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16 views

STYLE - Copy

STYLE

Uploaded by

Mahesh Kadu
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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IMPORTANCE OF

PROFESSIONAL WRITING
Features of Written Communication

• Visualize what you want to say.


• Prepare the first draft without caring much for
mechanics of writing.
• A professional writes to express and not to impress.
• Revise the draft carefully.
• Don’t belabor your point unnecessary.
CHOICE OF WORDS AND PHRASES
Do's
(i) Prefer Concrete to abstract words -
Original Sentences Revised Sentence
(a) Fuel tank deformation (a) The fuel tank was
was present. deformed.
(b) The reason for the (b) Slides are popular
popularity of slides if because they are easy
the simplicity of their to prepare.
preparation
(ii) Prefer specific to general words

General Specific

(a) Countenance (a) Face


(b) Reside (b) Stay
(c) Volume (c) Book
(d) Employ (d) Use
(e) Compensation (e) Pay
(f) Activate (f) Start
(g) Terminate (g) End
•Replacement of a general word by a specific word
makes a sentence more effective : -

(a) The company has brought out forty publications this year -
(Books).
(b) They have produced a book on style - (Written).
(c) She has developed a new gas lighter - (Designed).
(d) He has prepared a plan of action after a critical examination
of all factors - (Study).
(e) Transfer the liquid into the beaker - (Pour).
Phrases Verbs

(a) Make an investigation. (a) Investigate.


(b) Have a confrontation. (b) Confront.
(c) Prepare a formulation. (c) Formulate.
(d) Make an application. (d) Apply.
(e) Tender resignation. (e) Resign.
•Prefer Plain and familiar to long and unfamiliar words.
Long and unfamiliar Plain and familiar

(a) Effectuate (a) Effect


(b) Facilitate (b) Ease
(c) Expedite (c) Hurry up
(d) Initiate (d) Start
(e) Utilization (e) Use
(f) Resource Centre (f) Library
(g) Articulate (g) Pronounce
(h) Viable (h) Practical
(i) Metropolis (i) City
Don'ts
(i) Avoid Clichés
Original Extract Suggested Revision
He left no stone unturned in his
efforts to achieve tenure.
Finally, a sadder but a wiser He tried strenuously to gain tenure.
man, he learned that in this day But finally he became aware that
and age, tenured professorships few tenured professorships are
are few and far between. His available. He ceased his efforts
campaign ground to a halt, and and stopped attending faculty
at subsequent faculty meetings, meetings. In his farewell to his
he was conspicuous by his students, he exhorted them not
absence. He concluded his to follow his career as an
farewell to his students with example.
these words of wisdom “ Last
but not least, follow this advice :
do as I say, not as I do.”
•Avoid using Jargons

Following three general rules help you in using jargons :

(a) When a word or a phrase from the general vocabulary


expresses your thought as well and as precisely as a
specialized term, always use the general term.
(b) Even if the specialized term is more precise and economical
than the general term, do not use it unless you are sure that
the reader would understand it.
(c) When you have to use the specialized term repeatedly, define
it carefully at its first appearance.
Examples -
Jargon ridden – Jargon free –

(a) The biota exhibited a one (a) All the plants and animals
hundred per cent mortality died.
response. (b) The teacher’s job is to
(b) The responsibility of a instruct students.
person involved in
pedagogical pursuits is to
impart knowledge to those
sent to him for instruction.
(iii) Avoid using foreign words and phrases

• To keep your writing simple, use plain English for foreign


words and phrases.
• In report writing the use of accepted abbreviations is
unavoidable, hence use abbreviations which are well
understood and you need not avoid them like e.g., i.e., am,
p.m.
(iv) Avoid redundancy
Original extract Revised extract

“It is not believed that the “Lab tests indicate that the
proposed design will meet all proposed design will not
the required specifications meet all requirements.”
based on the previous test
experience obtained in the
laboratory.”
Sometimes the change of passive voice into the active
voice reduces the number of words and improves the
sentence.
Passive voice Active voice
(a) The decision was made by (a) The Supervisor decided to
the supervisor to call in the call in the workers for
workers for overtime. overtime.
(b) The satellites of Mars (b) Hall discovered the
were discovered by Hall satellites of Mars.
(c) A Complaint by Shri. T.R (c) Shri T.R.Ghode
Ghode was voiced to the complained to the
personnel department. personnel department.
SENTENCE STRUCTURE AND LENGTH

Following two considerations should guide you in


determining the length of your sentence :

(i) Complexity of thought being expressed.


(ii) Reader’s ability to grasp and concentrate.
Bear the following points in mind in constructing your
sentence:

• Avoid using words which do not perform any function.


• Provide the desired emphasis by placing words/phrases in
the proper order.
E.g., Overtime went up as a result of the recent strike. Revised:
As a result of the recent strike overtime went up.
(iii) Avoid monotony.
(iv) Read your sentence aloud to discover whether they are too
long or too short.
PARAGRAPH STRUCTURE AND LENGTH
• Introducers – They establish the topic focus of the
paragraph and often provide smooth transition from preceding
paragraph.
• Developers – They support, develop and clarify the central
thought.
• Modulators – They provide smooth transition between the
sentences of a paragraph whenever there is a shift or change in
the tone or viewpoint.
• Terminators – They conclude the discussion or summarise
the contents of the paragraph, signaling the completion of one
aspect or stage of the presentation.
To check the effectiveness of a paragraph take the
following steps:

• Ensure that the location of the topic sentence gives proper


emphasis to the thought.
• Examine the transitional devices, if any, to see whether they
smoothly lead on to the new thought
• Check whether all the sentences deal with the topic under
discussion.
• Ensure that all the sentences are properly linked and logically
arranged.
FINAL DRAFT

Following 3 tips will help to prepare final draft :


(i) Whatever be the form of writing, provide signposts for the
reader. Pause and let the reader know what you have done
and what you purpose to do.
(ii) View the style of your writing in totality.
(iii) Clear writing is only achieved through rewriting. Let the
process of revision follow this pattern :
(a) Correct mechanical errors (Wrong punctuation ,
misspelling , etc.)
(b) Add , delete or rearrange the material to achieve greater
clarity.

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