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Contributors:Sachiko Sakamuro, H. Allen Brizee and Katy A. Schmaling, Dana Lynn Driscoll.
Summary:

When you are revising your résumé or other business messages, there are priorities of concerns in choosing what to look for and work on. This handout provides tips for reviewing the content and quality of your business documents.

Higher Order Concerns: Is Your Document Sound?

In revising your business documents, begin with the Higher Order Concerns (HOCs). The HOCs are aspects of the writing most responsible for the content of the document. This section focuses on the following four main HOCs: Focus and Purpose; Audience; Organization and Document Design; Development.

Focus and purpose

Business writing is action-oriented, rhetorical, and user-centered. It aims to effect positive change, through both persuasive and informative strategies. It is essential that you have a clear understanding of the purpose of your document.

Audience

For professional communication writing, it is very important to keep your audience in mind. Considering your audience will help you make a better argument.

Also see the Audience Analysis handout.

Organization and document design

Organization

Effective organization is crucial to the success of a business message. User-centered, logical presentation of your ideas makes the document professional. In addition, you need to organize your document so that your arguments are clear to the reader. Finally, your document's design (visual appearance) impacts the persuasiveness of the communication.

Ask others to read your document and explain your most important ideas.

Document Design

A clean, correct, and professional-looking document portrays you as professional. Effective document design increases the usability and persuasiveness of your communication and highlights important information, which helps busy readers.

Please see the HATS PowerPoint Presentation for details on document design.

Development

Anticipate that your audience will read your document carefully, questioning its validity and claims. Your document should be informative and persuasive, and yet concise enough not to waste your readers' time.

Ask someone to read the document and comment if something is unclear and needs more description, explanation, or support.

Anticipate, also, that your audience may consist of many different readers. Each of these readers will have different needs. Your communication should be designed in a modular fashion, so that different readers can find information they need quickly and easily.

In Technical Communication: A Reader-Centered Approach, Paul V. Anderson explains modular communication in this way:

"Modular designs enable you to create a single communication that addresses different readers who have different questions. Dividing your text into modules provides access to a diversity of readers allowing each reader to go directly to the section or sections that are most relevant to him or her" (Companion Site). Communications with complex audiences should contain sections for decisions makers (brief summaries or abstracts) and sections for advisers (the body of the report, technical or budgetary details) (107).
Contributors:Sachiko Sakamuro, H. Allen Brizee and Katy A. Schmaling, Dana Lynn Driscoll.
Summary:

When you are revising your résumé or other business messages, there are priorities of concerns in choosing what to look for and work on. This handout provides tips for reviewing the content and quality of your business documents.

Lower Order Concerns: Does Your Document Look Professional?

Save the Lower Order Concerns, the LOCs, for the last draft, when you are ready to look closely at specific points of grammar and mechanics. Many authors overlook the importance of LOCs, thinking that grammar and mechanics don't matter to busy professionals. However, language, tone, grammar and mechanics influence your communication's readability and persuasiveness. If your audience can't read your sentences because they are riddled with errors, your persuasiveness will decrease and your credibility will suffer. Though you are looking for LOCs after you deal with HOCs, LOCs are just as important as the HOCs in business writing.

Sentence Structure, Punctuation, Word Choice, and Spelling

Clarity, consistency, and conciseness are essential to business writing that presents information accurately, efficiently, and persuasively. Your attention to details will increase the rhetorical effectiveness of your document.