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Unit 3 Writing for Successful Communication
Use Parallel Structure
Parallel structure
occurs when similar sections or elements contain similar
patterns of words to show they are of equal level. For example, look at the
subheads in this main section (Formatting). Each head begins with the word
use. Parallel structure is easily created when similar words are used in writing
in similar ways. Therefore, words in headings, lists, and other elements that
form a pattern should be worded in a consistent manner.
When dividing a topic with headings, use the same structure for wording
of each. For example, you can begin each heading with an action verb, or ing
word. Parallel structure will help the reader quickly and easily see how the
document is organized.
Use Formatting and Organizational Symbols
Highlight important information or set off related items by using bulleted
lists, numbered lists, asterisks, underlining, or boldface type. Numbered
lists should be used only when the order of the items is important, such as
sequential steps. If the order of the items is not important, use a bulleted list.
Always treat lists consistently throughout a document.
Use High-Quality Paper
When publishing letters for hardcopy distribution, make sure you use
high-quality paper. This will help the presentation of your information look
professional. Photocopier paper may not be the best quality for a business
letter. It is a good idea to keep a supply of higher-grade paper to use for
important correspondence.
✔Checkpoint
1. What is another term for layout?
2. What function do headings serve?
3. What is another term for typeface?
4. What is the maximum number of fonts that should be used in a document?
5. What is the purpose of a parallel structure?
Formatting Letters
In business, document types are characterized not only by different
purposes, but also by different formats. By using the appropriate format, you
immediately tell the reader what type of document is being received.
Most businesses have established guidelines for formatting letters, memos,
reports, and other documents. Letters are messages printed on stationery and
should conform to workplace standards. Businesses generally use one of two
standardized letter formats: block or modifi ed block.
The
block-style letter,
as shown in Figure 9-3, is formatted so all lines are
fl ush with the left margin. No indentions are used. Appropriate guidelines for