3.

Composing first draft with effective sentences

a. Achieving variety with four sentence types

Simple Compound sentence Complex Compound-Complex

contains 1 contains 2 complete & contains an independent contains at least
complete related thoughts, joined by clause (complete 2 independent clauses + 1
thought conjunction (and, but, or) ,thought) + a dependent dependent clause
S+V semicolon , conjunctive clause (thought can’t S + V, S + V; however, S + V
adverb (however, stand by itself) ←
consequently, therefore) introduced by words
(although, since,
S + V ; consequently, S + V because, if)

followed by a comma

S+V,S+V

b. Avoiding 3 common sentence faults

● Fragment: a broken-off part of a complex sentence, identified by words
that introduce them (although, as, because, even, except, for example, if
instead of, since, such as, which, then)

● Run-on (fused) sentence: with 2 independent clauses not joined by

coordinating conjunction (and, or, nor, but) by a semicolon (;)
 ● Comma splice: results when join 2 independent clauses with a comma.

c. Favoring short sentences

- sentences that average 20 words → communicate clearly, grasp ideas
quickly
- balance between longer & shorter sentences

4. Developing business writing techniques

a. Emphasizing important ideas: achieved in 2 ways: mechanically &

stylistically
● Achieving emphasis through mechanics:
- Underlining: draws the eye to a word
- Italics and boldface: conveys special meaning
- Font changes: large, small, different font draws interest.
- ALL CAPS: like shouting them
- Dashes: used sparingly – can be effective.
- Tabulation: listing items vertically makes them stand out:
 1. First item
2. Second
3. Third

● Achieving emphasis through style: chooses words carefully + constructs

sentences skillfully → emphasizes main ideas + de-emphasize minor or
negative ideas.
- use vivid, not general words: reader can picture ideas clearly (p.170)
- label the main idea: if an idea is significant → tell the reader
- place important idea first - last: if stand at middle → less competition
from surrounding words
- give important ideas the spotlight: not dilute (pha loãng) effect of main
idea by making it share stage with other words and clauses → put in
simple sentence/ independent clause.

● De-emphasizing when necessary

- use general words
- place bad news in a dependent clause linked to an independent clause
containing sth positive.

b. Using active - passive voice effectively

- active voice reveal performer immediately → more direct → easier to
understand + shorter : actor → action
- passive voice: useful to emphasize action, de-emphasize negative news,
conceal the doer (người thực hiện) of an action : receiver ← action

c. Developing parallelism
- parallelism: skillful writing technique → create balanced writing → easy
to understand
- how: use similar structures → express similar ideas ; match noun - noun,
verb - verb, clause - clause ; avoid mixing active-voice verbs with
passive-voice verbs
 d. Avoiding dangling & misplaced modifiers
- modifier must be close to words they describe → clarity
- modifier dangles: word/ phrase is missing from its sentence (eg: Driving
through Malibu Canyon, the ocean came into view. This sentence says that the
ocean was driving through Malibu Canyon. Revised, the sentence contains a
logical subject: Driving through Malibu Canyon, we saw the ocean come into
view.)
- modifier is misplaced: word/ phrase it describes isn’t close enough to be
clear (eg: Firefighters rescued a dog from a burning car that had a broken leg.
Obviously, the car did not have a broken leg. The solution is to position the
modifier closer to the word(s) it describes or limits: Firefighters rescued a dog
with a broken leg from a burning car)

→ ask questions: who? what?

table p.173
5. Building well-organized paragraph

- paragraph: a group of sentences abt 1 idea.

- avoid muddled paragraphs → recognize basic para elements, conventional sen
patterns, and three classic para plans. & polish para by building coherence +
using transitional expressions.
- well-constructed para discuss only one topic, composed 3 kinds of sentences:
+ topic sen: express primary idea
+ supporting sen: illustrate, explain, strengthen primary idea
+ limiting sente: oppose primary idea by suggesting negative/ contrasting
thought (precede/ follow topic sen)

a. Using direct paragraph plan to define, classify, illustrate or describe

- para using direct plan begin with topic to supporting → clarify subject
immediately (mostly used for business message)
- useful when define (new product procedure), classify (part of a whole),
illustrate (an idea), describe (a process)

b. Using pivoting para plan to compare and contrast

- para using pivoting plan start with limiting sen (offer a contrasting/
negative idea) to topic sentence
- useful for comparing and contrasting ideas → assure to emphasize the
turn in direction with an obvious but/ however

c. Using indirect para plan to explain and persuade

- para using indirect plan start with supporting to topic sen
- useful plan: build a rationale, foundation of reasons before hitting
audience with big idea ; explain reasons → draw a conclusion

d. Developing para coherence

 - paragraphs are coherent when ideas cohere ← stick together, one idea
logically leads to the next
● sustaining key idea: repeating a key expression/ using similar throughout
a para
Our philosophy holds that every customer is really a guest. All new employees are trained to treat
guests in our theme parks as VIPs. We take great pride in respecting our guests. As VIPs, they are
never told what they can or cannot do.

● dovetailing (ăn khớp với nhau) sentences: idea at the end connects of one
with idea at the beginning of the next ; helpful with dense, difficult
topics/ ordinary para.
New hosts and hostesses learn about the theme park and its facilities. These facilities include
telephones, food services, bathrooms, and attractions, as well as the location of offices. Knowledge of
offices and the internal workings of the company is required of all staffers.

● including pronouns: familiar pronouns (we,they,he,she,it) build continuity

; demonstrative pronouns (this,that,these,those) confirm sth under
discussion is still being discussed.
All new park employees receive a two-week orientation. They learn that every staffer has a vital role in
preparing for the show. This training includes how to maintain enthusiasm.

● employing transitional expressions: verbal road signs to readers ; enables

receiver to anticipate what’s coming, reduce uncertainty, speed
comprehension

e. Controlling paragraph length

- short para more attractive, readable
- para with ≤ 8 lines looking inviting
1. Beginning with research

Solve problems and make decisions by gathering information, generating ideas,

and organizing those ideas into logical messages that guide their organizations.
(part of the second phase of the 3-x-3 writing process).

drafting a message before gathering background information → called

‘research’ (research simply means collecting information about a certain topic,
can be formal or informal) → important → helps the writer shape the message
 • What does the receiver need to know about this topic?

• What is the receiver to do?

• How is the receiver to do it?
• When must the receiver do it?

• What will happen if the receiver doesn’t do it?

Whenever your communication problem requires more information than you

have in your head or at your fingertips → must conduct research.

Informal research methods Formal research methods

For many routine tasks (drafting emails, Long reports and complex business problems
memos, letters, informational reports, and oral generally require formal research methods
presentations) → collect information
informally.
● Search your company’s files: in your
own files or those of the company;
consult the company wiki or other
digital and manual files or colleagues.
● Talk with the boss. Get information
from the individual making the
assignment. What does that person know
about the topic? What slant should you
take? What other sources would that
person suggest?
● Interview the target audience. talking
with individuals at whom the message is
aimed → provide clarifying information
that tells you what they want to know
and how you should shape your remarks.
● Conduct an informal survey:
questionnaires, telephone or online
● Access digital sources. Torrents of
information are available online (google,
college and public libraries, scholarly
journals, magazines, newspapers, and other
online literature. But struggle to decide
what is current, relevant, and credible.
● Search manually. Valuable background
and supplementary information is available
through manual searching of resources in
public and college libraries (books and
newspaper, magazine, and journal articles,
encyclopedias, reference books,
handbooks, dictionaries, directories, and
almanacs).
● Investigate primary sources: go directly
to the source (blogs, Twitter, Facebook,
newspapers) to learn about circumstances
leading to crowdsourcing; use
surveys → unscientific but helpful questionnaires, interviews, or focus
information. groups.
● Conduct scientific experiments. Instead
of merely asking for the target audience’s
opinion, scientific researchers present
choices with controlled variables → results
of such experimentation provide valuable
data for managerial decision making.

2. Generating ideas & organizing information

a. Brainstorming & brainwriting
● Brainstorming: spontaneous contribution of ideas from members of a
group.
- group gathering to solve problem → each member strives for present as
many ideas as possible, emphasis on quantity, not quality → ideas are
evaluated, the best are selected
- according to critics:
+ brainstorming doesn’t work → loudmouth meeting-hog
phenomenon: one extrovert dominates the conversation
+ anchoring: early ideas tend to sway the group, favoring first idea →
crushing originality, promoting groupthink & limiting fresh
avenues of thought.

● Brainwriting: writing out ideas rather than speaking them

- Supporters claim that brainwriting generates far more creative ideas than
traditional brain- storming.
- emphasis is on writing first and discussing afterward.
 Brainstorming be a wild affair with visionary off-the-wall suggestions ><
brainwriting is quieter and more thoughtful.

→ Both techniques, however, end in the same place - with the selection of the
best ideas.

b. Crowdsourcing, crowdstorming and crowdfunding

Crowdsourcing Crowdstorming Crowdfunding

the practice of requesting moves beyond crowdsourcing by the practice of soliciting

ideas or services online from
unknown crowd members
rather than from traditional
employees or contractors
an appealing and inexpensive
method of tapping into the
collective knowledge of
consumers
requiring the crowd to evaluate
and filter the ideas into a viable
product or plan.
crowdstorming patterns are
moving from simple searches for
ideas → more complex
interactions in which internal or
external groups take on
specialized tasks.
contributions, usually through
the Internet, from a group of
friends or strangers to finance
a project, cause, or business
venture.
exploded with requests to
fund everything from fertility
treatments to film projects and
vacations
 c. Group ideas to show relationship

collect data → organize inform: include 2 process: grouping (group similar

items) & strategizing (place ideas in a strategic sequence helps reader
understand relationship + accept writer’s view)

● Using lists and outlines: make quick scratch list of topics → compose a
message on digital device
● Typical document components:

d. Organizing ideas into strategies

- 2 organizational strategies: direct (main idea → details, explanation,
evidence) & indirect strategies (details, explanation, evidence → main
idea) (difference: where main idea is place)

● Direct strategy for receptive audiences: (requests, responses, orders,

acknowledgments, nonsensitive memos, emails, informational reports &
oral presentations)
- expect the reader to be pleased, mildly interested, neutral → use direct
strategy: put main point – purpose of message in first or second sentence.
- advantages:
+ save reader’s time
+ sets a proper frame of mind
 + reduce frustration

● Indirect strategy for unreceptive audiences: (bad news, ideas that require
persuasion, sensitive news, especially transmitted to superior)
- expect audiences to be uninterested, unwilling, displeased, hostile → use
indirect strategy: evidence, explanation → main idea
- advantage:
+ respects feelings of audience
+ facilitates a fair hearing
+ minimize negative reaction
- emails, memos, letters refusing requests, denying claims, disapprove
credit…