CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS Importance of Adaptation As choosing right words is basic of clear communication, basis of task of arranging those words into clear sentences and the sentences into clear sentences and the sentences into clear paragraphs. Constructing such clear sentences and paragraphs involves adaptation to the minds of the intended readers. Writing should fit the readers in words, sentences and paragraphs. This procedures involves the use of simpler sentences to reach with the lower communication abilities and people not knowledgeable about the subject. We should use complex sentences with more verbal, knowledgeable people. The writing should not tax the comprehension skills of the readers. Such writing requires managing the emphasis in the sentences, making each sentence express a main idea, and ordering the sentences elements according the grammar. 2.2.1 CARE IN SENTENCE DESIGN I. Using Shorter Sentences a. Limiting Sentence Content b. Economizing on Words II. Determining Emphasis in Sentence Design III. Giving the Sentence Unity IV. Arranging the Sentence Elements for Clarity

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS 2.2.1 CARE IN SENTENCE DESIGN Using Shorter Sentences (Emphasis on short Sentence) We should adapt our sentences to the readers for which we need to arrange the carefully-selected words into shorter sentences with clear meanings. Clear sentences result from orderly thinking because constructing clear sentences is a product of the thinking mind. Clear sentences have clear qualities in them and they communicate better because of mind limitations. Length is the most important quality where long sentences are hard to read and result in less communication. So we need to keep short sentences for readability. Short means about 16-18 words for middle readers, who have average readability. And for more advanced readers, they can be made longer. In the nutshell, the length of the sentences should be kept with the reader’s readability level. We can shorten and simplify the sentences in two basic ways by: - a. Limiting Sentence Content b. Economizing on Words

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS 2.2.1 CARE IN SENTENCE DESIGN Using Shorter Sentences (Emphasis on short Sentence) a. Limiting Sentence Content It is related to the matter of mentally selecting thought units and making separate sentences of most of them. For this, we should combine thoughts into one sentence. We should more emphasis to content and to organization of the subject matter. Long and hard to understand : - the memorandum is being distributed with the first-semester class cards, which are to serve as a final check on the correctness of the registration of the students and are to be used later as the mid-semester grade cards, which are to be submitted prior to November 16. Short and Clear : - this memorandum is being distributed with the first-semester class cards. These cards will serve now as a final check on student registration. Later they will be used for mid-semester grades, which are due before November 16. Note:- too many short sentences make the writing choppy, so we need to avoid the overuse.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS 2.2.1 CARE IN SENTENCE DESIGN Using Shorter Sentences (Emphasis on short Sentence) b. Economizing on Words It is the second technique of shortening sentences which is related to the use of words economically. It is the use of shorter and lesser words to express the content. It is working for shorter ways of saying things, which can be done by: - Cluttering Phrases: - Surplus phrases Roundabout Constructions Avoiding unnecessary words and ideas Cluttering Phrases: - Cluttering phrases is the use of uneconomical wording which should be avoiding. Such phrases are phrases which can be replaced by shorter wording without of loss of meaning. We can avoid cluttering phrased by substituting with shorter expressions with the same meaning.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS Cluttering phrases Substitute Along the lines of like At the present time now For the reason that for For the purpose of because, since In accordance with by In the meantime meanwhile In the near future soon In the neighbourhood of about, around In very few cases seldom On the basis of by On the occasion of on With regard to, with reference with about With a view to to ‘in spite of the fact that they received help, they failed to exceed the quota”=even thought, they received help, they failed to exceed the quota.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS Surplus words: - Surplus words are those which add nothing to the sentence meanings. Such words are meaningless extra words. We need to eliminate such words from the sentences. Dropping such words from the sentences stronger without losing the sentence-meanings. We must select words and build sentences that form precise meanings in the mind of the readers. Some examples: - He ordered desks that are of the executive-type= he ordered executive-type desks. There are four rules that should be observed= four rules should be observed. In addition to these effects, numerous other defects mar the operating procedure= numerous other defects mar the operating procedure. In the period between Jan and Feb, we detected the problem= between Jan and Feb, we detected the problem. His performance was good enough to enable him to qualify for the promotion= ……….

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS Roundabout Construction: - We need to avoid roundabout ways of saying thing and say them in direct way to the point. Longer and unnecessary ways of expressing the messages should be eliminated and should be said them in more clear and direct way for the effective communication. Some examples: ‘the department budget can be observed to be decreasing each year= The department budget decreases each year. He criticized everyone he came in contact with= he criticized everyone he met. The president is of the opinion that the tax was paid=the president believes the tax was paid. It is essential that the income be used to be retire the debt= the income must be used to retire the debt.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS Unnecessary Repitition: - We need to avoid repetition of the words and thoughts which are not necessary because they just overburden the content and creates difficulty for the readers to understand by creating confusion and complexion. But we can some time do so if we have to create some special effect, as in music (maile tehi bahera maan paroko) and do some emphasis. Some examples The provision of section 5 provides for a union shop= Section 5 provides for a union shop. We should plan in advance for the future= we should plan. The consensus of the opinion is that the tax is unfair= the consensus is that the tax is unfair. Modern, up-to-date equipment will be used= Modern equipment will be used. In my opinion, I think the plan is sound= …….. At the present time we are conducting two projects= …….

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS II. Determining Emphasis in Sentence Design While writing, we need to give due emphasis to the sentence design. In business writing, some parts of information are very important and some are not so. So our task is to determine the importance of each item and from the sentence to communicate it. Sentence length affect such emphasis where simple and short sentence carries more emphasis than longer ones. Shorter sentences drag more attention, in comparison to longer ones. Longer sentences de-emphasize content where shorter sentences emphasize them. If two ideas are presented equally, they get about equal emphasis. But if they are not presented equally, one gets more emphasis. We can give equal emphasis at least in the following three ways: - Giving both ideas/items equal emphasis by using separate sentences By presenting the two items within the same sentence with emphasis to one idea as: although the company enjoyed record sales last year, it lost money. By presenting two items with emphasis to other idea as : the company enjoyed record sales last year, although it lost money.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS III. Giving the Sentence Unity If all parts of a sentences are combined to form one clear thought, it is supposed to be unified. In other words, everything that is put together should have a good reason for being put together. Violations of unity in sentence construction fall into three categories: - Unrelated Ideas; Excessive details and Illogical Constructions Unrelated Ideas: - Placing unrelated ideas in a sentence is the most obvious violation of unity. So we should not do it even though putting two ideas in a sentence. So it’s better if we present single idea in one sentences. As unrelated ideas in a sentence violate unity and decrease comprehension, we can correct this error by: - Putting the ideas in separated sentence Making one idea subordinate to the other, and Adding words that show how ideas are related.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS Excessive details Putting too much details in one sentence tends to hide the central idea of the sentence. So, if other details are important, we need to express them in other sentences. We can use shorter sentences for each ideas to avoid the violation of sentence unity. Example: In 1988, when I, a small-town girl from a middle class family, began my studies at State University, which is widely recognized for its accounting program, I set my goal for a career with a major accounting firm = a small-town girl from a middle-income family, I entered State University in 1988, I selected the school because of its widely recognized accounting program. From the beginning my goal was a career with a major accounting firm. Illogical Construction Illogical construction is the use of different grammatical structures of the clauses in the same sentence like active and passive which should be avoided.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS IV. Arranging Sentences for Clarity Clear writing should follow the established grammatical rules because words do not make messages in themselves. We should follow the rules of the language to depart the meaning to the readers. As those rules are fixed in the minds of the readers and they are operated in the minds, we must be very careful not to violate such rules, otherwise, miscommunication can take place. Confusing structures and words should be avoided. Unparallel constructions should be avoided.s We should not violate the subject-verb agreement. We need to use the pronouns accurately.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS 2.2.1 CARE IN SENTENCE DESIGN 2.2.2 CARE IN PARAGRAPH DESIGN In writing, we don’t not communicate only with the use of words and sentences alone, they should be used in paragraphs in an organized way for better understanding. So, the organization of the paragraph helps to organize its information. Paragraphing involves logical thinking, which is the matter of writer’s mental ability to organize and relate facts logically. So it is the mental process for which we need to consider the following aspects: Giving the Paragraph Unity Keeping the Paragraph Short Putting the Topic Sentence to Good Use Omitting Unnecessary Details Making the Paragraph Move Forward

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS Giving the Paragraph Unity The content of one paragraph should concern one topic/idea or concept. It is related to Oneness of the idea in one paragraph which is related to building a paragraph around single topic or idea. We should only one major topic with supporting details. B. Keeping the Paragraph Short We should write the paragraphs short in most of the business writing because such short sentences help the readers to follow the paper’s organizational plan. They emphasize the beginning and ending of each item covered and give more emphasis to the facts. Short paragraphs are more inviting and interesting to the eyes. However, there should not be many breaks in the paragraphs which are unpleasant and choppy. Short paragraphs show organization better than the longer one. Though, the length of the paragraphs depends on the subject matter, and topics, about 8 to 9 lines a good average but it can vary with need.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS C. Putting the Topic Sentence to Good Use In organizing paragraphs, we need to make effective use of the topic sentence. A topic sentence is the sentence that expresses the main idea in the paragraph around which the details that support or elaborate on the main idea build in some logical way. The topic sentence can help make good paragraphs. Placement of such sentence depends on the Information to be covered and the plan of the writer. It can come in FIRST paragraph: Topic Sentence Paragraph The paragraph begins with the topic sentence where supporting matters follow it in some logical order. It will be most useful in business writing because it gives good emphasis to the major point. It can come in LAST paragraph: Topic Sentence Last We place the topic sentence at last of the paragraph, usually as a conclusion. In such case, the beginning sentences are used to set up or introduce the subject.

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS: 

2.2 CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPHS It can come in the MIDDLE: Topic Sentence within the Paragraph We place the topic sentence somewhere in the middle, which is a frequent practice. In general, it fails to give proper emphasis to the key points in the paragraph. D. Omitting Unnecessary Details In paragraph, we should include only those information and details which are necessary for the support of the topic sentence. We should not give more information which are not needed or necessary for the readers. Deciding what to include is the matter of judgment, which can be judged by putting ourselves in the place of the readers. We need to ask ourselves how those details be used. E. Making the Paragraph Move Forward Each paragraph should clearly move an additional step toward the objective or goal. Such forward movement of the paragraph is desirable quality of the paragraph Such movement can be achieved by orderly succession of single thought in each sentence and paragraph. The reader should move a step ahead after each sentence in a paragraph toward the goal.