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Previous Section Table of Contents Next Sectio

6.1 Organization

LEARNING OBJECTIVES

1. Understand how to develop and organize content in patterns that are appropriate for your
document and audience.
2. Demonstrate your ability to order, outline, and emphasize main points in one or more written
assignments.
3. Demonstrate how to compose logically organized paragraphs, sentences, and transitions in one or
more written assignments.

The purpose of business writing is to communicate facts and ideas. In order to accomplish that
purpose, each document has key components that need to be present in order for your reading
audience to understand the message. These elements may seem simple to the point that you may
question how any writer could neglect them. But if you take note of how often miscommunication and
misunderstanding happen, particularly in written communications, you will realize that it happens all
the time. Omission or neglect may be intentional, but it is often unintentional; the writer assumes
(wrongly) that the reader will easily understand a concept, idea, or the meaning of the message. From
background to language, culture to education, there are many variables that come into play and make
effective communication a challenge. The degree to which you address these basic elements will
increase the effectiveness of your documents. Each document must address the following:

Who
What
When
Where
How
(and sometimes) Why

If you have these elements in mind as you prepare your document, it will be easier to decide what to
write and in what order. They will also be useful when you are reviewing your document before
delivering it. If your draft omits any one of these elements or addresses it in an unclear fashion, you
will know what you need to do to fix it.

Another way to approach organizing your document is with the classical proofs known as ethos, logos,
and pathos. Ethos, or your credibility, will come through with your choice of sources and authority
on the subject(s). Your logos, or the logic of your thoughts represented across the document, will
allow the reader to come to understand the relationships among who, what, where, when, and so
forth. If your readers cannot follow your logic they will lose interest, fail to understand your message,
and possibly not even read it at all. Finally, your pathos, or passion and enthusiasm, will be reflected
in your design and word choices. If your document fails to convey enthusiasm for the subject, how can
you expect the reader to be interested? Every document, indeed every communication, represents
aspects of these classical elements.

General Purpose and Thesis Statements

No matter what your business writing project involves, it needs to convey some central idea. To clarify
the idea in your mind and make sure it comes through to your audience, write a thesis statement. A
thesis statement, or central idea, should be short, specific, and to the point. Steven Beebe and Susan
BeebeBeebe, S. [Steven], & Beebe, S. [Susan]. (1997). Public speaking: An audience-centered
approach (3rd ed., pp. 121–122). Boston, MA: Allyn & Bacon. recommend five guiding principles
when considering your thesis statement. The thesis statement should

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Previous Section
1. be a declarative statement; Table of Contents Next Sectio
2. be a complete sentence;
3. use specific language, not vague generalities;
4. be a single idea;
5. reflect consideration of the audience.

This statement is key to the success of your document. If your audience has to work to find out what
exactly you are talking about, or what your stated purpose or goal is, they will be less likely to read, be
influenced, or recall what you have written. By stating your point clearly in your introduction, and
then referring back to it in the body of the document and at the end, you will help your readers to
understand and remember your message.

Organizing Principles

Once you know the basic elements of your message, you need to decide in what order to present them
to your audience. A central organizing principle will help you determine a logical order for your
information. One common organizing principle is chronology, or time: the writer tells what happened
first, then what happened next, then what is happening now, and, finally, what is expected to happen
in the future. Another common organizing principle is comparison: the writer describes one product,
an argument on one side of an issue, or one possible course of action; and then compares it with
another product, argument, or course of action.

As an example, let’s imagine that you are a business writer within the transportation industry and you
have been assigned to write a series of informative pieces about an international initiative called the
“TransAmerica Transportation System Study.” Just as the First Transcontinental Railroad once
unified the United States from east to west, which was further reinforced by the Interstate Highway
System, the proposed TransAmerica Transportation System will facilitate integrating the markets of
Mexico, the United States, and Canada from north to south. Rail transportation has long been an
integral part of the transportation and distribution system for goods across the Americas, and its role
will be important in this new system.

In deciding how to organize your report, you have several challenges and many possibilities of
different organizing principles to use. Part of your introduction will involve a historical perspective,
and a discussion of the events that led from the First Transcontinental Railroad to the TransAmerica
Transportation System proposal. Other aspects will include comparing the old railroad and highway
systems to the new ones, and the transformative effect this will have on business and industry. You
will need to acknowledge the complex relationships and challenges that collaboration has overcome,
and highlight the common benefits. You will be called on to write informative documents as part of a
public relations initiative, persuasive essays to underscore the benefits for those who prefer the status
quo, and even write speeches for celebrations and awards.

Table 6.1 "Organizing Principles" lists seventeen different organizing principles and how they might
be applied to various pieces you would write about the TransAmerican Transportation System. The
left column provides the name of the organizing principle. The center column explains the process of
organizing a document according to each principle, and the third column provides an example.

Table 6.1 Organizing Principles

Organizing
Explanation of Process Example
Principle

1. Time Structuring your document by time

(Chronological) shows a series of events or steps in a Before the First Transcontinental Railroad, the
process, which typically has a beginning,
events that led to its construction, and its
middle, and end. “Once upon a time
stories” follow a chronological pattern. impact on early America. Additional examples
may include the national highway projects and
the development of reliable air freight.

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Organizing
Previous Section Table of Contents Next Sectio
Explanation of Process Example
Principle

Now we can consider the TransAmerica

Transportation System and the similar and
distinct events that led us to today.

A comparison of pre– and post–First

Transcontinental Railroad America, showing
how health and life expectancy improved with
the increased access to goods and services.

Another example could be drawn from air

Structuring your document by
comparison focuses on the similarities freight, noting that organ donation in one part
2. Comparison
and/or differences between points or of the country can now save a life in another
concepts. state or on the opposite coast.

In a similar way, the TransAmerica

Transportation System will improve the lives of
the citizens of Mexico, the United States, and
Canada.

A contrast of pre– and post–First

Transcontinental Railroad America showing
how much time it took to communicate via
letter, or how long it took to move out West.
Structuring your document by using Just in time delivery and the modern highway
contrasting points highlights the system and trucking may serve as an example
3. Contrast
differences between items and
concepts. for contrast.

The TransAmerica Transportation System will

reduce customs clearing time while increasing
border security along the distribution network.

The movement of people and goods out West

grew considerably from 1750 to 1850. With
the availability of a new and faster way to go
West, people generally supported its
construction. Both the modern highway and
air transportation systems may serve as
Structuring your document by cause
examples, noting how people, goods, and
4. Cause and and effect structuring establishes a
services can be delivered in drastically
Effect relationship between two events or
reduced time frames. Citizens of all three
situations, making the connection clear.
countries involved have increasingly been
involved in trade, and movement across
common borders through the TransAmerica
Transportation System will enable the
movement of goods and services with great
efficiency.

Manufacturers were producing better goods

for less money at the start of the Industrial
Revolution, but they lacked a fast and
Structuring your document by problem effective method of getting their goods to
and solution means you state the growing markets. The First Transcontinental
5. Problem and
problem and detail how it was solved. Railroad gave them speed, economy, and
Solution
This approach is effective for persuasive access to new markets. Highways and air
speeches. routes have dramatically increased this trend.
In a similar way, this new system is the next
evolutionary step in the integration and
growth of our common marketplaces.

6. Classification Structuring your document by

(Categorical) classification establishes categories. At the time the United States considered the
First Transcontinental Railroad, there were
three main types of transportation: by water, by
horse, and by foot.

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Organizing
Previous Section Table of Contents Next Sectio
Explanation of Process Example
Principle

Now rail, road, and air transportation are the

norm across business and industry.

1804: Lewis and Clark travel 4,000 miles

in over two years across America
1862: President Lincoln signs the Pacific
Railroad Act
1876: The Transcontinental Express from
Structuring your document by
biography means examining specific New York arrives in San Francisco with a
7. Biographical
people as they relate to the central record-breaking time of 83 hours and 39
topic. minutes
2009: President Obama can cross America
by plane in less than 5 hours
So why shouldn’t the ratio of time from
import to consumer be reduced?

A train uses a heat source to heat water,

create steam, and turn a turbine, which
moves a lever, causing a wheel to move on a
Structuring your document by space track. A package picked up from an office in
8. Space
involves the parts of something and New York in the morning is delivered to
(Spatial)
how they fit to form the whole. another in Los Angeles in the afternoon. From
a Pacific port in Northern Mexico to a market
in Chicago or Canada, this system unifies the
movement of goods and services.

A day in the life of a traveler in 1800.

Incremental developments in transportation
to the present, expressed through statistics,
graphs, maps, and charts. A day in the life of a
Structuring your document by
traveler in 1960, 1980, or even 2000, with
ascending or descending order involves
9. Ascending visual examples of changes and trends may
focusing on quantity and quality. One
and Descending also contribute to the document. A day in the
good story (quality) leads to the larger
life of a traveler in 2009 compared to the
picture, or the reverse.
relatively slow movement of goods and
services, constrained by an antiquated
transportation network that negatively
impacts efficiency.

It is also called “Monroe’s Motivated

Sequence.”Ayres, J., & Miller, J. (1994).
Effective public speaking (4th ed., p.
274). Madison, WI: Brown & Benchmark.

Structuring your document on the When families in the year 1800 went out
psychological aspects of the audience West, they rarely returned to see family and
involves focusing on their inherent needs
friends. The country as a whole was an
extension of this distended family, separated
and wants. See MaslowMaslow, A. by time and distance. The railroad, the
10.
(1970). Motivation and personality (2nd highways, and air travel brought families and
Psychological
ed.). New York, NY: Harper & Row. and the country together. In the same way,
common markets already exist across the
Schutz.Schutz, W. (1966). The
three countries, but remain separated by
interpersonal underworld. Palo Alto, CA: time, distance, and an antiquated system
Science and Behavior Books. The author scheduled for significant improvement.
calls attention to a need, then focuses on
the satisfaction of the need, visualization
of the solution, and ends with a proposed
or historical action. Useful for a
persuasive message.

11. Elimination Structuring your document using the

process of elimination involves outlining The First Transcontinental Railroad helped
all the possibilities.
pave the way for the destruction of the Native
American way of life in 1870. After examining
treaties, relocation and reservations, loss of the

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Organizing
Previous Section Table of Contents Next Sectio
Explanation of Process Example
Principle
buffalo, disease, and war, the railroad can be
accurately considered the catalyst for the end of
an era.

From the lessons of history we can learn to

protect and preserve our distinct cultures,
languages, and sovereign territories as we
integrate a common transportation system for
our mutual benefit and security.

Just as it once took weeks, even months, for a

simple letter to move from coast to coast,
goods and services have had a long and
Structuring your document by example
arduous process from importation to market.
involves providing vivid, specific
For example, the popular Christmas toy X,
12. Example examples (as opposed to abstract
imported to Mexico from China in September,
representations of data) to support
may well not be on store shelves by
main points.
December 25 under the old system. Now it
can move from importation to market in
under two weeks.

Structuring your document by process

From conception to design, manufacturing to
and procedure is similar to the time
packaging, to transportation and inspection,
(chronological) organizational pattern
13. Process and to sales and sales support, let’s examine how
with the distinction of steps or phases
Procedure the new transportation system facilitates
that lead to a complete end goal. This is
increased efficiency in delivery to market and
often referred to as the “how-to”
product support.
organizational pattern.

Structuring your document in a series of

The TransAmerica Transportation System
points allows for the presentation of
14. Point Pattern offers several advantages: security, speed,
diverse assertions to be aligned in a
efficiency, and cost reduction.
cohesive argument with clear support.

Structuring your document with a The TransAmerica Transportation System can

guiding definition allows for a clear be defined by its purpose, its integrated
15. Definition introduction of terms and concepts components, and its impact on the secure
while reducing the likelihood of movement of goods and services across
misinterpretation. common borders.

According to Ms. X, owner of InterCountry

Structuring your document around a
Trading Company, it previously took 12 weeks
testimony, or first person account of an
to import, clear, and deliver a product from
16. Testimonial experience, can be an effective way to
Mexico to the United States, and an additional
make an abstract concept clearer to an
four weeks to take delivery in Canada. Now
audience.
the process takes less than two weeks.

Structuring your document by focusing

on the following:

1. Thanking dignitaries and

Thanking the representatives, builders, and
representatives everyone involved with the construction of
17. Ceremonial
2. The importance of the event the TransAmerica Transportation System. The
(Events,
3. The relationship of the event to the railroad will unite America, and bring us closer
Ceremonies, or
in terms of trade, communication, and family.
Celebrations) audience
Thank you for participating in today’s
4. Thanking the audience for dedication.
participation in the event, ceremony,
or celebration

Outlines

Chances are you have learned the basic principles of outlining in English writing courses: an outline
is a framework that organizes main ideas and subordinate ideas in a hierarchical series of roman
numerals and alphabetical letters. The right column of Table 6.2 "Outline 1" presents a generic outline
in a classical style. In the left column, the three main structural elements of an informative document
are tied to the outline. Your task is to fill in the right column outline with the actual ideas and points
you are making in your writing project. Feel free to adapt and tailor it to your needs, depending on the
specifics of your report, letter, or other document.

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Previous
Table 6.2Section
Outline 1 Table of Contents Next Sectio

Introduction Main Idea

I. Main idea: Point 1

Subpoint 1
Body
A.1 specific information 1

A.2 specific information 2

II. Main idea: Point 2

Subpoint 1

B.1 specific information 1

B.2 specific information 2

Body

III. Main idea: Point 3

Subpoint 1

C.1 specific information 1

C.2 specific information 2

Conclusion Summary: Main points 1–3

Table 6.3 "Outline 2" presents an alternate outline form that may be more suitable for brief
documents like letters and e-mails. You can use this format as a model or modify it as needed.

Table 6.3 Outline 2

1 Introduction General purpose, statement, or thesis statement

Point 1:

2 Body Point 2:

Point 3:

3 Conclusion Summarize main points

Paragraphs

Paragraphs are how we package information in business communication, and the more efficient the
package, the easier the meaning can be delivered.

You may wish to think of each paragraph as a small essay within a larger information platform,
defined by a guiding thesis and an organizing principle. The standard five-paragraph essay format
used on college term papers is mirrored in individual paragraphs. Often college essays have minimum
or maximum word counts, but paragraphs hardly ever have established limits. Each paragraph
focuses on one central idea. It can be as long or as short as it needs to be to get the message across,
but remember your audience and avoid long, drawn-out paragraphs that may lose your reader’s
attention.

Just as a document generally has an introduction, body, and conclusion, so does a paragraph. Each
paragraph has one idea, thought, or purpose that is stated in an introductory sentence. This is

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followed Section
Previous by one or more supporting sentences and concludedTable
with aofsummary
Contentsstatement and Next Sectio
transition or link to the next idea, or paragraph. Let’s address each in turn:

The topic sentence states the main thesis, purpose, or topic of the paragraph; it defines the
subject matter to be addressed in that paragraph.
Body sentences support the topic sentence and relate clearly to the subject matter of the
paragraph and overall document. They may use an organizing principle similar to that of the
document itself (chronology, contrast, spatial) or introduce a related organizing principle (point
by point, process or procedure).
The conclusion sentence brings the paragraph to a close; it may do this in any of several ways.
It may reinforce the paragraph’s main point, summarize the relationships among the body
sentences, and/or serve as a transition to the next paragraph.

Effective Sentences

We have talked about the organization of documents and paragraphs, but what about the
organization of sentences? You have probably learned in English courses that each sentence needs to
have a subject and a verb; most sentences also have an object. There are four basic types of sentences:
declarative, imperative, interrogative, and exclamatory. Here are some examples:

Declarative – You are invited to join us for lunch.

Imperative – Please join us for lunch.
Interrogative – Would you like to join us for lunch?
Exclamatory – I’m so glad you can join us!

Declarative sentences make a statement, whereas interrogative sentences ask a question.

Imperative sentences convey a command, and exclamatory sentences express a strong
emotion. Interrogative and exclamatory sentences are easy to identify by their final punctuation, a
question mark and an exclamation point, respectively. In business writing, declarative and imperative
sentences are more frequently used.

There are also compound and complex sentences, which may use two or more of the four basic types
in combination:

1. Simple sentence. Sales have increased.

2. Compound sentence. Sales have increased and profits continue to grow.
3. Complex sentence. Sales have increased and we have the sales staff to thank for it.
4. Compound complex sentence. Although the economy has been in recession, sales have increased,
and we have sales staff to thank for it.

In our simple sentence, “sales” serves as the subject and “have increased” serves as the verb. The
sentence can stand alone because it has the two basic parts that constitute a sentence. In our
compound sentence we have two independent clauses that could stand alone; they are joined by the
conjunction “and.” In our complex sentence, we have an independent clause, which can stand on its
own, combined with a fragment (not a sentence) or dependent clause which, if it were not joined to
the independent clause, would not make any sense. The fragment “and we have the sales staff to
thank” on its own would have us asking “for what?” as the subject is absent. Complex compound
sentences combine a mix of independent and dependent clauses, and at least one of the clauses must
be dependent.

The ability to write complete, correct sentences is like any other skill—it comes with practice. The
more writing you do, as you make an effort to use correct grammar, the easier it will become. Reading
audiences, particularly in a business context, will not waste their time on poor writing and will move
on. Your challenge as an effective business writer is to know what you are going to write and then to
make it come across, via words, symbols, and images, in a clear and concise manner.

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Previous Section
Sentences Table Each
should avoid being vague and focus on specific content. of Contents
sentence should convey a Next Sectio
complete thought; a vague sentence fails to meet this criteria. The reader is left wondering what the
sentence was supposed to convey.

Vague – We can facilitate solutions in pursuit of success by leveraging our core strengths.
Specific – By using our knowledge, experience, and capabilities, we can achieve the production
targets for the coming quarter.

Effective sentences also limit the range and scope of each complete thought, avoiding needless
complexity. Sometimes writers mistakenly equate long, complex sentences with excellence and skill.
Clear, concise, and often brief sentences serve to communicate ideas and concepts in effective and
efficient ways that complex, hard-to-follow sentences do not.

Complex. Air transportation features speed of delivery in ways few other forms of transportation
can match, including tractor-trailer and rail, and is readily available to the individual consumer
and the corporate client alike.
Clear. Air transportation is accessible and faster than railroad or trucking.

Effective sentences are complete, containing a subject and a verb. Incomplete sentences—also known
as sentence fragments—demonstrate a failure to pay attention to detail. They often invite
misunderstanding, which is the opposite of our goal in business communication.

Fragments – Although air transportation is fast. Costs more than trucking.

Complete – Although air transportation is fast, it costs more than trucking.

Effective business writing avoids bureaucratic language and phrase that are the hallmark of
decoration. Decoration is a reflection of ritual, and ritual has its role. If you are the governor of a
state, and want to make a resolution declaring today as HIV/AIDS Awareness Day, you are allowed to
start the document with “Whereas” because of its ritual importance. Similarly, if you are writing a
legal document, tradition calls for certain standard phrases such as “know all men by these presents.”
However, in standard business writing, it is best to refrain from using bureaucratic phrases and
ritualistic words that decorate and distract the reader from your clear, essential meaning. If the
customer, client, or supplier does not understand the message the first time, each follow-up attempt
to clarify the meaning through interaction is a cost. Table 6.4 "Bureaucratic Phrases and Standard
Alternatives" presents a few examples of common bureaucratic phrases and standard English
alternatives.

Table 6.4 Bureaucratic Phrases and Standard Alternatives

Bureaucratic Phrase Standard English Alternatives

At the present time Now, today

Concerning the matter of Regarding, about

Despite the fact that Although, while, even though

Due to the fact that Because, since, as

Implement an investigation of Find out, investigate

Inasmuch as Because, since, as

It has been suggested [name of person or organization] has suggested, said, or stated

It is believed that [name of person or organization] believes, thinks, or says that

It is the opinion of the author I believe, I think, in my opinion

Until such time as Until, when

With the exception of Except, apart from

In oral communication, repetition can be an effective strategy to reinforce a message, but in written
communication it adds needless length to a document and impairs clarity.

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Previous Section– In this day and age air transportation by airTable

Redundant of isContents
carrier the clear winner over Next Sectio
alternative modes of conveyance for speed and meeting tight deadlines.
Clear – Today air transportation is faster than other methods.

When a writer states that something is a “true fact,” a group achieved a “consensus of opinion,” or
that the “final outcome” was declared, the word choices reflect an unnecessary redundancy. A fact,
consensus, or outcome need not be qualified with words that state similar concepts. If it is fact, it is
true. A consensus, by definition, is formed in a group from diverse opinions. An outcome is the final
result, so adding the word “final” repeats the fact unnecessarily.

In business writing we seek clear and concise writing that speaks for itself with little or no
misinterpretation. The more complex a sentence becomes, the easier it is to lose track of its meaning.
When we consider that it may read by someone for whom English is a second language, the complex
sentence becomes even more problematic. If we consider its translation, we add another layer of
complexity that can lead to miscommunication. Finally, effective sentences follow the KISS formula
for success: Keep It Simple—Simplify!

Transitions

If you were going to build a house, you would need a strong foundation. Could you put the beams to
hold your roof in place without anything to keep them in place? Of course not; they would fall down
right away. In the same way, the columns or beams are like the main ideas of your document. They
need to have connections to each other so that they become interdependent and stay where you want
them so that your house, or your writing, doesn’t come crashing down.

Transitions involve words or visual devices that help the audience follow the author’s ideas, connect
the main points to each other, and see the relationships you’ve created in the information you are
presenting. They are often described as bridges between ideas, thought or concepts, providing some
sense of where you’ve been and where you are going with your document. Transitions guide the
audience in the progression from one significant idea, concept, or point to the next. They can also
show the relationships between the main point and the support you are using to illustrate your point,
provide examples for it, or refer to outside sources. Table 6.5 "Types of Transitions in Writing" is a
summary of fourteen different types of transitions. Consider them as you contemplate how to bring
together your information and make notes on your outline.

Table 6.5 Types of Transitions in Writing

Type Definition Examples

An internal preview is a brief statement

If we look ahead to, next we’ll examine, now
1. Internal referring to a point you are going to make.
we can focus our attention on, first we’ll look
Previews It can forecast or foreshadow a main point
at, then we’ll examine
in your document.

A signpost alerts the audience you are

moving from one topic to the next. Sign Stop and consider, we can now address,
2. Signposts posts or signal words draw attention to turning from/to, another, this reminds me of, I
themselves and focus the audience’s would like to emphasize
attention.

An internal summary briefly covers As I have said, as we have seen, as mentioned

information or alludes to information earlier, in any event, in conclusion, in other
3. Internal
introduced previously. It can remind an words, in short, on the whole, therefore, to
Summaries
audience of a previous point and reinforce summarize, as a result, as has been noted
information covered in your document. previously,

A sequence transition outlines a

hierarchical order or series of steps in your First…second…third, furthermore, next, last,
4. Sequence
document. It can illustrate order or steps in still, also, and then, besides, finally
a logical process.

A time transition focuses on the Before, earlier, immediately, in the meantime,

chronological aspects of your order. in the past, lately, later, meanwhile, now,
5. Time Particularly useful in an article utilizing a presently, shortly, simultaneously, since, so far,
story, this transition can illustrate for the soon as long as, as soon as, at last, at length,
audience progression of time. at that time, then, until, afterward

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TypeSection
Previous Definition Examples
Table of Contents Next Sectio
An addition or additive transition Additionally, not to mention, in addition to,
contributes to a previous point. This furthermore, either, neither, besides, on, in
6. Addition
transition can build on a previous point fact, as a matter of fact, actually, not only, but
and extend the discussion. also, as well as

A transition by similarity draws a parallel

In the same way, by the same token, equally,
between two ideas, concepts or examples.
7. Similarity similarly, just as we have seen, in the same
It can indicate a common area between
vein
points for the audience.

A transition by comparison draws a

distinction between two ideas, concepts or Like, in relation to, bigger than, the fastest,
8.
examples. It can indicate a common or larger than, than any other, is bigger than,
Comparison
divergent area between points for the both, either…or, likewise
audience.

A transition by contrast draws a distinction

But, neither…nor, however on the other hand,
of difference, opposition, or irregularity
although, despite, even though, in contrast, in
between two ideas, concepts or examples.
9. Contrast spite of, on the contrary conversely, unlike,
This transition can indicate a key
while instead, nevertheless, nonetheless,
distinction between points for the
regardless, still, though, yet, although
audience.

Type Definition Examples

A transition by cause and effect or

As a result, because, consequently, for
result illustrates a relationship
this purpose, accordingly, so, then,
10. Cause between two ideas, concepts or
therefore, thereupon, thus, to this
and Effect, examples and may focus on the
end, for this reason, as a result,
Result outcome or result. It can illustrate a
because , therefore, consequently, as a
relationship between points for the
consequence, and the outcome was
audience.

A transition by example illustrates a

In fact, as we can see, after all, even,
connection between a point and an
for example, for instance, of course,
11. Examples example or examples. You may find
specifically, such as, in the following
visual aids work well with this type
example, to illustrate my point
of transition.

A place transition refers to a

location, often in a spatially
opposite to, there, to the left, to the
organized essay, of one point of
right, above, adjacent to, elsewhere,
12. Place emphasis to another. Again, visual
far, farther on, below, beyond, closer
aids work well when discussing
to, here, near, nearby, next to
physical location with the reading
audience.

A clarification transition restates or To clarify, that is, I mean, in other

13. further develops a main idea or words, to put it another way that is to
Clarification point. It can also serve as a signal to say, to rephrase it, in order to explain,
a key point. this means

A concession transition indicates

We can see that while, although it is
knowledge of contrary information.
14. true that, granted that, while it may
It can address a perception the
Concession appear that, naturally, of course, I can
audience may hold and allow for
see that, I admit that while
clarification.

K E Y TA K E AWAY

Organization is the key to clear writing. Organize your document using key elements, an organizing
principle, and an outline. Organize your paragraphs and sentences so that your audience can
understand them, and use transitions to move from one point to the next.

EXERCISES

1. What functions does organization serve in a document? Can they be positive or negative? Explain
and discuss with a classmate.
2. Create an outline from a sample article or document. Do you notice an organizational pattern?
Explain and discuss with a classmate.

3. Which of the following sentences are good examples of correct and clear business English?
For sentences needing improvement, describe what is wrong and write a sentence that

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corrects the problem. Discuss your answers with your classmates.

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a. Marlys has been chosen to receive a promotion next month.

b. Because her work is exemplary.
c. At such time as it becomes feasible, it is the intention of our department to facilitate a
lunch meeting to congratulate Marlys
d. As a result of budget allocation analysis and examination of our financial condition, it
is indicated that salary compensation for Marlys can be increased to a limited degree.
e. When will Marlys’s promotion be official?
f. I am so envious!
g. Among those receiving promotions, Marlys, Bob, Germaine, Terry, and Akiko.
h. The president asked all those receiving promotions come to the meeting.
i. Please attend a meeting for all employees who will be promoted next month.
j. Marlys intends to use her new position to mentor employees joining the firm, which
will encourage commitment and good work habits.

4. Find an example of a poor sentence or a spelling or grammar error that was published online or in
print and share your finding with the class.

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