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WRITING EASY-TO-READ DOCUMENTS Chapter 7 OVERVIEW Ineffective vs. Effective writing Writing effective sentences and paragraphs Actors Actions Emphasis Writing coherent documents INEFFECTIVE VS. EFFECTIVE WRITING Ineffective Writing Attributes Effective Writing Attributes Ineffective writing is Often wordy Often indirect Often contains unnecessary words Often contains ineffective verb phrases Often obscures the action and actors Effective writing uses Precise words Clear, direct statements An economy of words Active verbs Actors as subjects performing the action of the sentences TO CREATE EFFECTIVE DOCUMENTS Every sentence must have a subject and a verb Make people the subjects of your sentences Make the subject the first word of the sentence (or very close to the first) Keep the actor and action close together Use active voice MAKE PEOPLE THE SUBJECTS OF YOUR SENTENCES Actor ≠ Subject At the previous meeting, a new organizational plan was selected, and a new budget was adopted. Actor = Subject The executive committee selected a new organizational plan and adopted a new budget [at the previous meeting]. Actor ≠ Subject A brief satisfaction survey was taken by all customers who purchased a vehicle from our dealership last month. A $50 gas card was the incentive for customers to complete the survey. Actor = Subject All customers who purchased a vehicle from our dealership last month took a brief satisfaction survey. They received a $50 gas card for completing it. USE ACTIVE VOICE AVOID PASSIVE VOICE Active voice is usually shorter (requires fewer words) Active voice is usually clearer Active verbs are more precise Active voice keeps the actor and action close together in the sentence Equation: Active Voice= actor + (action) verb + object The district manager will present the results. PASSIVE VOICE The actor and the subject are not the same Either moves the actor after the verb or leaves it out completely Often contains or implies a “by phrase” Equation: Passive Voice = Object + “to be verb” + past participle (+ “by” + actor) The results are presented by the district manager. PARTS OF A PASSIVE VERB “To Be Verbs” Am Is Are Was Were Be Being Been [got] Past Participles Usually contain action Usually end in –ed Usually look like past tense verbs TO REVISE 1. 2. 3. 4. A PASSIVE CONSTRUCTION Identify the actor Make the actor the subject of the sentence Follow the actor/subject with the action verb Follow the action with the object or the receiver of the action PUT THE ACTION IN YOUR VERBS Readers expect to find action expressed in verbs, not hidden in other parts of speech Often you will find nominalized verbs in words that end with –tion, -sion, “to be” verbs do not express action; they express states of existence—they are weak verbs Most sentences in which the verb does not express the action have one of both of these characteristics: A noun expresses the primary action of the sentence (called a nominalization) The verb of the sentence is a form of “to be” Action not in verb The police are conducting an investigation of the robbery that occurred this morning. Her discovery of the missing bolts happened on Friday. There was a discussion of the zones by the city council. Action in verb The police are investigating the robbery that occurred this morning. She discovered the missing bolts on Friday. The city council discussed the zones. EMPHASIZE WHAT’S IMPORTANT You can help readers identify what’s important by Putting important information at the end of the sentence Putting unfamiliar/technical terms at the end of the sentence Using visual clues such as Boldface type Italic type Large type (not all caps!) Color COMMON NOMINALIZATIONS Nouns that contain action Acceptance Analysis Commitment Consideration Discovery Discussion Evaluation Expectation Investigation Recommendation request Verb forms Accept Analyze Commit Consider Discover Discuss Evaluate Expect Investigate Recommend request Inappropriate Emphasis You have not sent us your December progress report, according to our records. Our tests show that reliability increased by 15 percent, for example. Appropriate Emphasis According to our records, you have not mailed us your December progress report. For example, our tests show that reliability increased by 15 percent. Inappropriate Emphasis Fast-twitch fibers and slow-twitch fibers are two basic types of muscle fibers. Appropriate Emphasis Muscles have two types of fibers: fasttwitch and slowtwitch. TIE SENTENCES TOGETHER EFFECTIVE PARAGRAPHS 1. 2. 4. 5. 6. 7. WRITE Put old/familiar information near the beginning of the sentence Use topics to tie sentences together 3. TO First sentence in a paragraph introduces the topic Second sentence comments on that topic Subsequent sentences comment further on that topic Use transitions (page 187, figure 7.3) Put the transition at or near the beginning of the sentence Repeat or restate key words or phrases Use pronouns to avoid monotony Restate summary words Poor Old/New Pattern To help them navigate, bats emit a high frequency sound wave. The size, distance, and movement of all objects in their path can be determined by the way the sound bounces off these objects and returns to the bat. Echolocation is the name used for their navigation system. Improved Old/New Pattern Bats emit a high frequency sound wave that helps them navigate in the dark. They can determine the size, distance, and movement of all objects in their path by the way the sound bounces off these objects and returns to them. This navigation system is known as echolocation. HOW DO YOU WRITE COHERENT DOCUMENTS Use overviews to introduce readers to your document Use parallel headings to show the organization of your document Use lists effectively USE 3 KINDS OF OVERVIEWS TO INTRODUCE READERS TO YOUR DOCUMENT 1. 2. 3. Overviews can information in Overviews can the text Overviews can document introduce the types of the document identify the specific sections of tell readers how to use the USE HEADINGS TO SHOW THE ORGANIZATION OF THE DOCUMENT ____________ ____________________ ____________________ ____________________ ______ _______________ ____________________ ____________________ ____________________ ____________________ _________________ ________________________ ________________________ _______________________ _________________ _____________________ _______________________ _______________________ ________________________ _________________ USE EFFECTIVE LISTS Break up long sentences Arrange text in a list to direct readers’ attention to important information Use a number when the list has an implied sequence or hierarchy—when one thing must precede another Use a symbol, usually a bullet, when you do not have an implied sequence or hierarchy http://www1.istation.com/results/ddr.asp FOR DISCUSSION: http://www1.istation.com/about/company.asp