When revising your document, it can be helpful to focus on specific points. When you consider each point in turn, you will be able to break down the revision process into manageable steps. When you have examined each point, you can be confident that you have avoided many possible areas for errors. Specific revision requires attention to the following:<\/p>\r\n\r\n
Format is an important part of the revision process. Format involves the design expectations of the author and audience. If a letter format normally requires a date at the top or the sender\u2019s address on the left side of the page before the salutation, the information should be in the correct location. Formatting that is messy or fails to conform to the company style will reflect poorly on you before the reader even starts to read it. By presenting a document that is properly formatted according to the expectations of your organization and your readers, you will start off making a good impression.<\/p>\r\n\r\n<\/div>\r\n
Another key part of the revision process is checking your facts. Did you know that news organizations and magazines employ professional fact-checkers? These workers are responsible for examining every article before it gets published and consulting original sources to make sure the information in the article is accurate. This can involve making phone calls to the people who were interviewed for the article\u2014for example, \u201cMr. Diaz, our report states that you are thirty-nine years old. Our article will be published on the fifteenth. Will that be your correct age on that date?\u201d Fact-checking also involves looking facts up in encyclopedias, directories, atlases, and other standard reference works; and, increasingly, in online sources.<\/p>\r\n
While you can\u2019t be expected to have the skills of a professional fact-checker, you do need to reread your writing with a critical eye to the information in it. Inaccurate content can expose you and your organization to liability and will create far more work than a simple revision of a document. So, when you revise a document, ask yourself the following:<\/p>\r\n\r\n
It is often useful to do independent verification\u2014that is, look up the fact in a different source from the one where you first got it.<\/p>\r\n\r\n<\/div>\r\n
Always spell a person\u2019s name correctly. There is no more embarrassing error in business writing than to misspell someone\u2019s name. To the writer, and to some readers, spelling the name \u201cMichelle\u201d instead of \u201cMichele\u201d may seem like a minor matter, but to Michele herself, it will make a big difference. Attribution is one way we often involve a person\u2019s name, and giving credit where credit is due is essential. There are many other reasons for including someone\u2019s name, but regardless of your reasons for choosing to focus on them, you need to make sure the spelling is correct. Incorrect spelling of names is a quick way to undermine your credibility; it can also have a negative impact on your organization\u2019s reputation, and in some cases, it may even have legal ramifications.<\/span><\/p>\r\n\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n Correct spelling is another element essential for your credibility, and errors will be glaringly obvious to many readers. The negative impact on your reputation as a writer, and its perception that you lack attention to detail or do not value your work, will be hard to overcome. In addition to the negative personal consequences, spelling errors can become factual errors and destroy the value of content. This may lead you to click the \u201cspell check\u201d button in your word processing program, but computer spell-checking is not enough. Spell checkers have improved in the years since they were first invented, but they are not infallible. They can and do make mistakes.<\/p>\r\n Typically, your incorrect word may in fact be a word, and therefore, according to the program, correct. For example, suppose you wrote, \u201cThe major will attend the meeting\u201d when you meant to write \u201cThe mayor will attend the meeting.\u201d The program would miss this error because \u201cmajor\u201d is a word, but your meaning would be twisted beyond recognition.<\/p>\r\n\r\n<\/div>\r\n Punctuation marks are the traffic signals, signs, and indications that allow us to navigate the written word. They serve to warn us in advance when a transition is coming or the complete thought has come to an end. A period indicates the thought is complete, while a comma signals that additional elements or modifiers are coming. Correct signals will help your reader follow the thoughts through sentences and paragraphs, and enable you to communicate with maximum efficiency while reducing the probability of error (Strunk, 1979).<\/p>\r\n Activity 5.1 \u201cPunctuation Marks\u201d lists twelve punctuation marks that are commonly used in English in alphabetical order along with an example of each.<\/p>\r\n\r\n Activity 5.1<\/span> | Punctuation Marks<\/sup><\/p>\r\n It may be daunting to realize that the number of possible punctuation errors is as extensive as the number of symbols and constructions available to the author. Software programs may catch many punctuation errors, but again it is the committed writer that makes the difference. Here we will provide details on how to avoid mistakes with three of the most commonly used punctuation marks: the comma, the semicolon, and the apostrophe.<\/p>\r\n\r\n The comma is probably the most versatile of all punctuation marks. This means you as a writer can use your judgment in many cases as to whether you need a comma or not. It also means that the possible errors involving commas are many. Commas are necessary some of the time, but careless writers often place a comma in a sentence where it is simply not needed.<\/p>\r\n Commas are used to separate two independent clauses joined by a conjunction like \u201cbut,\u201d \u201cand,\u201d and \u201cor.\u201d<\/p>\r\n\r\n Commas are not used simply to join two independent clauses. This is known as the comma splice error<\/em>, and the way to correct it is to insert a conjunction after the comma.<\/p>\r\n\r\n Commas are used for introductory phrases and to offset clauses that are not essential to the sentence. If the meaning would remain intact without the phrase, it is considered nonessential.<\/p>\r\n\r\n Commas are used to offset words that help create unity across a sentence like \u201chowever\u201d and \u201ctherefore.\u201d<\/p>\r\n\r\n Commas are often used to separate more than one adjective modifying a noun.<\/p>\r\n\r\n Commas are used to separate addresses, dates, and titles; they are also used in dialogue sequences.<\/p>\r\n\r\n Semicolons have two uses. First, they indicate relationships among groups of items in a series when the individual items are separated by commas. Second, a semicolon can be used to join two independent clauses; this is another way of avoiding the comma splice error mentioned above. Using a semicolon this way is often effective if the meaning of the two independent clauses is linked in some way, such as a cause-effect relationship.<\/p>\r\n\r\n The apostrophe, like the semicolon, has two uses: it replaces letters omitted in a contraction, and it often indicates the possessive.<\/p>\r\n Because contractions are associated with an informal style, they may not be appropriate for some professional writing. The business writer will\u2014as always\u2014evaluate the expectations and audience of the given assignment.<\/p>\r\n\r\n When you indicate possession, pay attention to the placement of the apostrophe. Nouns commonly receive \u201c\u2019s\u201d when they are made possessive. But plurals that end in \u201cs\u201d receive a hanging apostrophe when they are made possessive, and the word \u201cit\u201d forms the possessive (\u201cits\u201d) with no apostrophe at all.<\/p>\r\n\r\n When revising your document, it can be helpful to focus on specific points. When you consider each point in turn, you will be able to break down the revision process into manageable steps. When you have examined each point, you can be confident that you have avoided many possible areas for errors. Specific revision requires attention to the following:<\/p>\n Format is an important part of the revision process. Format involves the design expectations of the author and audience. If a letter format normally requires a date at the top or the sender\u2019s address on the left side of the page before the salutation, the information should be in the correct location. Formatting that is messy or fails to conform to the company style will reflect poorly on you before the reader even starts to read it. By presenting a document that is properly formatted according to the expectations of your organization and your readers, you will start off making a good impression.<\/p>\n<\/div>\n Another key part of the revision process is checking your facts. Did you know that news organizations and magazines employ professional fact-checkers? These workers are responsible for examining every article before it gets published and consulting original sources to make sure the information in the article is accurate. This can involve making phone calls to the people who were interviewed for the article\u2014for example, \u201cMr. Diaz, our report states that you are thirty-nine years old. Our article will be published on the fifteenth. Will that be your correct age on that date?\u201d Fact-checking also involves looking facts up in encyclopedias, directories, atlases, and other standard reference works; and, increasingly, in online sources.<\/p>\n While you can\u2019t be expected to have the skills of a professional fact-checker, you do need to reread your writing with a critical eye to the information in it. Inaccurate content can expose you and your organization to liability and will create far more work than a simple revision of a document. So, when you revise a document, ask yourself the following:<\/p>\n It is often useful to do independent verification\u2014that is, look up the fact in a different source from the one where you first got it.<\/p>\n<\/div>\n Always spell a person\u2019s name correctly. There is no more embarrassing error in business writing than to misspell someone\u2019s name. To the writer, and to some readers, spelling the name \u201cMichelle\u201d instead of \u201cMichele\u201d may seem like a minor matter, but to Michele herself, it will make a big difference. Attribution is one way we often involve a person\u2019s name, and giving credit where credit is due is essential. There are many other reasons for including someone\u2019s name, but regardless of your reasons for choosing to focus on them, you need to make sure the spelling is correct. Incorrect spelling of names is a quick way to undermine your credibility; it can also have a negative impact on your organization\u2019s reputation, and in some cases, it may even have legal ramifications.<\/span><\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n Correct spelling is another element essential for your credibility, and errors will be glaringly obvious to many readers. The negative impact on your reputation as a writer, and its perception that you lack attention to detail or do not value your work, will be hard to overcome. In addition to the negative personal consequences, spelling errors can become factual errors and destroy the value of content. This may lead you to click the \u201cspell check\u201d button in your word processing program, but computer spell-checking is not enough. Spell checkers have improved in the years since they were first invented, but they are not infallible. They can and do make mistakes.<\/p>\n Typically, your incorrect word may in fact be a word, and therefore, according to the program, correct. For example, suppose you wrote, \u201cThe major will attend the meeting\u201d when you meant to write \u201cThe mayor will attend the meeting.\u201d The program would miss this error because \u201cmajor\u201d is a word, but your meaning would be twisted beyond recognition.<\/p>\n<\/div>\n Punctuation marks are the traffic signals, signs, and indications that allow us to navigate the written word. They serve to warn us in advance when a transition is coming or the complete thought has come to an end. A period indicates the thought is complete, while a comma signals that additional elements or modifiers are coming. Correct signals will help your reader follow the thoughts through sentences and paragraphs, and enable you to communicate with maximum efficiency while reducing the probability of error (Strunk, 1979).<\/p>\n Activity 5.1 \u201cPunctuation Marks\u201d lists twelve punctuation marks that are commonly used in English in alphabetical order along with an example of each.<\/p>\nSpelling<\/h3>\r\n
Punctuation<\/h3>\r\n
[h5p id=\"62\"]<\/h3>\r\n
Commas<\/h3>\r\n
\r\n\r\n
\r\n Example<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n The advertising department is effective, but don\u2019t expect miracles in this business climate.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n \r\n\r\n
\r\n Examples<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n The advertising department is effective,<\/span> the sales department needs to produce more results.<\/td>\r\n<\/tr>\r\n \r\n The advertising department is effective,\u00a0but<\/em>\u00a0the sales department needs to produce more results.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n \r\n\r\n
\r\n Examples<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n After the summary of this year\u2019s sales<\/em>, the sales department had good reason to celebrate.<\/td>\r\n<\/tr>\r\n \r\n The sales department,\u00a0last year\u2019s winner of the most productive award<\/em>, celebrated its stellar sales success this year.<\/td>\r\n<\/tr>\r\n \r\n The sales department celebrated its stellar sales success this year.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n \r\n\r\n
\r\n Examples<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n The sales department discovered,\u00a0however<\/em>, that the forecast for next year is challenging.<\/td>\r\n<\/tr>\r\n \r\n However<\/em>, the sales department discovered that the forecast for next year is challenging.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n \r\n\r\n
\r\n Example<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n The sales department discovered the\u00a0troublesome, challenging<\/em>\u00a0forecast for next year.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n \r\n\r\n
\r\n Examples<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n John is from Ancud, Chile.<\/td>\r\n<\/tr>\r\n \r\n Katy was born on August 2, 2002.<\/td>\r\n<\/tr>\r\n \r\n Mackenzie McLean, D. V., is an excellent veterinarian.<\/td>\r\n<\/tr>\r\n \r\n Lisa said, \u201cWhen writing, omit needless words.\u201d<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n<\/div>\r\n Semicolons<\/h3>\r\n
\r\n\r\n
\r\n Examples<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n Merchandise on order includes women\u2019s wear such as sweaters, skirts, and blouses; men\u2019s wear such as shirts, jackets, and slacks; and outwear such as coats, parkas, and hats.<\/td>\r\n<\/tr>\r\n \r\n The sales campaign was successful; without its contributions, our bottom line would have been dismal indeed.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n<\/div>\r\n Apostrophes<\/h3>\r\n
\r\n\r\n
\r\n Example<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n It\u2019s<\/em>\u00a0great news that sales were up.\u00a0It is<\/em>\u00a0also good news that\u00a0we\u2019ve<\/em>\u00a0managed to reduce our advertising costs.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n \r\n\r\n
\r\n Examples<\/span><\/th>\r\n<\/tr>\r\n<\/thead>\r\n\r\n \r\n Mackenzie\u2019s<\/em>\u00a0sheep are ready to be sheared.<\/td>\r\n<\/tr>\r\n \r\n The parents<\/em>\u2019 meeting is scheduled for Thursday.<\/td>\r\n<\/tr>\r\n \r\n We are willing to adopt a dog that has already had its shots.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/div>\r\n<\/div>\r\n<\/div>","rendered":" \n
Format<\/h3>\n
Facts<\/h3>\n
\n
Names<\/h3>\n
Spelling<\/h3>\n
Punctuation<\/h3>\n
\n