Using Expert Writing Techniques to Adapt to Your Audience

Once you have identified your purpose, profiled your audience, and selected your channel, your final prewriting task is to adapt your message to your audience.

For each of the following sentences, choose the option that makes the message more reader oriented.

I have the contract ready for your signature.

I need your signature on the new contract.

No change necessary.

Your contract is ready for your signature.

We’ll be happy to process your contract after you sign in the highlighted area and return the signed contract to Human Resources by August 25.

No change necessary.

Please sign in the highlighted area and return the contract to Human Resources by August 25.

We can’t process your contract until you sign in the highlighted area and return the signed contract to Human Resources by August 25.

We will expect you to begin orientation on September 9.

We are running orientations beginning September 9.

Your first day of orientation will be September 9.

No change necessary.

Which of the following sentences is the most bias free?

Young Mr. Carlson delivers mail to our desks twice daily.

Mr. Carlson delivers mail to our desks twice daily.

That kid in the mailroom, Carlson, delivers to our desks twice daily.

Which sentences are expressed most positively? Check all that apply.

We can expedite the contract once it’s been signed.

We cannot process your contract without your signature.

Without your signature, your contract won’t be processed.

You won’t be hired until the contract has been signed.

Your contract will be processed once it’s been signed.

Please sign the contract so it can be processed.

Which is the most clear and precise sentence announcing the video conference?

The video conference begins at 3 p. m., Eastern Standard Time. If you need a webcam, contact Shu-Wei Hou.

We will be holding a video conference at 3 p. m., Eastern Standard Time. Shu-Wei Hou can supply webcams if needed.

Please be advised: The video conference will begin at 3 p. m., Eastern Standard Time. If you find yourself in need of a webcam, contact Shu-Wei Hou right away.

Which is the most clear and precise sentence asking for an update on the Haggarty account?

Please update the Haggarty account after you’ve completed the daily tally.

The Haggarty account requires an update following completion of the daily tally.

When you’re done with the numbers, update Haggarty, okay?