LECTURE 4

Constructing Clear Sentences and

Paragraphs

• 13th Edition : Chapter 4

• Others : Chapter 3
Interview Experience
 Foundation of Adaptation
• Sentences should be adapted to audience.
• Use simple sentence structures for those less
able to understand;
• Use more complex structures when
appropriate.
 Emphasis on Short Sentences
• Short sentences communicate better
• Short means on average about 16-18 words
• Excessive use of short sentences is bad.
 How to Measure Sentences
• In Microsoft Word: Go to Logo – Choose Word
Options – Choose Proofing – Choose “Show
Readability Statistics”– Press OK to set it up
• Go Back to Word Document and Choose
Review

• Go to “Grammarly.com” (?)
 Two Ways to Make Short Sentences
• (1)Limiting Content
– Avoid overdoing this suggestion.
– Too many short sentences give a choppy effect.
 Two Ways to Make Short Sentences
• (2) Economize on Words: Seek shorter way of saying
things.
– Avoid cluttering phrases
• In the event that payment is not made by January, operations
will stop.
– Eliminate surplus words
• It will be noted that the records of the past year show a steady
increase in special appropriations.
– Avoid roundabout way
• It is essential that the income be used to retire the debt.
 Shorter Ways of Saying
• Repeat words only for effect and emphasis.
• We have not received your payment covering invoices
covering June and July purchase.
• Avoid repetition of ideas (Redundancies)
• Please endorse your name on the back of this check
• We must assemble together at 10:30am in the
morning.
Determining Emphasis in Sentence Design

• Short sentences emphasize contents.

• Long sentences de-emphasize contents.
• Determining emphasize is a matter of good
judgment.
 Giving Sentences Unity
• Determining emphasize is a matter of good
judgment.
• All parts of a sentence should concern one
thought.
 Three Causes of Unity Error
(1) Placing unrelated ideas in a sentence
• Mr. Jordan is our sales manager, and he has a degree in
law
• Remedy: (1) putting unrelated ideas in
separate sentences
• (2) Subordinating an idea
• (3) Adding words that show relationship
• Our production increased in June and our equipment is
wearing out.
 Three Causes of Unity Error
(2) Excessive Detail
Remedy: If detail is important, put it in a
separate sentence
(3) Illogical Contractions
• Active and passive voice in the same sentence
• So can mixed constructions.
 Arranging Sentences for Clarity
• Dangling modifiers confuse meaning
• Believing that price would drop, our agents were
instructed not to buy.
• Unparallel constructions, pronouns without
antecedents, and subject-verb disagreements.
 Care in Paragraph Design
• Contents of a paragraph should concern one
topic or ideas (unity).
• Unity can vary in breadth. Paragraph unity
concerns a narrow topic.
 Keeping Paragraphs Short
• Generally, paragraphs should be short.
• Short paragraphs show organization better
than long ones.
• Most readers prefer to read short paragraphs.
• About Eight Lines is a good average length.
• A good practice is to question paragraphs over
12 lines.
 Make Good use of Topic Sentence
• Topic sentences can help make good
paragraphs.
• Placement of the topic sentence depends on
the writer’s plan.
 Placement of Topic Sentence
• The topic sentence can come first.
• It can come last.
• Or it can come in the middle.
 Leaving Out Unnecessary Detail
• Deciding what to include is a matter of
judgment.
• Each paragraph should move an additional
step toward the goal.
 Discussion
• Male Students: Yes, female
Workers should NOT follow a
dress code at a work place.

• Female Students: Yes, male

Workers should follow a
professional dress code at a work
place.
Thanks Much!!