Enhancing Your Business Writing Skills

September – October 2009

Presented by Mosedimosi Business Training

1

The importance of written communication

When should you be writing in stead of talking? Writing has the benefit of forcing

us to “think the matter through”. Writing encourages us to gather

the facts before we communicate an idea, instruction or message.

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Writing requires (p6)

a disciplined mind taking responsibility an attitude of “do it now” being resourceful understanding needs of the

reader proper planning a good command of language

3

Think of the reader!

What When Why Who Where HowIf your writing answers all thesequestions, you have been successful

4

Set the objective

what does the reader need to know?what does the reader need to know?

what does the reader need to do?what does the reader need to do?

what answers do I need from the what answers do I need from the

reader?reader?

5

Purpose and scope

Purpose: “tip of the iceberg” Compliance with legislation Scope: width/depth of investigation Templates: structure, topics, headings,

standard wording Cohesion: purpose, content, form,

frequency, recipients

Planning the document

You will need to Define the purpose Establish due date Consider information sources Evaluate info processing results Consider alternatives Prepare draft report Refine and present final report

7

Consider your audience

Need (to make decisions) Education level Position in the organisation Knowledge of your topic or area Responsibility to act Biases Preferences Attitudes

8

Gather required information

Identify information resources Determine organisational procedures Conduct research:

primarysecondary

Manage information

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Analyse information

Make sense out of data Prevent personal bias Compare and contrast information Understand significance of facts and

figures Develop fresh ideas

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Determine the solutions

Conclusions must agree with findings Uphold integrity of the facts Generate several potential solutions Determine what is feasible Find the optimum solution

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Mind Maps

Improve the way you take notes Show structure of subject Highlight linkages between points Display the raw facts logically Make concepts easier to remember Two-dimensional structure Help us make associations Easily integrate additional facts

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Be organised in your approach

Mind map example

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Drawing a mind map

Use single words or simple phrases for information

Print words Use colour to separate different ideas Use symbols and images Use cross-linkages Key points

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Writers Block

Tactics to get rid of writer’s block

1. Start brainstorming2. Ease into your writing3. Take some time out4. Revisit the last few pages5. Use the tried and true 'carrot' trick. 6. Pressure Cooker Tactics7. Change the time and venue8. Meditate or go walking

17

Writing skills system

A clear objective      Correct language

Proper structureAttractive layout

Its foundations are1.     Accuracy2.     Brevity3.     Clarity

the ABC of good writing

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How many people speak English? isiZulu

10 194 787 isiXhosa

7 907 153 Afrikaans

5 983 426 Sepedi

4 208 980 Setswana

3 677 016 Sesotho

3 555 186

English 3 673 203

Xitsonga 1 992 207

Siswati 1 194 430

Tshivenda 1 021 757

isiNdebele 711 821

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Correct language and words

WIST - Would I Say That? If not, do not write it! Do not use a long word if there is a

short word Do not write to impress, write to

express

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Tenses, dear old tenses Present

Indefinite – he eats Perfect – he has eaten Continuous – he is eating

Past Indefinite – he ate Perfect – he had eaten Continuous – he was eating

Future Indefinite – he will eat Perfect – he will have eaten Continuous – he will be eating

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After

I eat breakfast I go to work

Make this one sentence

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After

I eat breakfast I go to work

After I have eaten breakfast, I go to work

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After

I ate breakfast I went to work

Make this one sentence

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After

I ate breakfast I went to work

After I had eaten breakfast, I went to work

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After - had

I had breakfast I went to work

Make this one sentence

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After

I had breakfast I went to work

After I had had breakfast, I went to work

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While

I ate breakfast I received a telephone call

Make this one sentence

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While

I ate breakfast I received a telephone call

I received a telephone call while I was eating breakfast

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Present tense

To describe something that happens in the present

E-mail, letter, notices Use the indefinite form e.g. “Please

submit your reports before 11 October.”

Advantage of present tense – document looks recent and up to date.

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Future tense

Still needs to happen Use the indefinite tense I shall go to town We use this when we set deadlines

and future expectations For proposals, recommendations,

resolutions, etc

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Past tense

Always use indefinite form Do not use “I was thinking”, use “I

thought” Do not use “it has been decided”,

use “The committee decided” For minutes, reports, letters and

e-mail

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Do and does

Single – does She does her hair every day Everybody does Everyone does

Plural and I – do They do their hair every day I do my hair every day

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Plural or single?

Staff? Staff members have Manchester United have won a game The Manchester United team has Management has or have? Management has made a unanimous

decision Management have not decided on this yet Management team has Management members have

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Apostrophy ‘s

Not for plural – tractor’s, bulldozer's for hire (wrong) tractors and bulldozers

To indicate possession Mary’s lamb Supervisors’ meetings Visitors’ parking

To replace a missing letter don’t can’t won’t

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Apostrophy ‘s

The dog wags its tailPossession (his, hers, its)

It’s a beautiful dayIt is a beautiful day

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Would/could

Would – will (willing) Would you be so kind as to help me

change the tyre?

Could – can (competence)? Could you help me with Excel?

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Wish

I wish I were a rich man

I wish she were rich

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The and a

Wrong: “May I take the message?” “I take the taxi home.”

A – unspecified The –specified

Correct: “May I take a message?” “I take a taxi home.”

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Other problem areas

She is still busy in the phone He is on his desk They held a conference in the hotel

She is still busy on the phone He is at his desk They held a conference at the hotel

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C or s?

Licence License

Practice Practise

Advice Advise

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C or s?

Licence – I am allowed to, driver’s licence, tv licence (noun)

License – I allow you to (verb)

Practice – perform – doctor’s practice (noun)

Practise - train/exercise, apply in action (verb)

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Borrow or lend?

If you need it, you borrow something from someone May I borrow your dictionary? May I borrow R10?

If it belongs to you, you lend Think of a bank loan Certainly, you may lend my dictionary

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Tautology

Round circle Have got Attached herewith please find Dated 10 October I personally believe Reverse backwards Free for nothing Always for me as well

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Of, off, have got

The manager of the dept

Off course The lights are switched off End off

I have got flu (wrong) I have flu Have you got the key (wrong) Do you have the key?

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Much

I am very much hungry I am very much tired I am very much happy

I love you very much Thank you very much I am much happier than I was before

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Abbreviations

Is it Mr. or Mr? Mister Prof. or Prof? Professor etc. or etc? etcetera

When the abbreviation and the word ends with the same letter, it doesn’t get a full stop – mr

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Too or to?

It’s too expensive Also Afrikaans – te veel

I am walking to the station

She is two years old

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Too tired… I am too tired…. I am too hungry… I am too excited… I love you too much

I am too tired to drive home this afternoon I am too hungry to wait another minute He drinks too much beer I love you too The two of us are going to the factory too

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American spelling XXXX

Organization - organisation Labor – labour Program – programme Liason –liaison Traveling - travelling

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Dates

Never write numerical dates 06/10/2008

6 October 2008 The 6th of October 2008 (wrong) Monday 6 October 2008 Do not add the word “dated”

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Me and myself

Me and Johnny went to town (wrong) Johnny and I went to town

I personally strongly believe …. (wrong) I believe

Myself is going to town (wrong) I taught myself to speak English

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We should communicate clearly! Son : Daddy, a Ferrari is that a red car

with a horse, right?

Dad: Yes, son

Son: Then I guess I saw a Ferrari this morning

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Useless words

Actually Definitely Hopefully Fortunately Carefully Pretty sure Quite sure Rather Real Really Somewhat Very Slightly Extremely In fact Due to the fact

that Basically

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Do not use the following Very Nice

Find 5 words to describe the following on p 33: Nice food Nice house Nice woman Nice man Nice flowers Nice holiday

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Nice words Food - tasty, spicy,

delicious, healthy, marvelous, fantastic, scrumptious, divine

House – spacious, enormous, luxurious, fancy, magnificent, big, habitable, grand, cosy, comfortable

Woman – pretty, loving, beautiful, gracious, kind, slender, lovely

Man – handsome, strong, hot, sexy, gorgeous, cute, prominent, romantic, gentleman

Flowers – colourful, aromatic, exotic, exquisite, precious, lovely, fresh, fragrant

Holiday – relaxing, romantic, joyous,

exotic, blissful, fun, interesting,

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Positive and negative words

A positive tone encourages a favourable, desirable association

with a product or service. A negative tone is a “red flag”

word. It plants seeds of doubt, or conveys an image that is unfavourable, undesirable,

unattractive, or even frightening. However, too positive a tone will lead to accusations of “pushy”.

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Do not use BIG words!

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Except when it is:

SimplerUniqueRichEconomical

Pompous writing

This is old fashioned writing and tries to impress

Pompous phrases: You are cordially invited We would like to/wish to inform you The above refers; your letter refers Hope you find the above in order I trust this will meet with your approval Your attendance will be highly appreciated Ensuring you of our best attention at all times It would be highly appreciated if you …

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Pompous writing (1)

I confirm Apparently, clearly We have received With regards to your enquiry/regarding

your concern We will try Nothing!!!! For Nothing!!!! I refer to your letter of …… (date)

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Pompous writing (2)

Please let us know Please arrange We made a decision I hope this information will help you

solve the problem The Committee considered the proposals We are investigating the causes Please note:

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Eliminate redundant words

1. Back

2. Together

3. Which

add

nothing

4. Of opinion

5. In shape

6. On

7. Together

8. Now

currently

9. Along

10. together

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Active and passive writing

Thabo writes a lease

A lease is written by Thabo

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Appropriate passive writing

To avoid the impression of being critical of people.e.g.: The accounts have not been completed.

To emphasise the object of the sentence rather than the subject.e.g.: Standards of safety have been allowed to deteriorate.

To soften a passage which is predominantly active, particularly in scientific reports where “by whom” will be self-evident.e.g.: The computer was installed to mechanise the accounts.

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Active writing

Rewrite phrases on p 43 in active form

Note that a sentence is shorter when writing in

the active form

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Active writing p41

1. We received your letter2. Take the following action when

processing a report3. I sent the customers a cheque for

R1987,00 4. We completed the job within two days5. The research team interviewed 47 people6. Legal experts are advising the firm7. We will have to consider several factors

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Sentences

The ideal sentence is not longer than 24 words

1 idea = 1 sentence!

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Paragraphs

With each new topic start a paragraph

The topic sentence should always be first!

Re-write paragraph on p 45

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Re-write paragraph

I have decided to accept the transfer to Cape Town. This is partly because of the educational opportunities for my children and also because of the promotional prospects the transfer will offer me. The Personnel Officer was helpful and instrumental in my choice.

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Punctuation

A woman, without her man, is nothing

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Punctuation

A woman, without her, man is nothing

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Punctuation

Please punctuate the paragraph on p 52.

Please note that there are no mistakes on

that page!

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Ambiguity

Be careful what you sayWhat does bi-monthly or bi-

annually mean?

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Business writing blunders (1)

Spotted in a toilet of a London office:TOILET OUT OF ORDER. PLEASE USE FLOOR BELOW

In a Laundromat:AUTOMATIC WASHING MACHINES: PLEASE REMOVE ALL YOUR CLOTHES WHEN  THE LIGHT GOES OUT

In a London department  store:BARGAIN BASEMENT UPSTAIRS

In an office:WOULD THE PERSON WHO TOOK THE STEP LADDER YESTERDAY PLEASE BRING IT BACK OR FURTHER STEPS WILL BE TAKEN

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Business writing blunders (2)

In an office:AFTER TEA BREAK STAFF SHOULD EMPTY THE TEAPOT AND  STAND UPSIDE DOWN ON THE DRAINING BOARD

Outside a second-hand shop:WE EXCHANGE ANYTHING - BICYCLES, WASHING MACHINES, ETC. WHY  NOT BRING YOUR HUSBAND ALONG AND GET A WONDERFUL BARGAIN?

Notice in health food shop window:CLOSED DUE TO ILLNESS

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Business writing blunders (3)

Spotted in a game reserve:ELEPHANTS PLEASE STAY IN YOUR CAR

Seen during a conference:FOR ANYONE WHO HAS CHILDREN AND DOESN'T KNOW IT, THERE IS A DAY CARE ON THE 1ST FLOOR

Notice in a farmer's field:THE FARMER ALLOWS WALKERS TO CROSS THE FIELD FOR FREE, BUT THE  BULL CHARGES.

Message on a leaflet:IF YOU CANNOT READ, THIS  LEAFLET WILL TELL YOU HOW TO GET LESSONS

On a repair shop door:WE CAN  REPAIR ANYTHING. (PLEASE KNOCK HARD ON THE DOOR - THE BELL DOESN'T WORK) 76

Notice to all residents

Please note that the water supply will be interrupted on Monday 29 June 2009 from 8:00 to 16:00.Close all taps to avoid air surges.Direct any queries to Mr Mokoena at (011) 716 2323.

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Notice to all residents

Kindly note that the water supply will be interrupted on Monday 29 June 2009 from 8:00 to 16:00. We need to repair water pipes in your area to improve our service delivery to you.Please close all taps to avoid air surges and remember to fill buckets in advanceShould you have any queries, you may contact Mr Mokoena on 011 716 2323

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Dear ColleaguesUnfortunately we have had instances where company and personal possessions were removed from several offices. To avoid this, you are requested to lock your office each time you go out. Please do not leave valuables unattended.Please let me know of any similar occurrences as we would like to get to the root of the problem.RegardsBethuel

Style in business writing

Style is your personal stampWord choice

Sentence construction Asking questions Using imperative

Active/passive Paragraphing

Imagery tone

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Principles for effective writing (1) Use variety in your writing. Sentences should be short; 18 - 24 Paragraphs should contain 5 – 7 sentences. Avoid weak language (rather, very, little,

pretty, bad, sorry) Avoid clichés, buzzwords, and jargon. Avoid unnecessary words (padding) such

as “the, that, I think, I feel, I believe, in fact, wish to”.

Use active not passive sentences

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Principles for effective writing (2) Write as you would talk Don’t nominalise by adding “tion” or “ment” to

verbs Don’t dangle. For example: “The document

was filed by the employee who had been working on it in the wrong drawer”

Use active verbs. Stay away from forms of the verb “to be, to make, to do, to have”

Write to express not to impress

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Writing for a specific readershipChecklist: Inter-office memos Define your topic and state it accurately Consider your reader; use a friendly

informal style Put the main point of your memo in the first

sentence Use the body of the memo to provide

necessary details and background information

Memos should be specific, to the point, and contain simple, direct language

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Checklist: Inter-office memos

They must evoke response and action Keep copies; they are often useful for future

reference Do not use a salutation nor a complimentary

close Keep your paragraphs short and crisp. If

necessary number them Only write a memo when a telephone call is not

sufficient, a written record is needed, or when you have to reach many people

Be sure your terminology, sentence length, structure, and paragraph length make for quick, clear, easy reading. Itemise and tabulate

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Memorandums

Write a memo inviting staff to attend a lunch-hour presentation

by a speaker on employee wellness. You want as many

people as possible to attend as you will sit with egg on your face if only two staff members arrive!

Make your memo short and use exciting language!

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LettersStructure and templates 86

Address and salutation

340 Walker StreetSUNNYSIDE

0002

15 September 2009

The CommissionerSouth African Revenue ServicePrivate Bag X923Pretoria0001

Dear Sir/Madam

Interest on VAT

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Address and salutationABC TrainingP O Box 234SUNNYSIDE

0002

27 July 2009Mr P SmithThe Customer Service ManagerHollywood HotelP O Box 4312MARSHALLTOWN2107

Dear Mr Smith

COMPLAINT ABOUT SERVICE DURING CONFERENCE

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Heading

Indicates what the letter is about Use bold type Do not use “Re” There is no full stop A line is left open after the salutation and

the content reference

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The first paragraph

Write business letters in the 1st person

– I and we, not the 3rd person i.e. the

organisation.

Thank you for your letter of

State the objective

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The body of the letter

It must be clear, concise and easy to read Be sure of your facts and do not contradict

yourself Plan carefully State your business concisely, clearly and

simply Write only what is absolutely relevant Each new paragraph is a new theme

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Ending your letter

The way you finish your letter is important indicate future expectations from the reader leave your reader in no doubt as to the

purpose of the letter Never finish with such outmoded phrases as

‘Assuring you of our best attention at all times’

Supply your contact details

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Good way of ending a letter

Should you have any further enquiries, you are welcome to contact me on 011 664 7574 or mbt@work.co.za

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Letter of decline

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Decline letterDesign a letter that can be used by HR to inform a candidate that he (s)has been unsuccessful in her/his application for a position

Letters of complaint p72

If you are in the wrong If you are in the right – but will give

way If you are in the right – and cannot

give way

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Deal with angry e-mails carefully!

Write an e-mail message

Invite your team to a lunch next Friday to celebrate your last success

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Invitation e-mail

Dear Team

Congratulations and celebrations!

We exceeded our target by 50% in August. We would like to celebrate with a lunch. Please join us!Date : Friday 1 September 2009Time : 13:00 – 15:00Venue : LapaDress : CasualRSVP Corry on 011 664 7574 by Tuesday

Regards 98

When using e-mail

1. Be careful using e-mail at work 

2. Short e-mails communicate better

3. Use a clear and descriptive subject line 

4. Spelling and grammar still applies

5. Limit the number of recipients 

6. Use a signature 

7. Respect the privacy of e-mail addresses  99

Report

All the principles about writing content apply to your report!

A report is a structured way of reporting on a project, findings or proposal and getting decision makers to approve

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Objectives and characteristics Investigative or persuasive? Formal or informal? A report usually aims to dig under the

surface to find the real problem – the Ice Berg principle

A report needs to present solutions and recommendations – it’s not just a moaning process!

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The reporting process (Recap) Understand why the report is required Know and respect the due date Plan how you will proceed to gather

information Plan how you will meet the deadline Proceed with your information gathering Record the results of your information

gathering Consider the information. You need to plan

some time to evaluate your conclusions

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The reporting process 2 (Recap) Consider what can be done about the

problem Draft the report Redraft the report (Good reports are

not written - they are re-written) Type it or have it typed. Proof-read it

and check the presentation

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What makes a good report?

Must lead to action Gets to the point Is user friendly

a descriptive title a table of contents identifiable chapters headlines spacious presentation logical sequence of arguments clear findings simple language correct grammar

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Informal reports

It is often necessary, within a company, to put information on paper. It can be to update other members of staff , report back to a departmental head or other manager, explain situations, record information, etc.

The matters are usually fairly simple and do not justify carefully impersonal language, conventional headings, etc.

Such reports are usually done in a flexible format similar to that of a memorandum.

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Structure of draft report

Terms of reference Introduction Procedures for investigation Findings Conclusions Financial implications Recommendations

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Structure of an informal report To From Date Subject First paragraph: terms of reference,

introduction, background Middle paragraph(s): information and

findings Final paragraph(s): conclusion and

recommendation

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Maintain high standard in informal reports:

Logical Neutral tone Attractive layout Clear language and

sentences

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Structure of final report Title Contents page The main point Executive summary Terms of reference Data gathering Discussion Conclusion Recommendation List appendices List references

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Executive summary

a time-saving short paper a way of focusing attention on the

main information an aid to remembering the paper Make sure your summaries are as

informative as possible. Often this is the only part that people read

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Business Plan Makes an idea measurable Helps convey the concepts to stakeholders Gives insight into all the aspects of the

proposed project Is an exercise to assess the viability of the idea Helps the originators and stakeholders to

familiarise themselves with potential problems Provides a step by step approach towards

reaching a decision Becomes a working manual in the execution of

the project Provides the means to measure progress

during implementation.111

Structure of business plan

Executive summary Introduction and background Business outline Data gathering Operations Financial Risk/reward assessment

112

Interpret the numbers for your readerComparison – the key to understanding Present in table format Consistency Diagrams Colours

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Précis writing

Summarising a document to extract the maximum amount of information in the minimum number of words.

Reduces the report to approx one third of the original

Paraphrasing means expressing ideas from original document in your own words

Be careful not to lose or distort the original meaning.

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Précis writing

Identify the reader and purpose of the précis Read the original document Underline the key ideas and concepts Prepare a draft summary Write the précis Review and edit

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Persuasive reports (1)

What will it take to persuade your audience to agree with you

What is the purpose of your persuasion?

What is the issue that needs an answer?

Distinguish between facts and opinion Don’t claim more than you can prove Explore subject in sufficient depth

Persuasive reports (2)

Supply sufficient evidence from credible sources

Appeal to the feelings of your audience Provide a logical organisation of your

arguments Apply logic to convince Prevent fallacies in logic Study arguments of accomplished writers

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Meetings and Minutes

“The two biggest problems in life are making ends meet and making meetings end”

“Business meetings are one way of demonstrating how many people the organisation can operate without”

“Business meetings are cul de sacs down which ideas are lured and then quietly strangled”

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Definition of a meeting

“An assembly of persons, a coming together for a common lawful purpose of two or more persons.”

Requirements for a gathering to be regarded as a lawful meeting are: at least two persons must be coming

together there is common purpose

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Cycle of a meeting (1)

First draft of minutes – one day after the meeting

Chairperson’s approval – two to three days after meeting

minutes dispatched – five days after meeting

Routine administration Deadline for agenda items – around

eight days before next meeting

120

Cycle of a meeting (2)

Draft agenda – seven days before next meeting

Agenda dispatched – one week before next meeting

Briefing – one or two days before next meeting

The meeting

121

Notice of a meeting

If there is not adequate notice, the meeting is invalid

Every member is entitled to a personal notice of the meeting.

The notice of a meeting should include: day, date, time and venue type of meeting and details date of the notice and the name of the

convenor of the meeting Invite items for the agenda

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Agenda (1)

Type of meeting, day, date time, venue Welcome Apologies Declaration: meeting duly constituted Set the agenda Adopt minutes of previous meeting Matters arising Matters outstanding from previous

meeting

123

Agenda (2)

Reports Specific agenda items Any other business Date of

next meeting Closure

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Note taking skills

Get the complete picture Develop your ways in which you record

your information. It’s not a "shopping list" of points with

no apparent relationships between the ideas noted.

Summarise Prepare beforehand Ask questions

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The steps in note taking

First Step – PREPARATION- Use a large, loose-leaf notebook Second Step - DURING THE MEETING- Don’t record notes in paragraph form- Capture general ideas- Skip lines to show end of ideas or

thoughts - Using abbreviations will save time- Write legibly

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Top minute taking tips

Listen actively Don't get behind – start when new

sentence/idea starts Be open minded about points you disagree on Ask questions if appropriate Develop and use a standard method of note-

taking including punctuation, abbreviations, margins, etc

Leave a few spaces blank so that you can fill in additional points later if necessary

127

Top minute taking tips

Your objective is to take helpful notes, not to save paper

Do not try to take down everything Listen for cues as to important points Speakers present a few major points and

several minor points in a discussion. Be alert to cues about what the speaker

thinks is important

128

Top minute taking tips

Make your original notes legible If a motion is complex it should be reduced

to writing Have two pens, the minutes of the previous

meeting for amending/signing etc. If you are tape recording, set it up Sit in the correct chair sit at the right hand

side of the chairperson. REFUSE to sit in a corner

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Top minute taking tips

Concentrate on the discussion: ask yourself: what is the main point that Person X is making?

Take GOOD, full notes Take down all motions and resolutions verbatim Assertiveness is a key skill when taking

minutes. Type up minutes ASAP after a meeting. NEVER put them away for another day Get help wherever possible

130

Top minute taking tips

Don’t fuss over minutes. You are not writing a nation’s constitution.

Get them done and get them distributed quickly.

People like short, clear minutes which are easy to read and easy to work from.

Full but short sentences are best, and clear layout will make your minutes “user friendly.”

Like any business writing, minutes can only be judged against their objective.

Streamline your notes

Eliminate small connecting words such as: is, are, was, were, a, an, the, would, this, of.

    Eliminate pronouns such as: they,

these, his, that, them. However, be careful NOT to eliminate these three words: and, in, on.

132

Streamline your notes

+, & for and, plus = for equals - for minus # for number x for times > for greater than, more, larger < for less than, smaller, fewer than w/ for with w/o for without w/in for within ----> for leads to, produces, results in <---- for comes from / for per

133

What are minutes?

Minutes may be defined as ‘the official record of the proceedings and business transacted at a meeting’.

They may be divided into two categories, namely:      minutes of narration      minutes of resolutions

134

Minutes of narration: examples Nature of the meeting Date, time and place at which it was held How the meeting was constituted Apologies for absence that have been

received by the chairperson or the secretary Names of persons attending ex officio A statement that the chairperson declared

the meeting duly constituted A record of the approval of the minutes of the

previous meeting, if indeed they were approved at the meeting

135

Minutes of resolution

Decisions: “it was resolved that…” Record full details of contracts,

matters of financial nature, appointments

Main terms of agreement must be stated

Attach copy of agreements to minutes Record the exact intention of the

meeting

136

Resolutions

Minutes are a record of resolutions Resolutions are drafted by the secretary in

consultation with the chairperson. A well-formulated resolution is

concise and clear single sentence worded in the positive If lengthy, broken down in components Start with “that”

137

Proof-reading

Use your spell checker Check grammar, tenses,

concord, punctuation, spelling Check layout Check for completion of revisions

and editing

138

Editing: check for

The purpose Information Accuracy Images Format Language Presentation Relevancy

139

Smarten the layout

Plenty of white space The right fonts Page numbering Headers and footers Right hand margin justification Tables Numbering

140

Report polishing check list

Objective Structure Language Layout

141

Gunnings readability index p 48 Select 100 words Count the number of sentences Divide Add number of words with 3 and more syllables Multiply by 0,4

142

Where to now? (1)

Implement immediately Practise every day Don’t postpone Write and edit all the time Learn from others Allow creativity and be flexible Pass on what you know

143

Where to now? (2)

Review own writing – ask an expert

Attend more courses Be a confident writer Read, read, read!

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