Memo 3
INeal
FundamentalWritingRuleshandout.docxFundamental Writing Rules – Dr. Hicks
Follow these rules to improve your writing!
This document should be used when watching the video recorded by Dr. Hicks.
Four Most Common Writing Problems
1. Comma usage
2. Indirect phrasing
3. Run on sentences/excessive sentence length
4. Lack of organization
Remember: The well-written sentence almost punctuates itself.
Comma Usage
Three most common (and frequently violated) comma rules:
1. When independent clauses are joined by a coordinating conjunction, they are separated by a
comma. Place the comma before the coordinating conjunction.
Note: you may omit the comma if the first clause is short (five or fewer words); include the comma if
you want to force a pause in the reading.
-Coordinating conjunctions FANBOYS = for, and, nor, but, or, yet, so
Example:
· You may enroll in the course in the spring, or you may wait until summer to take the class.
2. When starting a sentence with an introductory phrase (dependent clause), use a comma after it.
Note: Commas can be optional after some brief prepositional phrases (three or fewer words). Use a
comma whenever confusion might occur without it.
Examples:
· After many interviews over the past month, we have selected a candidate.
· If Anna achieves the highest score, she will be “student of the month.”
3. To separate items in a series. The elements (items) must have parallel grammatical structure (words,
phrases, or clauses.)
Example:
· The chief financial officer, secretary, and treasurer attended the December 2 committee meeting.
Active vs. Passive Voice
Active voice = subject + verb + object (SVO); the subject is doing the action: I love Molly.
Passive voice – Molly is loved by me. or Molly is loved. (and you don’t know who loves her)
· He kissed her.
vs.
· She was kissed by him.
Passive voice always requires more words. The subject is not performing the action in passive voice.
· He threw the ball.
vs.
· The ball was thrown by him.
*Specific question? Read more about active voice vs. passive voice at this URL (podcast is also available): http://grammar.quickanddirtytips.com/active-voice-versus-passive-voice.aspx
Run-on Sentences; Excessive Sentence Length
Use the Rule of 8s (applies to paragraphs as well) as a measuring stick when writing:
8 words/sentence and 8 lines/paragraph
Short sentences increase rate of comprehension by readers:
e.g. 12 word sentence = 100% comprehension; 28 word sentence = 50% comprehension
Lack of Organization Source: Writing for Today’s Workplace,
Prepare to write - use an outline (pre-write) by William Baker
-Use the OABC framework for organized writing:
O = Opening
A = Agenda
B = Body
C = Closing
-Utilize the HATS design techniques:
H = headings (be sure you use informative headings to create skim value)
A = access (visuals like tables, charts, graphs, and photos)
T = typography (font, size, and alignment)
S = spacing (block format)
-Utilize CLOUD (the five attributes of good body paragraphs):
C = coherent; reads smoothly and flows logically
L = length; does not discourage reader (rule of 8s = 8 lines/paragraph)
O = organization; often top-down order with main idea (topic sentence) in first sentence
U = unity; each sentence discusses only information falling within scope of topic sentence
D = developed; who, what, when, where, why, how details related to topic sentence
Focus on these five tips for good business writing:
1. Use simple, concise sentences (and avoid punctuation errors)
-short sentences are clearer and eliminate the need for punctuation
2. Know the three most common comma usage rules
3. Be direct when you write; use active voice
4. Write from an outline - use the OABC framework to organize your writing
5. Utilize the HATS design techniques in all business documents
