Select an example of bad OR good business-related writing, such as an article from a web site, blog, newspaper, or magazine on or about a business or a business topic/issue.Review and evaluate based on general revision points (text Chapter 7, Section 2 pages 130-131) and specific revision points, including style (text Chapter 7, Sections 3 & 4, pages 131-141). Based on your readings about critical thinking, you can also critique the argument made in the text, for example, if it is supported by premises and facts or is purely opinion.IMPORTANT: Please post with the type of example (good or bad) and source (web site, blog, newspaper, magazine) at the top of the paper; for example, BAD blog, or GOOD magazine article AND include the hyperlink for reference and so I can be able to view the source document. Explain and evaluate your reasoning.Attached is the text that is referred to in question.Chapter 7Revising and Presenting Your WritingIm not a very good writer, but Im an excellent rewriter.James A. MichenerHalf my life is an act of revision.John IrvingGetting StartedINT RODU CT ORY E XE RCIS ES1. Find an article you read online and review it, noting at least one area that would benefit fromrevision. Please share your results with classmates.2. Exchange draft revisions of a document prepared for a class or work assignment with aclassmate or colleague. Note at least one strength and one area for improvement, Providefeedback to the writer.One of the hardest tests to pass is the one of peer review. In the academic environment,professors conduct research, learn lessons, and share their findings by contributingarticles for professional journals. Each academic journal article undergoes peer review,or evaluation by colleagues in the same field as the professor who wrote the article.These evaluations, often conducted by leaders in each field, do not only consider thevalue of the writers findings. They also evaluate the mechanics of the document(spelling and grammar) and its presentation, organization, and design. The first time ascholar submits an article for peer review, he or she can expect rejections and liberal useof the red pen.You may not experience such a rigorous and vigorous review of your writing, but inmany ways the world of business is equally challenging. Academic publicationsultimately value solid findings that contribute to the field or discipline. Business writingultimately values writing that produces results or outcomes in environments where youdo not have the luxury of controlling the variables, designing the context, or limiting theSaylor URL: http://www.saylor.org/booksSaylor.org255scope of your inquiry. Your business document will be evaluated by people you nevermet or even anticipated would read it, and errors will have a negative impact on itsperformance.In every career, industry, and profession, todays business climate is a results-orientedenvironment. Regardless of what you write, there exists the possibility, even probability,that misunderstandings and miscommunications can and will occur. Although you willnot always have control over the importance of the ideas you are assigned tocommunicate in your writing, there is one thing you can control: errors. If you avoidmistakes, both in the document itself and in the way your audience interprets yourmessage, your document will have its best chance of success. To this end a thoroughrevision is an important part of your writing process.As you review and evaluate documents, those written by you and others, you will need tokeep in mind the three goals of being correct, clear, and concise. Next you will have tofocus on effectiveness and efficiency, recognizing that in a climate of increasingdemands and limited resources like time, you need to get it right the first time.The environment of a business writer can be stressful, but it can also be rewarding.Recognition from your peerssuppliers, internal department colleagues, or customerscan make it all worthwhile. Still, the reward in terms of acknowledgement may come inthe form of silence. When your document clearly meets expectations and accomplishesits goal, the outcome may be the absence of error or misinterpretation, a rare occasionthat often goes unheralded. As a business writer you need to value your work and notewhat works. When it does, take pride in your hard work in effort. You may not always becelebrated for your error-free documents that communicate concepts and ideas clearly,but know that they are successful, and their success is your success.Saylor URL: http://www.saylor.org/booksSaylor.org2567.1 General Revision Points to ConsiderL EA RNING O B JEC T IV ES1. Discuss the process of revision2. List three general elements of every document that require revisionJust when you think the production of your document is done, the revision process begins. Runnersoften refer to the wall, where the limits of physical exertion are met and exhaustion is imminent.The writing process requires effort, from overcoming writers block to the intense concentrationcomposing a document often involves. It is only natural to have a sense of relief when your documentis drafted from beginning to end. This relief is false confidence, though. Your document is notcomplete, and in its current state it could, in fact, do more harm than good. Errors, omissions, andunclear phrases may lurk within your document, waiting to reflect poorly on you when it reachesyour audience. Now is not time to let your guard down, prematurely celebrate, or to mentally moveon to the next assignment. Think of the revision process as one that hardens and strengthens yourdocument, even though it may require the sacrifice of some hard-earned writing.General revision requires attention to content, organization, style, and readability. These four maincategories should give you a template from which to begin to explore details in depth. A cursoryreview of these elements in and of itself is insufficient for even the briefest review. Across thischapter we will explore ways to expand your revision efforts to cover the common areas of weaknessand error. You may need to take some time away from your document to approach it again with afresh perspective. Writers often juggle multiple projects that are at different stages of development.This allows the writer to leave one document and return to another without losing valuableproduction time. Overall, your goal is similar to what it was during your writing preparation andproduction: a clear mind.Evaluate ContentContent is only one aspect of your document. Lets say you were assigned a report on thesales trends for a specific product in a relatively new market. You could produce a onepage chart comparing last years results to current figures and call it a day, but would itclearly and concisely deliver content that is useful and correct? Are you supposed tohighlight trends? Are you supposed to spotlight factors that contributed to the increaseSaylor URL: http://www.saylor.org/booksSaylor.org257or decrease? Are you supposed to include projections for next year? Our list of questionscould continue, but for now lets focus on content and its relationship to the directions.Have you included the content that corresponds to the given assignment, left anyinformation out that may be necessary to fulfill the expectations, or have you gonebeyond the assignment directions? Content will address the central questions of who,what, where, when, why and how within the range and parameters of the assignment.Evaluate OrganizationOrganization is another key aspect of any document. Standard formats that include anintroduction, body, and conclusion may be part of your document, but did you decide ona direct or indirect approach? Can you tell? A direct approach will announce the mainpoint or purpose at the beginning, while an indirect approach will present anintroduction before the main point. Your document may use any of a wide variety oforganizing principles, such as chronological, spatial, compare/contrast. Is yourorganizing principle clear to the reader?Beyond the overall organization, pay special attention to transitions. Readers often havedifficulty following a document if the writer makes the common error of failing to makeone point relevant to the next, or to illustrate the relationships between the points.Finally, your conclusion should mirror your introduction and not introduce newmaterial.Evaluate StyleStyle is created through content and organization, but also involves word choice andgrammatical structures. Is your document written in an informal or formal tone, or doesit present a blend, a mix, or an awkward mismatch? Does it provide a coherent andunifying voice with a professional tone? If you are collaborating on the project withother writers or contributors, pay special attention to unifying the document across thedifferent authors styles of writing. Even if they were all to write in a professional, formalstyle, the document may lack a consistent voice. Read it out loudcan you tell who iswriting what? If so, that is a clear clue that you need to do more revising in terms ofstyle.Saylor URL: http://www.saylor.org/booksSaylor.org258Evaluate ReadabilityReadability refers to the readers ability to read and comprehend the document. Avariety of tools are available to make an estimate of a documents reading level, oftencorrelated to a school grade level. If this chapter has a reading level of 11.8, it would beappropriate for most readers in the eleventh grade. But just because you are in gradethirteen, eighteen, or twenty-one doesnt mean that your audience, in their everyday useof language, reads at a postsecondary level. As a business writer, your goal is to makeyour writing clear and concise, not complex and challenging.You can often use the Tools menu of your word processing program to determine theapproximate reading level of your document. The program will evaluate the number ofcharacters per word, add in the number of words per sentence, and come up with arating. It may also note the percentage of passive sentences, and other information thatwill allow you to evaluate readability. Like any computer-generated rating, it shouldserve you as one point of evaluation, but not the only point. Your concerted effort tochoose words you perceive as appropriate for the audience will serve you better than anycomputer evaluation of your writing.KE Y TA KEA WAYThe four main categoriescontent, organization, style, and readabilityprovide atemplate for general revision.E XE RC IS ES1. Select a document, such as an article from a Web site, newspaper, magazine, or a piece ofwriting you have completed for a course. Evaluate the document according to the four maincategories described in this section. Could the document benefit from revision in any of theseareas? Discuss your findings with your classmates.2. Interview a coworker or colleague and specifically ask how much time and attention theydedicate to the revision process of their written work. Compare your results with classmates.3. Find a particularly good example of writing according to the above criteria. Review it and share itwith your classmates.Saylor URL: http://www.saylor.org/booksSaylor.org2594. Find a particularly bad example of writing according to the above criteria. Review it and share itwith your classmates.Saylor URL: http://www.saylor.org/booksSaylor.org2607.2 Specific Revision Points to ConsiderL EA RNING O B JEC T IV E1. List six specific elements of every document to check for revisionWhen revising your document, it can be helpful to focus on specific points. When youconsider each point in turn, you will be able to break down the revision process intomanageable steps. When you have examined each point, you can be confident that youhave avoided many possible areas for errors. Specific revision requires attention to thefollowing:FormatFactsNamesSpellingPunctuationGrammarLets examine these characteristics one by one.FormatFormat is an important part of the revision process. Format involves the designexpectations of author and audience. If a letter format normally designates a date at thetop, or the senders address on the left side of the page before the salutation, theinformation should be in the correct location. Formatting that is messy or fails toconform to the company style will reflect poorly on you before the reader even starts toread it. By presenting a document that is properly formatted according to theexpectations of your organization and your readers, you will start off making a goodimpression.FactsAnother key part of the revision process is checking your facts. Did you know that newsorganizations and magazines employ professional fact-checkers? These workers areresponsible for examining every article before it gets published and consulting originalsources to make sure the information in the article is accurate. This can involve makingSaylor URL: http://www.saylor.org/booksSaylor.org261phone calls to the people who were interviewed for the articlefor example, Mr. Diaz,our report states that you are thirty-nine years old. Our article will be published on thefifteenth. Will that be your correct age on that date? Fact checking also involves lookingfacts up in encyclopedias, directories, atlases, and other standard reference works; and,increasingly, in online sources.While you cant be expected to have the skills of a professional fact-checker, you do needto reread your writing with a critical eye to the information in it. Inaccurate content canexpose you and your organization to liability, and will create far more work than asimple revision of a document. So, when you revise a document, ask yourself thefollowing:Does my writing contain any statistics or references that need to be verified?Where can I get reliable information to verify it?It is often useful to do independent verificationthat is, look up the fact in a differentsource from the one where you first got it. For example, perhaps a colleague gave you alist of closing averages for the Dow Jones Industrial on certain dates. You still have thelist, so you can make sure your document agrees with the numbers your colleagueprovided. But what if your colleague made a mistake? The Web sites of the Wall StreetJournal and other major newspapers list closings for the Dow, so it is reasonably easyfor you to look up the numbers and verify them independently.NamesThere is no more embarrassing error in business writing than to misspell someonesname. To the writer, and to some readers, spelling a name Michelle instead ofMichele may seem like a minor matter, but to Michele herself it will make a bigdifference. Attribution is one way we often involve a persons name, and giving creditwhere credit is due is essential. There are many other reasons for including someonesname, but regardless of your reasons for choosing to focus on them, you need to makesure the spelling is correct. Incorrect spelling of names is a quick way to undermine yourSaylor URL: http://www.saylor.org/booksSaylor.org262credibility; it can also have a negative impact on your organizations reputation, and insome cases it may even have legal ramifications.SpellingCorrect spelling is another element essential for your credibility, and errors will beglaringly obvious to many readers. The negative impact on your reputation as a writer,and its perception that you lack attention to detail or do not value your work, will behard to overcome. In addition to the negative personal consequences, spelling errors canbecome factual errors and destroy the value of content. This may lead you to click thespell check button in your word processing program, but computer spell-checking isnot enough. Spell checkers have improved in the years since they were first invented,but they are not infallible. They can and do make mistakes.Typically, your incorrect word may in fact be a word, and therefore, according to theprogram, correct. For example, suppose you wrote, The major will attend the meetingwhen you meant to write The mayor will attend the meeting. The program would missthis error because major is a word, but your meaning would be twisted beyondrecognition.PunctuationPunctuation marks are the traffic signals, signs, and indications that allow us to navigatethe written word. They serve to warn us in advance when a transition is coming or thecomplete thought has come to an end. A period indicates the thought is complete, whilea comma signals that additional elements or modifiers are coming. Correct signals willhelp your reader follow the thoughts through sentences and paragraphs, and enable youto communicate with maximum efficiency while reducing the probability of error. [1]Table 7.1 "Punctuation Marks" lists twelve punctuation marks that are commonly usedin English in alphabetical order along with an example of each.Table 7.1 Punctuation MarksSaylor URL: http://www.saylor.org/booksSaylor.org263SymbolExampleApostropheMicheles report is due tomorrow.Colon:This is what I think: you need to revise your paper.Comma,The report advised us when to sell, what to sell, and where to find buyers.DashThis is more difficult than it seemsbuyers are scarce when credit is tight.EllipsisLincoln spoke of a new nationdedicated to the proposition that all men arecreated equal.ExclamationPoint!How exciting!Hyphen-The question is a many-faceted one.Parentheses()To answer it (or at least to begin addressing it) we will need moreinformation.Period.The answer is no. Period. Full stop.Question Mark ?Can I talk you into changing your mind?QuotationMarksThe manager told him, I will make sure Rene is available to help you.;Theresa was late to the meeting; her computer had frozen and she was stuckat her desk until a tech rep came to fix it.SemicolonIt may be daunting to realize that the number of possible punctuation errors is asextensive as the number of symbols and constructions available to the author. Softwareprogram may catch many punctuation errors, but again it is the committed writer thatmakes the difference. Here we will provide details on how to avoid mistakes with threeSaylor URL: http://www.saylor.org/booksSaylor.org264of the most commonly used punctuation marks: the comma, the semicolon, and theapostrophe.CommasThe comma is probably the most versatile of all punctuation marks. This means you as awriter can use your judgment in many cases as to whether you need a comma or not. Italso means that the possible errors involving commas are many. Commas are necessarysome of the time, but careless writers often place a comma in a sentence where it issimply not needed.Commas are used to separate two independent clauses joined by a conjunction likebut, and, and or.ExampleThe advertising department is effective, but dont expect miracles in this business climate.Commas are not used simply to join two independent clauses. This is known as thecomma splice error, and the way to correct it is to insert a conjunction after the comma.ExamplesThe advertising department is effective, the sales department needs to produce more results.The advertising department is effective, but the sales department needs to produce more results.Commas are used for introductory phrases and to offset clauses that are not essential tothe sentence. If the meaning would remain intact without the phrase, it is considerednonessential.ExamplesAfter the summary of this years sales, the sales department had good reason to celebrate.The sales department, last years winner of the most productive award, celebrated their stellar salessuccess this year.Saylor URL: http://www.saylor.org/booksSaylor.org265ExamplesThe sales department celebrated their stellar sales success this year.Commas are used to offset words that help create unity across a sentence like howeverand therefore.ExamplesThe sales department discovered, however, that the forecast for next year is challenging.However, the sales department discovered that the forecast for next year is challenging.Commas are often used to separate more than one adjective modifying a noun.ExampleThe sales department discovered the troublesome, challenging forecast for next year.Commas are used to separate addresses, dates, and titles; they are also used in dialoguesequences.ExamplesJohn is from Ancud, Chile.Katy was born on August 2, 2002.Mackenzie McLean, D. V., is an excellent veterinarian.Lisa said, When writing, omit needless words.SemicolonsSemicolons have two uses. First, they indicate relationships among groups of items in aseries when the individual items are separated by commas. Second, a semicolon can beused to join two independent clauses; this is another way of avoiding the comma spliceSaylor URL: http://www.saylor.org/booksSaylor.org266error mentioned above. Using a semicolon this way is often effective if the meaning ofthe two independent clauses is linked in some way, such as a cause-effect relationship.ExamplesMerchandise on order includes womens wear such as sweaters, skirts, and blouses; mens wear such asshirts, jackets, and slacks; and outwear such as coats, parkas, and hats.The sales campaign was successful; without its contributions our bottom line would have been dismalindeed.ApostrophesThe apostrophe, like the semicolon, has two uses: it replaces letters omitted in acontraction, and it often indicates the possessive.Because contractions are associated with an informal style, they may not be appropriatefor some professional writing. The business writer willas alwaysevaluate theexpectations and audience of the given assignment.ExamplesIts great news that sales were up. It is also good news that weve managed to reduce our advertisingcosts.When you indicate possession, pay attention to the placement of the apostrophe. Nounscommonly receive s when they are made possessive. But plurals that end in s receivea hanging apostrophe when they are made possessive, and the word it forms thepossessive (its) with no apostrophe at all.ExamplesMackenzies sheep are ready to be sheared.The parents meeting is scheduled for Thursday.We are willing to adopt a dog that has already had its shots.Saylor URL: http://www.saylor.org/booksSaylor.org267GrammarLearning to use good, correct standard English grammar is more of a practice than anevent, or even a process. Grammar involves the written construction of meaning fromwords and involves customs that evolve and adapt to usage over time. Because grammaris always evolving, none of us can sit back and rest assured that we know how to writewith proper grammar. Instead, it is important to write and revise with close attention togrammar, keeping in mind that grammatical errors can undermine your credibility,reflect poorly on your employer, and cause misunderstandings.Jean Wyrick has provided a list of common errors in grammar to watch out for, whichwe have adapted here for easy reference. [2] In each case, the error is in italics andthe [correct form] is italicized within square bracket.Subject-Verb AgreementThe subject and verb should agree on the number under consideration. In faulty writing,a singular subject is sometimes mismatched with a plural verb form, or vice versa.ExamplesSales have not been consistent and they doesnt [do not] reflect your hard work and effort.The president appreciates your hard work and wish [wishes] to thank you.Verb TenseVerb tense refers to the point in time where action occurs. The most common tenses arepast, present, and future. There is nothing wrong with mixing tenses in a sentence if theaction is intended to take place at different times. In faulty or careless writing, however,they are often mismatched illogically.ExamplesSharon was under pressure to finish the report, so she uses [used] a shortcut to paste in the salesfigures.The sales department holds a status meeting every week, and last weeks meetingwill be [was] at theSaylor URL: http://www.saylor.org/booksSaylor.org268ExamplesGarden Inn.Split InfinitiveThe infinitive form of verb is one without a reference to time, and in its standard form itincludes the auxiliary word to, as in to write is to revise. It has been customary tokeep the to next to the verb; to place an adverb between them is known as splitting theinfinitive. Some modern writers do this all the time (for example, to boldly go), andsince all grammar is essentially a set of customs that govern the written word, you willneed to understand what the custom is where you work. If you are working withcolleagues trained across the last fifty years, they may find split infinitives annoying. Forthis reason, its often best to avoid splitting an infinitive wherever you can do so withoutdistorting the meaning of the sentence.ExamplesThe Marketing Department needs assistance to accurately understand our readers [to understand ourreaders accurately].David pondered how to best revise [how best to revise] the sentence.Double NegativeA double negative uses two negatives to communicate a single idea, duplicating thenegation. In some languages, such as Spanish, when the main action in the sentence isnegative, it is correct to express the other elements in the sentence negatively as well.However, in English, this is incorrect. In addition to sounding wrong (you can often hearthe error if you read the sentence out loud), a double negative in English causes…Select an example of bad OR good business-related writing, such as an article from a web site, blog, newspaper, or magazine on or about a business or a business topic/issue.Review and evaluate based on general revision points (text Chapter 7, Section 2 pages 130-131) and specific revision points, including style (text Chapter 7, Sections 3 & 4, pages 131-141). Based on your readings about critical thinking, you can also critique the argument made in the text, for example, if it is supported by premises and facts or is purely opinion.IMPORTANT: Please post with the type of example (good or bad) and source (web site, blog, newspaper, magazine) at the top of the paper; for example, BAD blog, or GOOD magazine article AND include the hyperlink for reference and so I can be able to view the source document. Explain and evaluate your reasoning.Attached is the text that is referred to in question.Chapter 7Revising and Presenting Your WritingIm not a very good writer, but Im an excellent rewriter.James A. MichenerHalf my life is an act of revision.John IrvingGetting StartedINT RODU CT ORY E XE RCIS ES1. Find an article you read online and review it, noting at least one area that would benefit fromrevision. Please share your results with classmates.2. Exchange draft revisions of a document prepared for a class or work assignment with aclassmate or colleague. Note at least one strength and one area for improvement, Providefeedback to the writer.One of the hardest tests to pass is the one of peer review. In the academic environment,professors conduct research, learn lessons, and share their findings by contributingarticles for professional journals. Each academic journal article undergoes peer review,or evaluation by colleagues in the same field as the professor who wrote the article.These evaluations, often conducted by leaders in each field, do not only consider thevalue of the writers findings. They also evaluate the mechanics of the document(spelling and grammar) and its presentation, organization, and design. The first time ascholar submits an article for peer review, he or she can expect rejections and liberal useof the red pen.You may not experience such a rigorous and vigorous review of your writing, but inmany ways the world of business is equally challenging. Academic publicationsultimately value solid findings that contribute to the field or discipline. Business writingultimately values writing that produces results or outcomes in environments where youdo not have the luxury of controlling the variables, designing the context, or limiting theSaylor URL: http://www.saylor.org/booksSaylor.org255scope of your inquiry. Your business document will be evaluated by people you nevermet or even anticipated would read it, and errors will have a negative impact on itsperformance.In every career, industry, and profession, todays business climate is a results-orientedenvironment. Regardless of what you write, there exists the possibility, even probability,that misunderstandings and miscommunications can and will occur. Although you willnot always have control over the importance of the ideas you are assigned tocommunicate in your writing, there is one thing you can control: errors. If you avoidmistakes, both in the document itself and in the way your audience interprets yourmessage, your document will have its best chance of success. To this end a thoroughrevision is an important part of your writing process.As you review and evaluate documents, those written by you and others, you will need tokeep in mind the three goals of being correct, clear, and concise. Next you will have tofocus on effectiveness and efficiency, recognizing that in a climate of increasingdemands and limited resources like time, you need to get it right the first time.The environment of a business writer can be stressful, but it can also be rewarding.Recognition from your peerssuppliers, internal department colleagues, or customerscan make it all worthwhile. Still, the reward in terms of acknowledgement may come inthe form of silence. When your document clearly meets expectations and accomplishesits goal, the outcome may be the absence of error or misinterpretation, a rare occasionthat often goes unheralded. As a business writer you need to value your work and notewhat works. When it does, take pride in your hard work in effort. You may not always becelebrated for your error-free documents that communicate concepts and ideas clearly,but know that they are successful, and their success is your success.Saylor URL: http://www.saylor.org/booksSaylor.org2567.1 General Revision Points to ConsiderL EA RNING O B JEC T IV ES1. Discuss the process of revision2. List three general elements of every document that require revisionJust when you think the production of your document is done, the revision process begins. Runnersoften refer to the wall, where the limits of physical exertion are met and exhaustion is imminent.The writing process requires effort, from overcoming writers block to the intense concentrationcomposing a document often involves. It is only natural to have a sense of relief when your documentis drafted from beginning to end. This relief is false confidence, though. Your document is notcomplete, and in its current state it could, in fact, do more harm than good. Errors, omissions, andunclear phrases may lurk within your document, waiting to reflect poorly on you when it reachesyour audience. Now is not time to let your guard down, prematurely celebrate, or to mentally moveon to the next assignment. Think of the revision process as one that hardens and strengthens yourdocument, even though it may require the sacrifice of some hard-earned writing.General revision requires attention to content, organization, style, and readability. These four maincategories should give you a template from which to begin to explore details in depth. A cursoryreview of these elements in and of itself is insufficient for even the briefest review. Across thischapter we will explore ways to expand your revision efforts to cover the common areas of weaknessand error. You may need to take some time away from your document to approach it again with afresh perspective. Writers often juggle multiple projects that are at different stages of development.This allows the writer to leave one document and return to another without losing valuableproduction time. Overall, your goal is similar to what it was during your writing preparation andproduction: a clear mind.Evaluate ContentContent is only one aspect of your document. Lets say you were assigned a report on thesales trends for a specific product in a relatively new market. You could produce a onepage chart comparing last years results to current figures and call it a day, but would itclearly and concisely deliver content that is useful and correct? Are you supposed tohighlight trends? Are you supposed to spotlight factors that contributed to the increaseSaylor URL: http://www.saylor.org/booksSaylor.org257or decrease? Are you supposed to include projections for next year? Our list of questionscould continue, but for now lets focus on content and its relationship to the directions.Have you included the content that corresponds to the given assignment, left anyinformation out that may be necessary to fulfill the expectations, or have you gonebeyond the assignment directions? Content will address the central questions of who,what, where, when, why and how within the range and parameters of the assignment.Evaluate OrganizationOrganization is another key aspect of any document. Standard formats that include anintroduction, body, and conclusion may be part of your document, but did you decide ona direct or indirect approach? Can you tell? A direct approach will announce the mainpoint or purpose at the beginning, while an indirect approach will present anintroduction before the main point. Your document may use any of a wide variety oforganizing principles, such as chronological, spatial, compare/contrast. Is yourorganizing principle clear to the reader?Beyond the overall organization, pay special attention to transitions. Readers often havedifficulty following a document if the writer makes the common error of failing to makeone point relevant to the next, or to illustrate the relationships between the points.Finally, your conclusion should mirror your introduction and not introduce newmaterial.Evaluate StyleStyle is created through content and organization, but also involves word choice andgrammatical structures. Is your document written in an informal or formal tone, or doesit present a blend, a mix, or an awkward mismatch? Does it provide a coherent andunifying voice with a professional tone? If you are collaborating on the project withother writers or contributors, pay special attention to unifying the document across thedifferent authors styles of writing. Even if they were all to write in a professional, formalstyle, the document may lack a consistent voice. Read it out loudcan you tell who iswriting what? If so, that is a clear clue that you need to do more revising in terms ofstyle.Saylor URL: http://www.saylor.org/booksSaylor.org258Evaluate ReadabilityReadability refers to the readers ability to read and comprehend the document. Avariety of tools are available to make an estimate of a documents reading level, oftencorrelated to a school grade level. If this chapter has a reading level of 11.8, it would beappropriate for most readers in the eleventh grade. But just because you are in gradethirteen, eighteen, or twenty-one doesnt mean that your audience, in their everyday useof language, reads at a postsecondary level. As a business writer, your goal is to makeyour writing clear and concise, not complex and challenging.You can often use the Tools menu of your word processing program to determine theapproximate reading level of your document. The program will evaluate the number ofcharacters per word, add in the number of words per sentence, and come up with arating. It may also note the percentage of passive sentences, and other information thatwill allow you to evaluate readability. Like any computer-generated rating, it shouldserve you as one point of evaluation, but not the only point. Your concerted effort tochoose words you perceive as appropriate for the audience will serve you better than anycomputer evaluation of your writing.KE Y TA KEA WAYThe four main categoriescontent, organization, style, and readabilityprovide atemplate for general revision.E XE RC IS ES1. Select a document, such as an article from a Web site, newspaper, magazine, or a piece ofwriting you have completed for a course. Evaluate the document according to the four maincategories described in this section. Could the document benefit from revision in any of theseareas? Discuss your findings with your classmates.2. Interview a coworker or colleague and specifically ask how much time and attention theydedicate to the revision process of their written work. Compare your results with classmates.3. Find a particularly good example of writing according to the above criteria. Review it and share itwith your classmates.Saylor URL: http://www.saylor.org/booksSaylor.org2594. Find a particularly bad example of writing according to the above criteria. Review it and share itwith your classmates.Saylor URL: http://www.saylor.org/booksSaylor.org2607.2 Specific Revision Points to ConsiderL EA RNING O B JEC T IV E1. List six specific elements of every document to check for revisionWhen revising your document, it can be helpful to focus on specific points. When youconsider each point in turn, you will be able to break down the revision process intomanageable steps. When you have examined each point, you can be confident that youhave avoided many possible areas for errors. Specific revision requires attention to thefollowing:FormatFactsNamesSpellingPunctuationGrammarLets examine these characteristics one by one.FormatFormat is an important part of the revision process. Format involves the designexpectations of author and audience. If a letter format normally designates a date at thetop, or the senders address on the left side of the page before the salutation, theinformation should be in the correct location. Formatting that is messy or fails toconform to the company style will reflect poorly on you before the reader even starts toread it. By presenting a document that is properly formatted according to theexpectations of your organization and your readers, you will start off making a goodimpression.FactsAnother key part of the revision process is checking your facts. Did you know that newsorganizations and magazines employ professional fact-checkers? These workers areresponsible for examining every article before it gets published and consulting originalsources to make sure the information in the article is accurate. This can involve makingSaylor URL: http://www.saylor.org/booksSaylor.org261phone calls to the people who were interviewed for the articlefor example, Mr. Diaz,our report states that you are thirty-nine years old. Our article will be published on thefifteenth. Will that be your correct age on that date? Fact checking also involves lookingfacts up in encyclopedias, directories, atlases, and other standard reference works; and,increasingly, in online sources.While you cant be expected to have the skills of a professional fact-checker, you do needto reread your writing with a critical eye to the information in it. Inaccurate content canexpose you and your organization to liability, and will create far more work than asimple revision of a document. So, when you revise a document, ask yourself thefollowing:Does my writing contain any statistics or references that need to be verified?Where can I get reliable information to verify it?It is often useful to do independent verificationthat is, look up the fact in a differentsource from the one where you first got it. For example, perhaps a colleague gave you alist of closing averages for the Dow Jones Industrial on certain dates. You still have thelist, so you can make sure your document agrees with the numbers your colleagueprovided. But what if your colleague made a mistake? The Web sites of the Wall StreetJournal and other major newspapers list closings for the Dow, so it is reasonably easyfor you to look up the numbers and verify them independently.NamesThere is no more embarrassing error in business writing than to misspell someonesname. To the writer, and to some readers, spelling a name Michelle instead ofMichele may seem like a minor matter, but to Michele herself it will make a bigdifference. Attribution is one way we often involve a persons name, and giving creditwhere credit is due is essential. There are many other reasons for including someonesname, but regardless of your reasons for choosing to focus on them, you need to makesure the spelling is correct. Incorrect spelling of names is a quick way to undermine yourSaylor URL: http://www.saylor.org/booksSaylor.org262credibility; it can also have a negative impact on your organizations reputation, and insome cases it may even have legal ramifications.SpellingCorrect spelling is another element essential for your credibility, and errors will beglaringly obvious to many readers. The negative impact on your reputation as a writer,and its perception that you lack attention to detail or do not value your work, will behard to overcome. In addition to the negative personal consequences, spelling errors canbecome factual errors and destroy the value of content. This may lead you to click thespell check button in your word processing program, but computer spell-checking isnot enough. Spell checkers have improved in the years since they were first invented,but they are not infallible. They can and do make mistakes.Typically, your incorrect word may in fact be a word, and therefore, according to theprogram, correct. For example, suppose you wrote, The major will attend the meetingwhen you meant to write The mayor will attend the meeting. The program would missthis error because major is a word, but your meaning would be twisted beyondrecognition.PunctuationPunctuation marks are the traffic signals, signs, and indications that allow us to navigatethe written word. They serve to warn us in advance when a transition is coming or thecomplete thought has come to an end. A period indicates the thought is complete, whilea comma signals that additional elements or modifiers are coming. Correct signals willhelp your reader follow the thoughts through sentences and paragraphs, and enable youto communicate with maximum efficiency while reducing the probability of error. [1]Table 7.1 "Punctuation Marks" lists twelve punctuation marks that are commonly usedin English in alphabetical order along with an example of each.Table 7.1 Punctuation MarksSaylor URL: http://www.saylor.org/booksSaylor.org263SymbolExampleApostropheMicheles report is due tomorrow.Colon:This is what I think: you need to revise your paper.Comma,The report advised us when to sell, what to sell, and where to find buyers.DashThis is more difficult than it seemsbuyers are scarce when credit is tight.EllipsisLincoln spoke of a new nationdedicated to the proposition that all men arecreated equal.ExclamationPoint!How exciting!Hyphen-The question is a many-faceted one.Parentheses()To answer it (or at least to begin addressing it) we will need moreinformation.Period.The answer is no. Period. Full stop.Question Mark ?Can I talk you into changing your mind?QuotationMarksThe manager told him, I will make sure Rene is available to help you.;Theresa was late to the meeting; her computer had frozen and she was stuckat her desk until a tech rep came to fix it.SemicolonIt may be daunting to realize that the number of possible punctuation errors is asextensive as the number of symbols and constructions available to the author. Softwareprogram may catch many punctuation errors, but again it is the committed writer thatmakes the difference. Here we will provide details on how to avoid mistakes with threeSaylor URL: http://www.saylor.org/booksSaylor.org264of the most commonly used punctuation marks: the comma, the semicolon, and theapostrophe.CommasThe comma is probably the most versatile of all punctuation marks. This means you as awriter can use your judgment in many cases as to whether you need a comma or not. Italso means that the possible errors involving commas are many. Commas are necessarysome of the time, but careless writers often place a comma in a sentence where it issimply not needed.Commas are used to separate two independent clauses joined by a conjunction likebut, and, and or.ExampleThe advertising department is effective, but dont expect miracles in this business climate.Commas are not used simply to join two independent clauses. This is known as thecomma splice error, and the way to correct it is to insert a conjunction after the comma.ExamplesThe advertising department is effective, the sales department needs to produce more results.The advertising department is effective, but the sales department needs to produce more results.Commas are used for introductory phrases and to offset clauses that are not essential tothe sentence. If the meaning would remain intact without the phrase, it is considerednonessential.ExamplesAfter the summary of this years sales, the sales department had good reason to celebrate.The sales department, last years winner of the most productive award, celebrated their stellar salessuccess this year.Saylor URL: http://www.saylor.org/booksSaylor.org265ExamplesThe sales department celebrated their stellar sales success this year.Commas are used to offset words that help create unity across a sentence like howeverand therefore.ExamplesThe sales department discovered, however, that the forecast for next year is challenging.However, the sales department discovered that the forecast for next year is challenging.Commas are often used to separate more than one adjective modifying a noun.ExampleThe sales department discovered the troublesome, challenging forecast for next year.Commas are used to separate addresses, dates, and titles; they are also used in dialoguesequences.ExamplesJohn is from Ancud, Chile.Katy was born on August 2, 2002.Mackenzie McLean, D. V., is an excellent veterinarian.Lisa said, When writing, omit needless words.SemicolonsSemicolons have two uses. First, they indicate relationships among groups of items in aseries when the individual items are separated by commas. Second, a semicolon can beused to join two independent clauses; this is another way of avoiding the comma spliceSaylor URL: http://www.saylor.org/booksSaylor.org266error mentioned above. Using a semicolon this way is often effective if the meaning ofthe two independent clauses is linked in some way, such as a cause-effect relationship.ExamplesMerchandise on order includes womens wear such as sweaters, skirts, and blouses; mens wear such asshirts, jackets, and slacks; and outwear such as coats, parkas, and hats.The sales campaign was successful; without its contributions our bottom line would have been dismalindeed.ApostrophesThe apostrophe, like the semicolon, has two uses: it replaces letters omitted in acontraction, and it often indicates the possessive.Because contractions are associated with an informal style, they may not be appropriatefor some professional writing. The business writer willas alwaysevaluate theexpectations and audience of the given assignment.ExamplesIts great news that sales were up. It is also good news that weve managed to reduce our advertisingcosts.When you indicate possession, pay attention to the placement of the apostrophe. Nounscommonly receive s when they are made possessive. But plurals that end in s receivea hanging apostrophe when they are made possessive, and the word it forms thepossessive (its) with no apostrophe at all.ExamplesMackenzies sheep are ready to be sheared.The parents meeting is scheduled for Thursday.We are willing to adopt a dog that has already had its shots.Saylor URL: http://www.saylor.org/booksSaylor.org267GrammarLearning to use good, correct standard English grammar is more of a practice than anevent, or even a process. Grammar involves the written construction of meaning fromwords and involves customs that evolve and adapt to usage over time. Because grammaris always evolving, none of us can sit back and rest assured that we know how to writewith proper grammar. Instead, it is important to write and revise with close attention togrammar, keeping in mind that grammatical errors can undermine your credibility,reflect poorly on your employer, and cause misunderstandings.Jean Wyrick has provided a list of common errors in grammar to watch out for, whichwe have adapted here for easy reference. [2] In each case, the error is in italics andthe [correct form] is italicized within square bracket.Subject-Verb AgreementThe subject and verb should agree on the number under consideration. In faulty writing,a singular subject is sometimes mismatched with a plural verb form, or vice versa.ExamplesSales have not been consistent and they doesnt [do not] reflect your hard work and effort.The president appreciates your hard work and wish [wishes] to thank you.Verb TenseVerb tense refers to the point in time where action occurs. The most common tenses arepast, present, and future. There is nothing wrong with mixing tenses in a sentence if theaction is intended to take place at different times. In faulty or careless writing, however,they are often mismatched illogically.ExamplesSharon was under pressure to finish the report, so she uses [used] a shortcut to paste in the salesfigures.The sales department holds a status meeting every week, and last weeks meetingwill be [was] at theSaylor URL: http://www.saylor.org/booksSaylor.org268ExamplesGarden Inn.Split InfinitiveThe infinitive form of verb is one without a reference to time, and in its standard form itincludes the auxiliary word to, as in to write is to revise. It has been customary tokeep the to next to the verb; to place an adverb between them is known as splitting theinfinitive. Some modern writers do this all the time (for example, to boldly go), andsince all grammar is essentially a set of customs that govern the written word, you willneed to understand what the custom is where you work. If you are working withcolleagues trained across the last fifty years, they may find split infinitives annoying. Forthis reason, its often best to avoid splitting an infinitive wherever you can do so withoutdistorting the meaning of the sentence.ExamplesThe Marketing Department needs assistance to accurately understand our readers [to understand ourreaders accurately].David pondered how to best revise [how best to revise] the sentence.Double NegativeA double negative uses two negatives to communicate a single idea, duplicating thenegation. In some languages, such as Spanish, when the main action in the sentence isnegative, it is correct to express the other elements in the sentence negatively as well.However, in English, this is incorrect. In addition to sounding wrong (you can often hearthe error if you read the sentence out loud), a double negative in English causes…