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1、Chapter 2 Diction&Effective Sentences,Learning ObjectivesTo learn how toChoose words precisely.Choose words with appropriate connotations.Choose between active and passive voice.Vary sentence patterns.,Chapter 2 Diction&Effective Sentences,Diction is the choice and use of words.In business writing,u
2、se concrete,specific terms whenever possible;use abstractions only when necessary.Example,instead of referring to“a sizable loss”,talk about“a loss of$32 million”.Word ChoiceUse short,familiar words.Occasionally need a long or an unfamiliar word because it is the only,Word that exactly conveys your
3、meaning.,Whenever you can choose between two words that mean the same thing,use the shorter,more common one.Examples:Commence-beginReside-liveSubsequently-laterUtilize-useRemittance-check,payment,Compare the following sentences:,A.This letter is a confirmation of the details of our meeting last Tues
4、day.B.This letter confirms the details of last Tuesdays meeting.A.Preparation of an agenda should be done before a meeting.B.Prepare an agenda before the meeting.,A.It appears the figures are inaccurate.,B.The figures are inaccurate.Avoid using these weak expressions:It was suggested,it seems,it app
5、ears,we should consider,we seem to be in favor,it may be that Also avoid using cliches(套话)At your earliest convenience,At an early date,(if you have a date,give it.),Thanking you in advance.Better:Thank you for,Attached/Enclosed please find/You will find/Please find enclosed two copies of our invoic
6、e No.456.Better:Attached/Enclosed/Here is/are two copies of our invoice No.456.,Reducing sexual bias in business writing,Nonsexist language treats both sexes neutrally.Using nonsexist language is a good idea for at least three reasons.First,the language we use reflects and reveals our understanding
7、of the world around us.An organization that treats people fairly should use language that treats people fairly.A second reason for using nonsexist language,Is to remove a potential barrier to,The images people create of themselves.The third reason to use nonsexist language,and perhaps the most impor
8、tant,is that its fairer and friendlier.When you know your readers name but not the gender.You may use the readers full name in the salutation:Dear Chris Crowell,Dear J.C.Meath,When you know neither the readers name nor gender.You have several options:,1.Use the readers position or job title:Loan Off
9、icer,2.Use a general group to which your reader belongs:Dear Investor:Dear Admissions Committee:Do not use Dear Sir or Madam:,Dear Gentlepersons:,or To whom it may concern.These terms may be nonsexist,but they are stuffy,and sound silly.,Pronouns,Four ways to eliminate sexist generic pronouns:use pl
10、urals,use second-person you,revise the sentence to omit the pronoun,and use pronoun pairs.Example:Each supervisor must certify that the time sheet for his department is correct.,Nonsexist:,1.Supervisors must certify that the time sheets for their departments are correct.2.You must certify that the t
11、ime sheet for your department is correct.3.The supervisor must certify that the time sheet for his or her department is correct.4.The supervisor must certify that the time sheet for the department is correct.,Effective Sentences,Three Types of Sentences:simple,compound,and complex.The structure of t
12、he sentence should match the relationship of the ideas.For example,if you have two ideas of equal importance,they should be expressed as two simple sentences or as one compound sentence,but if one of the ideas is less important than the other,it should be placed in a dependent clause to form a compl
13、ex sentence.,Effective writing balances all three sentence types,If you use too many simple sentences,your writing sounds childish and cannot properly express the relationship among ideas.If you use too many long,compound sentences,your writing will sound boring.Moreover,a long series of complex sen
14、tences is hard to understand.,Example:,Our intent in forwarding the list of priority short-term capital projects in advance of the final report has been to fast track the approval process in anticipation of a review of each capital project to be conducted by government staff with your staff.,Better:
15、,Attached is the list of priority short-term capital projects.We are sending you this information before the final report is released to fast track the approval process.This early release of the information should help your staff be prepared when the anticipated government review occurs.(a long sent
16、ence splited into 3 sentences,which is clear to be understood.),The best length of a sentence in business,Is about 15-18 words,which is easy to read.The best business writing should include a variety of sentence lengthWith short and long sentences.,Sentence Style,Keep sentences shortRely on the acti
17、ve voice:Tom played the violin/The violin was played by Tom.The shipment was lost/You lost the shipment.,Eliminate unnecessary words/phrases,Avoid obsolete and pompous languageModerate your enthusiasmBreak up strung-out sentencesAvoid hedging sentencesWatch for indefinite pronoun startersExpress par
18、allel ideas in parallel formCorrect dangling modifiers(For details:Read the textbook),Keep words together that work together,Emphasize key thoughtsExample:In the near future,sales will be hiring two new account managers as we work on improving our customer service.Better:Two new account managers,who
19、 will be hired by sales in the near future,will help us improve customer service.(Two new account managers and improve customer service are now the key points.),What should you look for when you revise sentences?,Try these six techniques.1.Use active verbs most of the time.2.Use strong verbs.3.Tight
20、en your writing.4.Vary sentence length and structure.5.Use parallel structure.6.Put your readers in your sentences.,Practice,Use The KISS Principle to rewrite the following words:1.despatch,assist,kindly,sufficient2.with regard to,in view of the fact that,in the event that,at a later date,we would like to ask you to,Conduct an investigation,Key:,1.send,help,please,enough2.about,as,because,if,later,please,investigateDo Practice 2Homework:EXERCISES FOR CHAPTER 22-2,2-3,2-4,2-6,2-7,
