audience?

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
 Once you finish your initial review, you may also ask yourself the following questions to help
you review your draft further:
• Did you provide evidence and use credible sources while writing your paper?
• Do your paragraphs smoothly transition into one another?
• Did your conclusion tie your paper together?
• Did you cite all the information you provided?
• Are all document requirements met?

3.1 Review Draft Text and Confirm Document Purpose and Requirements are Met
3.2 Check Grammar, Spelling and Style for Accuracy and
Punctuation
Proper grammar, spelling, style, and punctuation are needed to make your writing interesting
and clear. Always remember to check your grammar, spelling, style, and punctuation before
asking for approval from relevant personnel.
 Some of the major spelling and grammatical points to watch when reviewing your document:
• Punctuation marks
o Using the wrong end-of-sentence punctuation can risk giving the wrong message to
the readers.
o Observing the appropriate punctuation to use at the end of sentences based on the
context of the sentence makes it clear what the writer intended to convey with the
sentence.

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Some of the major spelling and grammatical points to watch when reviewing your document:
• Punctuation marks
o Periods – denote a full stop at the end of a statement; used in abbreviations
o Question marks – for questions
o Exclamation points – show excitement or emphasis; use sparingly
o Double quotation marks – for direct quotations
o Apostrophes – show ownership; used for contractions and to indicate missing letters

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Some of the major spelling and grammatical points to watch when reviewing your document:
• Punctuation marks
o Commas – used to indicate pauses in a sentence; also used:

• When separating a list in a sentence

• Between adjectives, if a sentence contains more than one in a row
• For separation between dependent and independent clauses
• For separating introductory words or short phrases
• For separating quoted speech or other elements from the rest of the sentence
• Between coordinating conjunctions

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Some of the major spelling and grammatical points to watch when reviewing your document:
• Run-on sentences
o Occur when you combine two sentences without using punctuation marks
o For example:

• Incorrect: I ate pizza for dinner however I prefer sandwiches.

• Correct: I ate pizza for dinner. I prefer sandwiches.

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Some of the major spelling and grammatical points to watch when reviewing your document:
• Capitalisation
o Ensure to take note of when you should capitalise words in a sentence.
o Some instances of when words should be capitalised in a sentence include:

• The first word of a sentence

• Proper nouns

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Some of the major spelling and grammatical points to watch when reviewing your document:
• Subject-verb agreement
o Remember that singular subjects and singular verbs go together, while plural
subjects and plural verbs go together.
o For example:

• Incorrect: My friends likes to eat pasta.

• Correct: My friends like to eat pasta.

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Some of the major spelling and grammatical points to watch when reviewing your document:
• Pronoun and antecedent usage
o Some sentences contain pronouns with unclear antecedents. This can cause readers
confusion on what the following sentences might be discussing.
o By ensuring that each pronoun has a clear antecedent, sentences connect with one
another and allow readers to follow the writer’s discussion.

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Some of the major spelling and grammatical points to watch when reviewing your document:
• Word usage
o Misusing words can confuse your audience and change your document’s direction.
o Check the spelling and definition of a word if you are unsure of its meaning and
spelling.
o For example:

• Incorrect: I really appreciate your advise.

• Correct: I really appreciate your advice.

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Manually proofread the whole document.
You may also ask someone to read through the document. Seek their feedback and adjust the
document to improve the writing style for the document’s intended purpose.
Additionally, there are applications to check for grammatical errors on the internet. Run the
document through a spellchecking application to automatically identify all the misspelled
words in a document.

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
 Examples of spellchecking applications you can easily access include:
• Microsoft Word Spellchecker
• Grammarly
• LanguageTools
• After the Deadline

3.2 Check Grammar, Spelling and Style for Accuracy and Punctuation
3.3 Confirm Draft Text is Approved by Relevant Organisation
Personnel
Feedback is defined as information concerning one’s understanding and performance. It gives
you information on your progress in an effort to reach your goals.
Obtaining feedback is an essential step in writing your document.
 Feedback is needed because of the following reasons:
• It helps you avoid mistakes.
• It motivates you to do better.
• It keeps you on track.
• It helps you learn.
• It advances your career.
• It helps you assess your performance.

3.3 Confirm Draft Text is Approved by Relevant Organisation Personnel

 When writing your draft, seek the approval of relevant enterprise personnel.
Relevant enterprise personnel can refer to any group, institution, or individual who has a role
or interest in the document you are writing. These include:
• Colleagues, staff in your work section, team members
• Consultative committees
• Managers, leaders, coordinators, supervisors
• Owners

3.3 Confirm Draft Text is Approved by Relevant Organisation Personnel

3.4 Review and Incorporate Any Amendments in Final Copy
It is important to remember the feedback you receive and incorporate comments and
suggestions into your work. This will help you improve your output.
 To incorporate feedback into your document, you must:
• Scan through your feedback
• Prioritise the feedback you receive
• Focus on one issue
• Incorporate amendments to the entire document
• Set aside time for revisions

3.4 Review and Incorporate Any Amendments in Final Copy

3.5 Apply Basic Design Elements for Documents Appropriate
to Audience and Purpose
Design elements help make a document look more credible. They also make your document
easier to read and help attract readers. When writing your document, use basic design
elements that suit your audience and purpose.
 Basic design elements include:
• Fonts
o Choosing the appropriate font style and size is important in writing documents.
o Font styles can be used to support the overall tone of the document.
o Always remember to choose simple yet professional font styles when writing.
o Avoid using fonts that can distract your audience.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Capitalisation
o Always remember to observe proper capitalisation while writing your document.
o Keep in mind that all sentences and proper nouns start with capital letters.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Headings
o Effective headings are consistent, readable and specific.
o They show a logical development of ideas.
o They allow the reader to selectively scan and read parts of your text.
o They provide an organisational overview of your document.
o They tell the reader what to expect from each section of your document.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Illustrative materials
o Always ensure that the illustrative materials you use suit what you are writing.
o Take note of your organisation’s preferred file size and format when sending
documents with illustrations online.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Justification and alignment
o Proper justification and alignment help your readers navigate through the document
faster
o Use left justification as a default.
o Ensure that normal word spacing is preserved when using full justification.
o Find out your organisation’s preferences on justification and alignment to deliver a
correct document.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Pictures
o Pictures can be included in the document to chunk long blocks of text.
o Readers are given something else to look at either to amuse them or to maintain
their interest by providing the information needed in a different format.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Tables
o Label all the tables present in your document.
o If you are presenting large amounts of information, ensure to use lists and tables.
This allows you to present your data without having to describe them one by one
with words.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Logos, branding, organisational identity requirements
o Make sure to include logos and other organisational identity requirements in your
document, especially if your organisation requires you to do so.
o If your organisation has policies on using watermarks and logos, make sure to
include this your document.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Margins and paragraph indentation
o Observe proper margin and paragraph indentations in your document.
o Proper indentation can make your text easier to read.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Page orientation and size
o MS Word allows you to adjust your document’s page orientation and size and
preview your changes.
o You can access them in the Page Setup group on the Layout tab.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Use and amount of colour
o Avoid using colours that make your text difficult to read.
o Don’t use too much colour on your page.
o Make sure that your use of colour conforms to your organisation’s requirements

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Use and amount of white space
o White spaces help separate graphics and text in a document.
o When used effectively, white spaces create balance in your document and help
readers read your document’s text.
o Avoid using too much or too little white spaces; use only the amount that makes
reading your document easier.

3.4 Review and Incorporate Any Amendments in Final Copy

 Basic design elements include:
• Templates
o Some organisations have pre-set templates for their documents.
o Ask your organisation on their preferences before writing your document.

3.4 Review and Incorporate Any Amendments in Final Copy

3.6 Check Document and Confirm All Requirements are Met

You have made a draft, finalised

your content, and are close to
finally finishing what you are
writing.
Once you reach this point, there is
only one thing left to do. You must
check if all your document’s
requirements have been met.
 The completeness of your requirements is important for many reasons. Some reasons are:
• Verification
o Incomplete requirements can result in the document not being published or
approved.
o Consult relevant enterprise personnel for cases where your document requirements
are difficult to understand.

3.6 Check Document and Confirm All Requirements are Met

 The completeness of your requirements is important for many reasons. Some reasons are:
• Quality assurance
o Checking your document’s completeness is also a means of assessing your
document’s quality.
o Incomplete requirements may mean that your work needs improvements.
o Complete requirements, on the other hand, indicate that you are ready to submit
your document.

3.6 Check Document and Confirm All Requirements are Met

 The completeness of your requirements is important for many reasons. Some reasons are:
• Satisfaction and acceptance
o The completeness of your requirements can also determine whether your readers
will be satisfied with your work.
o It will also determine whether your readers will accept what you wrote.

3.6 Check Document and Confirm All Requirements are Met

 Some ways you can ensure that all your document’s requirements are met include:
• Create a checklist of your document’s requirements
o You may create a checklist of your requirements so you can easily check what you
have or have not accomplished.
o A checklist may also help you organise your content and ensure that it is consistent
and complete.

3.6 Check Document and Confirm All Requirements are Met

 Some ways you can ensure that all your document’s requirements are met include:
• Use word processing software
o Using word processing software will help ensure that the required design elements
of your text are met.
o For example, you may check your document’s justification and alignment by
checking your document’s layout.

3.6 Check Document and Confirm All Requirements are Met

 Some ways you can ensure that all your document’s requirements are met include:
• Review your final text
o Reviewing your final text’s content can help you determine whether your purpose
was clearly conveyed.
o It will also help determine whether your content matches your purpose and is
appropriate to your audience.

After you have printed your final copy, once again, get someone to go over it to proof and to
ensure that it is going to do the job as effectively as you intended.
Follow these steps every time you write a formal document of any size.

3.6 Check Document and Confirm All Requirements are Met

Summary
Formal writing is a skill which can be learned and applied.

When writing your document, ensure to:

• Plan what you are going to write.
• Determine who your audience is, what your objectives are, and why you are writing the
document.
• Choose the proper style, format, and structure to help you make a good first impression on
your readers.
Summary
Follow your document’s requirements when writing content. Develop a content overview which
helps you organise the data you want to present in your document.

After making your content overview, you may then begin writing your draft. Drafts help writers put
their thoughts and ideas together. They also inform you of what you have, do not have, and what
still needs to be accomplished in writing your document.

After you develop your draft, check for gaps, grammatical errors, and unfulfilled requirements.
Obtain feedback from relevant enterprise personnel.

Once you have verified your work and are confident with what you produced, you are now ready to
submit your document.
 Now that you have completed this presentation, you
should be able to:
Presentation  Plan complex document
Summary  Draft complex document
 Finalise complex document