BUS 251: BUSINESS

COMMUNICATION
Spring 2019
 Lecture 3: Constructing Clear Sentences and
Paragraphs (Chap 4)
Learning Outcomes:
 Explain the role of adaptation in writing clear sentences.
 Write short, clear sentences by limiting sentence content and
economizing on words.
 Design sentences that give the right emphasis to content.
 Employ unity and good logic in writing effective sentences.
 Compose paragraphs that are short and unified, use topic
sentences effectively, and communicate coherently.
 The Importance of Adaptation

 Like choosing words, constructing clear sentences and paragraphs

involves adaptation to the intended readers.
 Use simpler sentence structures to reach people with lower
communication abilities and people not knowledgeable about the subject
and vice versa.
 However, even the advanced readers tend to prefer simplicity.
 Emphasis in sentences in such a way that your key points stand out.
 Well structured sentences convey a professional image.
 CARE IN SENTENCE DESIGN:
Write short, clear sentences by limiting sentence content and economizing on
words.
 Limit Sentence Content

 Business audience prefer simple, efficient sentences.

 No one wants to read writing that wastes time
 More words increase the chances of a misunderstanding
 Convert long, difficult sentences into short, clearer sentences.
 Limit Sentence Content

 However..
 Careful: overuse of short sentence can sound elementary/choppy
 Use long sentences moderately and occasionally
 Sometimes long sentences are required to convey thoughts
 Economize on Words

 Tip 1: Eliminate Cluttering Phrases - Phrases that can be replaced by shorter

wording without loss of meaning
Example:
In the event that payment is not made by January, operations will cease.
 If payment is not made by January, operations will cease.
 In very few instances do the salespeople receive bonuses over the amount
of $100.
 The salespeople rarely receive bonuses over $100.
 Economize on Words

 Tip 2: Cut Surplus Words – Sometimes we use meaningless extra words as a

matter of habit. Try to eliminate some words completely and still keep the same
meaning.
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.
 His performance was good enough to enable him to qualify for the
promotion.
 His performance was good enough to qualify for the promotion.
 Economize on Words

 Tip 3: Rephrase Roundabout Constructions – Direct ways are shorter and

communicate better.
Example:
The department budget can be observed to be decreasing each new year.
 The department budget decreases each year.
 The president is of the opinion that the tax was paid.
 The president believes that the tax was paid.
 Economize on Words

 Tip 4: Unnecessary Repetition of Words or Ideas – Repeating words or ideas

with no apparent need adds to sentence length.
Example:
The beginning of the speech with open with a welcome.
 The Speech will open with a welcome
 We must assemble together at 10.30 am in the morning.
 We must assemble at 10.30 am.
MANAGE EMPHASIS IN SENTENCE DESIGN:
Design sentences that give the right emphasis to content
 MANAGE EMPHASIS IN SENTENCE DESIGN

 Tip: 1 - Use short sentences for emphasis.

 Tip: 2 - Use Independent and Dependent Clauses Deliberately: When
a sentence contains two or more ideas, the ideas share emphasis.
Example: The company lost money last year. The loss occurred
despite record sales.
Version 1: The company lost money last year, and the loss occurred
despite record sales.

Version 2: Although the company enjoyed record sales last year, it lost
money.

Version 3: The company enjoyed record sales last year, although it lost
money.
GIVE SENTENCES UNITY
Employ Unity and Good Logic
 Give Sentences Unity

Tip 1: Avoid Unrelated Ideas - Three ways to give unity

Put ideas in separate sentences
Subordinate one of the idea to the other
Add words to show that they are related
Example:
 The weather was unusually bad last month, and sales of products increased by
12 percent.
 Even though the weather was unusually bad last month, our sales of products
increased by 12 percent.
 Give Sentences Unity

Tip 2: Avoid Excessive Details into Single Sentence

Example:
 Both hotels can guarantee the 250 rooms we will require, although the Marriott is
new (since 1999) and its rooms are more modern and therefore more appealing,
but the 69-year old Westgate is well preserved and comfortable.

 Both hotels can guarantee the 250 rooms we will require. The Marriott is new
(since 1999), and its rooms are modern and, therefore, more appealing. The 69-
year old Westgate, however, is well preserved and comfortable. (See more
examples on Pg. 82)
 Word Sentences Logically

Tip 1: Avoid Mixed Constructions

For example, can you describe what’s wrong with the following sentences?
 First we found less expensive material, and then a more economical means of
production was developed.
 The consumer should read the nutrition label, but you often don’t take the time to
do so.
 Because our salespeople are inexperienced caused us to miss our quota.
 Word Sentences Logically

Tip 1: Avoid Mixed Constructions (Contd.)

 The first sentence used both active and passive voices. Instead, try
writing –
 First we found less expensive material, and then we developed a more economical
means of production.
 Second sentence changed from third person (consumer) to second
(you). Instead, try writing –
 The consumer should read the nutrition label, but they often don’t take the time to
do so.
 Third one is simply awkward. Rewrite the sentence by changing either
the subject or the predicate.
 Our inexperienced salespeople caused us to miss the quota.
 Word Sentences Logically

Tip 2: Avoid Incomplete Constructions.

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

This sounds incomplete. She was so happy..that what? That she bought
everyone ice-creams?
You can leave so out. Simple say She was happy with the retirement
party we gave her.
 Word Sentences Logically

Tip 3: Avoid Dangling/Misplaced Modifiers - A misplaced modifier is a

phrase, clause, or word that has no clear referent, often causing confusion
and twisting the meaning of words in an unintended fashion.

 My mother told me that I would have gray hair when I was ten.
What’s wrong with the sentence above?
 Word Sentences Logically

Tip 3: Avoid Dangling/Misplaced Modifiers - A misplaced modifier is a

phrase, clause, or word that has no clear referent, often causing confusion
and twisting the meaning of words in an unintended fashion.

 My mother told me that I would have gray hair when I was ten.
What’s wrong with the sentence above?

Correct: When I was ten, my mother told me that I would have

gray hair.
 CARE IN PARAGRAPH DESIGN
Paragraphs that are short and united, use topic sentences effectively, and
communicate coherently.
 Leave Out Unnecessary Detail

In reviewing the personnel history form you filled out last week, I found
an error that needs to be corrected. The section titled “work history” has
blank lines for three items of information. The first is for dates employed.
The second is for company name. And the third is for type of work
performed. On your form you wrote company name only, and it extended
across all three blanks. You did not indicate years employed or your
duties. This information is important. It is reviewed by your supervisors
every time you are considered for promotion or for a pay increase.
Therefore, it must be completed. I request that you come by my office
and complete this form at your earliest convenience.
 Leave Out Unnecessary Detail

Only the following is necessary:

A recent review of the personnel records showed that your record is
incomplete. Please log into the company portal at your earliest
convenience to update it. This information will enable your supervisors to
see all your qualifications when considering you for a promotion or a pay
increase.
 Keep Paragraphs Short

Heavy paragraphs make the Short paragraphs give well-organized

writing appear to be dull and effect -- invite the reader to read.
difficult.
 Make Good Use of Topic Sentence

 A topic sentence expresses the main idea of a paragraph.

 Remaining sentences build around and support it.
 Although NOT every paragraph has a topic sentence.
 However, topic sentences force you to determine the central idea of
each paragraph and help you to check for paragraph unity.
 Make Good Use of Topic Sentence

 Notice good use of topic sentence below:

We at Digex take care of all the needs of your online business. First,
we supply the hardware and software necessary to get your site up
and running. Next, we make sure that you are online 24/7/365 with
our world-class data centers and networks. In addition, we provide
the administration, monitoring, and security that assures your site
success.
THANK YOU!