Maybe a 6- to 8-line paragraph is the usual maximum. Notice how much longer paragraphs are in technical documents written for specialists. Add cross-references to important information. In technical information, you can help nonspecialist readers by pointing them to background sources. Use headings and lists. Readers can be intimidated by big dense paragraphs of writing, uncut by anything other than a blank line now and then.
Search your rough drafts for ways to incorporate headings—look for changes in topic or subtopic. Search your writing for listings of things—these can be made into vertical lists.
Look for paired listings such as terms and their definitions—these can be made into two-column lists. Use special typography, and work with margins, line length, line spacing, type size, and type style. For nonspecialist readers, you can do things like making the lines shorter bringing in the margins , using larger type sizes, and other such tactics.
Typically, sans-serif fonts, such as Ariel, are useful for online readers. Serif fonts, such as Time New Roman, are useful for print texts. By now you should be able to see that many of the decisions you make as a technical writer depend on who will read your report. We will spend time later in this book expanding our discussion of audience as well as document design—an important consideration that can help tremendously in making your document professional and easy to read.
Skip to content 2. Provide the right information Add information readers need to understand your document. Guide your reader through your writing Change the organization of your information. Craft effective sentences Change sentence style and length. Make your document visually appealing Add and vary graphics. Previous: 2. Next: 3. Revision allows you to assess your writing from a critical standpoint in order to refine further.
Distance yourself from your writing to be more objective. You may need to take a small break. But when you return, you can have a fresh look at your work and refine it further.
Next Topic. Toggle Main Navigation Main Navigation. Topics Grammar Punctuation Organization Style. Glossary Useful Links References. Steps in the revision process 1. Consider the audience Are you addressing the intended audience throughout your essay, research paper, or report? Do the language, level of detail, and amount of background information you provide suit your audience?
Rule to Remember Revision allows you to assess your writing from a critical standpoint in order to refine further. Consider the purpose Have you met the purpose for your assignment? If you argued a point of view, have you provided sufficient evidence to support it?
Provides information on revising business documents for audience and purpose with emphasis on language, tone, organization, and correctness. Few writers are so talented that they can express themselves clearly and effectively in a rough draft. For short, routine business communications, you may be able to write quite easily with little or no revision.
However, for most business writing—especially longer, more complex letters and reports—you should expect to revise, sometimes substantially, to ensure that you've said exactly what you meant to say in a manner that the reader will understand. If you are always satisfied to send out the first draft of your letter or report, you are not serving your reader well. Not only are you asking a high payment in terms of your reader's time and attention and running the risk that the reader may misinterpret or be confused by what you have to say, but you are also risking your reader's low opinion: careless, hasty, unrevised writing is always apparent.
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