ASSIGNMENT - 02

Chapter Four:
Constricting Clear sentence and Paragraph

KEY TERMS:

1.Cluttering phrase:
An often-used uneconomical wording is the cluttering phrase. This is a phrase that can be
replaced by shorter wording without loss of meaning. The little savings achieved in this way add
up.
Example:
◑ In the event that payment is not made by January, operations will cease.
➤ If payment is not made by January, operations will cease.

2. Surplus words:

To write economically, eliminate words that add nothing to sentence meaning. As with
cluttering phrases, we often use meaningless extra words as a matter of habit. Eliminating these
surplus words sometimes requires recasting a sentence, but often they can just be left out.

Example:

◑ It will be noted that the records for the past years show a steady increase in special
appropriations.

➤ The records for the past years show a steady increase in special appropriations.

3. Roundabout constructions:

Going over same ground in a roundabout way.

Example:

◑ The department budget can be observed to be decreasing each new year

➤The department budget decreases each year.

4. Redundancies:

Repetitions of ideas through the use of different words that mean the same thing (free gift, true
fact, past history) also add to sentence length.

Example:

◑ Please endorse your name on the back of this check.

➤Please endorse this check.

5. Short sentences:

Sentence length affects emphasis. Short sentences carry more emphasis than long, involved
ones.

6. Coordinated:

If both ideas are presented equally when a sentence contains two or more ideas.

Example:

◑ The company lost money last year. The loss occurred despite record sales.

➤ The company lost money last year, and the loss occurred despite record sales.

7. Subordinated:

If one gets more emphasis than the other when a sentence contains two or more ideas.

Example:

◑ The company lost money last year. The loss occurred despite record sales.

➤ Although the company enjoyed record sales last year, it lost money.
8. Sentence unity:

All the parts of the sentence work together good to create one clear point.

Example:

◑ Mr. Jordan is our sales manager, and he has a degree in law.

➤ Mr. Jordan, our sales manager, has a law degree.

9. Mixed construction:

Sometimes illogical sentences occur when writers mix two different kinds of sentences together.
This problem is called a mixed construction.

Example:

◑ The consumer should read the nutrition label, but you often don’t take the time to do so.

➤ Consumers should read nutrition labels, but they often don’t take the time to do so.

10. Incomplete construction:

Certain words used early in a sentence signal that the rest of the sentence will provide a certain
kind of content.

Example:

◑ She was so happy…

➤ She was so happy with the retirement party we gave her.

11. Dangling modifier:

People whom the opening phrase is supposed to modify have been left out, making the opening
phrase

Example:
◑ Believing the price would drop, the purchasing agents were instructed not to buy.

➤ Believing the price would drop, we instructed our purchasing agents not to buy.

12. Misplaced modifier:

Putting modifiers in the wrong place or giving them nothing to modify in the sentence is
another common way that sentence logic can go awry.

Example:

◑ Believing the price would drop, the purchasing agents were instructed not to buy.

➤ Believing the price would drop, we instructed our purchasing agents not to buy.

13. Faulty parallelism:

Readers expect the same kinds of content in a sentence to be worded in the same way. Faulty
parallelism violates this logical expectation.

Example:

◑ To create a more appealing website, we can gather personal stories, create a new logo, as
well as making the layout more readable.

➤ To create a more appealing website, we can gather personal stories, create a new logo, and
make the layout more readable.

14. Paragraph unity:

Like sentences, paragraphs should have unity. When applied to paragraph structure, unity
means that a paragraph sticks to a single topic or idea, with everything in the paragraph
developing this topic or idea. When you have finished the paragraph, you should be able to say,
“Everything in this paragraph belongs together because every part concerns every other part.”

15. Topic sentence:

The most common paragraph arrangement begins with the topic sentence and continues with
the supporting material. In fact, the arrangement is so appropriate for business information that
one company’s writing manual suggests that it be used for virtually all paragraphs.

16. Coherence:

Like well-made sentences, well-made paragraphs move the reader logically and smoothly from
point to point. They clearly indicate how the different bits of information are related to each
other in terms of logic and the writer’s apparent purpose. This quality of enabling readers to
proceed easily through your message, without side trips and backward shifts, is called
coherence.

17. Transitional devices:

Words that transition like likewise, therefore, for example, also however, in contrast.

When we talk in everyday conversation, we connect many of our thoughts with transitional
words. But when we write, we may not use them enough. So we should alert for places where
providing such words will help move readers through paragraphs.

CRITICAL THINKING QUESTIONS

7. Analyze several types of business writing.

Answer:

Business writing: Business writing is any written communication used in a professional setting,
including emails, memos, and reports. It’s direct, clear, and designed to be read quickly. With
time and practice, you too can become an effective business writer.
Several types of Business writing:

1.sales letter: A form of direct mail in which an advertiser sends a letter to a potential customer.
Whether you send it out solo or as part of a direct-mail package, a sales letter can be one of
your most effective marketing tools, allowing you to speak one-on-one to prospects and
customers.

2.Blog post: A blog post is a single web page on a website that explores a specific blog subtopic.
The article discusses a highly-specific sub-topic while simultaneously making a connection to
the blog’s main topic. Blog postings allow companies to rank on search engines for several
keywords, giving people looking for particular goods and services coming across the blog post
access to the rest of the business’s website content.

3. A Report: Formal documents that provide detailed information and analysis on a specific
topic, often used to inform decision-making.

4. A Business Article: A business article is a written piece of content that provides information,
insights, analysis, or commentary related to various aspects of the business world. These
articles can cover a wide range of topics, such as industry trends, management strategies,
marketing techniques, financial advice, entrepreneurship, and more. Business articles are
typically published in newspapers, magazines, online platforms, and industry journals. They aim
to educate, inform, and engage readers by offering valuable knowledge, expert opinions, and
practical tips relevant to the business community.

5.Emails: Used for everyday communication, whether it’s sending updates, requesting
information, or coordinating tasks.

6.Memos: Internal communication tools used to convey important information,

announcements, or policy changes within an organization.

7.Proposals: Documents designed to persuade or convince a reader to take a particular course

of action, often used in sales, project bids, or funding requests.
8.Presentations: Visual and verbal communication that accompanies slides to deliver
information or persuade an audience during meetings or conferences.

9.Whitepapers: In-depth documents that explain complex topics, often used in industries like
technology or finance to demonstrate expertise.

10.Brochures and Marketing Copy: Written materials used to promote products, services, or
events, targeting potential customers.

How paragraphing in business writing is influenced by genre or medium: Paragraphing in

business writing is influenced by the genre or medium. Emails and memos often have short,
focused paragraphs. Reports and proposals have structured paragraphs corresponding to
sections. Business articles use longer paragraphs for analysis. Sales content emphasizes key
points with short, impactful paragraphs. Presentations use minimal paragraphing on slides.
Social media posts have brief paragraphs due to character limits. Instruction manuals have
paragraphs for clear step-by-step guidance.

9.❝Topic sentences are useful for reports and letters, but email messages don’t
need them.❞

Answer:

Topic sentences serve as introductory sentences that provide the main idea or point of a
paragraph. In reports and letters, they help organize and guide the reader through the content.
However, in email messages, where communication is often concise and immediate, the context
is usually clear from the subject line or the preceding sentences.

Reports and Letters: In longer forms of communication like reports and letters, topic sentences
play a crucial role. They introduce the main point or idea of a paragraph, guiding the reader’s
understanding of what will be discussed. This organizational structure helps readers navigate
the content, grasp the main points, and follow the logical flow of information. For example, in a
report analyzing sales data, a topic sentence might introduce the upcoming discussion of trends
in a specific market segment.

Email Messages: Conversely, email messages are often characterized by their brevity and
immediacy. When composing emails, the subject line and the context of the ongoing
conversation already provide a clear framework for understanding. Due to this concise nature,
paragraphs in emails can often get directly to the point without requiring an explicit topic
sentence. Since the focus is on quick and efficient communication, the content of the email
itself typically serves as a clear indication of the topic being discussed.

In essence, the choice to include topic sentences in any form of communication depends on the
communication’s length, context, and purpose. For longer, more structured pieces like reports
and letters, topic sentences aid in clarity and organization. In the case of email messages, where
brevity is key, the need for topic sentences is often reduced, as the immediate context and
content provide sufficient information for understanding.

Therefore, topic sentences are not always necessary in emails, as the message’s brevity allows
for a direct and straightforward approach to conveying information.