Chapter 6
Completing Business Messages
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The Revision Process
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•Content
•Organization
•Proper Tone
Sentence Length
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•Up to 15 Words
•15 – 25 Words
•Over 25 Words
Paragraph Length•Appearance
•Readability
•Emphasis
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Idea Sequence
Visual Impact
Complex Topics
Main Points
Skimming
Readers
Lists and Bullets
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Edit for Conciseness
Unneeded Wordsand Phrases
Long Wordsor Phrases
RedundantCombinations
“It is/There are”Starters
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Revise with Technology
Spell Checker
Thesaurus
Software Features
Grammar Checker
Style Checker
Software Tools
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Document Design
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•White Space•Margins•Justification•Typefaces•Type Styles
Production Technology
• Templates, themes, and style sheets• Page setup features• Column and paragraph formatting• Numbered and bulleted lists• Information in tables• Pictures, textboxes, and objects
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Formatting Business Letters
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Date Inside AddressSalutation
The Message
Complimentary CloseSignature
Block
Formatting Memos
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Memo Title
Headings
The Message
Careful Proofreading
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•Multiple Passes•Perceptual Tricks•High-Priority Items•Sufficient Distance
Careful Proofreading
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•Vigilance•Concentration•Paper Documents•Sufficient Time
Distributing Messages
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•Cost Concerns•Convenience•Time Issues•Security/Privacy
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