rules on clear and effective writing.ppt
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Rules on Clear andEfective Writing
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RULE NO. 1: THINK FIRST,THEN WRITE
You must figure out just what
you want to say.
why you are writing in the firstplace.
Know who your readers
Think for the human interest
Think for logical arrangements
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According to time
Start with what happened first whathappened ne!t and so on.
Arrange the material according to
importance The pattern you can use most often is the
who"what"where"when"why order of a
news story.
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RULE NO. 2: GET TO THE
POINT #et the reader into the midst
of things.
Start with something thatmatters such as your main
idea.
$r tell the reader somethingthat will make him sit and
take notice.
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RULE NO. 3: USE FAMILIAR
WORDS%eaders are not &uying
newspapers for the words
used &ut for the content
'se words that has three or
more sylla&les under ()percent.
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*omple! *ommon
category + class contri&ute + gi,e
facilitate + help inaugurate + startincarcerate + jail indisposed + ill
inundate + flood majority + most
monumental + &ig pre,aricate + lieproceed + goprocure + get
purchase + &uy reside + li,e
re-uest + ask summon + call
terminate + end utilie + use
witness + see
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RULE NO. 4:OMIT VERBALDEADWOOD
drop unnecessary words from phrases or
sentences
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affi!ed his signature + signed
at the present time + nowheld a conference + met
in the immediate ,icinity + near
for the reason that + &ecause
tendered his resignation + resigned
told his listeners + said
united in holy matrimony + married
used for fuel purposes + fueledwas a&le to make his escape " escaped
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advancedprediction
a period of two weeks definitely decided
fatalkilling
final conclusion free gift
newrecruits
otheralternati,e
pasthistory
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RULE NO. 5: KEEP YOUR
SENTENCES SHORT
%eaders a&sor& the idea
faster.
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/onger sentences
0ore words
0ore relationships
0ore effort
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A,eragesentence
length in
words1
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RULE NO. : SHORTEN YOUR
PARAGRAPHS
they are easy on the
eye
Short paragraphs act
as a &rake for writers
make for easy
reference
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RULE NO. !: USE SPECIFIC
AND CONCRETE LANGUAGE
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*oncrete nouns help focus your reader2s
attention.
Always prefer the specific to the general
the definite to the ,ague and the concrete
to the a&stract.
3urthermore you must watch out for
,ague or imprecise words. *rime for
instance is ,ague. 4t may range all the way
from jaywalking to murder.
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Tragedy 5fire e!plosion drowning ca,e"in67
Accident 5collision a fall from a &uilding slip67
$rganiation 58aycees *atholic Action Y0*A67
*eremony 5wedding mass award67
/egal action 5suit for damages criminal case67
9ocument 5deed of sale record certificate
treaty67
0onetary *onsideration 5salary &ri&e reward67
*ommunity 5town &arrio city67
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:ague1 ;is head was injured &y
a &lunt instrument.
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;is skull was fractured with a
hammer.
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:ague1 $fficers remo,ed a gun
from his clothing.
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cali&er
automatic from his hip pocket
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:ague1 A large num&er
assem&led for the meeting.
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3i,e hundred attended the
caucus.
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:ague1 ;e spoke in disparaging
terms a&out the radical element.
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;e denounced the communists.
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RULE NO. ": PREFER THESIMPLE TO THE COMPLE#
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RULE NO. $: BE POSITIVE
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su&ject ,er& and o&ject.
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RULE NO. 1%: USE THE
ACTIVE VOICE
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( *ongressmen demanded today the
firing of all police officials
> The firing of all police officials was
demanded today &y *ongressmen
= The demand for the firing of all
?amarco officials was made &ycongressmen
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?ouns especially a&stract nounstend to &e static.
@ut ,er&s imply action mo,ement.
:er&s make a story sparkle.
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?ewspaper circulation grew
steadily
,s
The growth of newspaper
circulation has &een steady.
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4t is re-uested that the
production department &enotified of any change in
deadline.
:S
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RULE NO. 11: WRITE AS YOUTALK
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ffecti,e immediately the practice of
endea,oring &y words gestures or
otherwise to &eg in,ite or securetransportation in any motor ,ehicle not
engaged in passenger tra,el or hire or
otherwise acting as a commercialpassenger carrier &y officers or enlisted
men or women or &oth in the na,al
ser,ice at any point within the&oundaries of this na,al command is
for&idden.
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9o not ask for free ridesB
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RULE NO. 12: USEAD&ECTIVES SPARINGLY
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The ?ational Caterworks and
Sewerage Authority had a
remarka&le record for April + itpro,ided water all day round.
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RULE NO. 13:REVISE ANDSHARPEN
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RULE NO. 14:WRITE TO
E#PRESS, NOTTO IMPRESS
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An e!ercise that seeks-uantitati,e answers relating to
a period that is some distance
away in the future must &y its
,ery nature &e highly tentati,e.
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Chat followed was largely
guesswork.
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RULE NO. 15: ODDS AND
ENDS
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E'()*+-+is the use of asupposedly pleasing e!pression in
the place of the simpler or more
accurate word.
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The classic e!amples comes from Sir
Cinston *hurchill. ;e told acolleague1 The %ight ;onora&le
0em&er is guilty of a terminological
ine!actitude.
;e meant1 You are lying
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A +*/()0is the applicationof a descripti,e term to an
o&ject to which it is not literally
applica&le. 0i!ed metaphors
are a com&ination of
inconsistent metaphors.
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(. Scientists at the
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>. The strong arm of the law is
marching after the offenders.
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=. Ce congratulate thechairman on his skill in piloting
the committee2s ship on thesolid ground of reality.
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*arlos /oyaga took the &allfrom Tony %enato and had
dri&&led the sphere to threeyards of the goal whenD