THE AMA HANDBOOK OF BUSINESS WRITING phần 2 docx

■ When abbreviating inches, you need a period to avoid confusion with the word in. ■ Use periods for lowercase abbreviations such as e.g. and i.e. ■ Common long phrase abbreviations do not use periods, such as mph, mpg, or rpm. ■ When an abbreviation with periods ends a sentence, the period for the abbreviation is used as the sentence period. ■ Academic degrees can be written with or without periods. Example: MBA or M.B.A, BS or B.S. ■ People’s initials should include a period and space. Example: T. R. Smith ■ Don’t let line breaks come in the middle of someone’s initials. Guidelines for Using Abbreviations in Your Writing When introducing an abbreviation into your writing, spell out the term the first time it is used followed by the abbreviation in parentheses. Example: cash on delivery (COD) Use the abbreviation alone after the initial definition. Do not follow an abbreviation with a word that is included in the abbreviation. Incorrect: ATM machine Correct: ATM To form the plural of an abbreviation or acronym, add a lower case s. Do not add an apostrophe. Do not make up abbreviations to save space in your busi- ness documents. 40 The AMA Handbook of Business Writing Abbreviations for Measurements You can use abbreviations for common measurements when space is limited or when the measurements appear in a table. Table 2.2 lists the common abbreviations for measurements. Table 2.2 Common Abbreviations for Measurements Measurement Abbreviation Bits per second bps centimeters cm degrees º or deg dots per inch dpi feet ft or Ј gigabits per second Gbps gigabytes GB gigahertz GHz grams g Hertz Hz hours hr inches in or Љ kilobits per second Kbps kilobytes KB kilobytes per second KBps kilograms kg kilohertz kHz kilometers km lines li megabits per second Mbps megabytes MB (continues) 41Section 2 The Business Writer’s Alphabetical Reference Table 2.2 (continued) Measurement Abbreviation megabytes per second MBps megahertz MHz meters m miles mi millimeters mm milliseconds msec or ms picas pi points pt points per inch ppi seconds sec or s weeks wk years yr Abbreviations for Numbers The abbreviation for number (no.) or the number sign (#) is normally not used. Incorrect: Building No. 48 Correct: Building 48 Incorrect: Invoice #3219 Correct: Invoice 3219 Incorrect: Page no. 102 Correct: Page 102 In some situations, you may add the word number and not use the abbreviation. Example: When we reviewed the list of charges against him, number five was discussed the most by the jury. 42 The AMA Handbook of Business Writing Above, Below Do not use above or below to reference tables, visuals, or forms on the cur- rent page or on a previous or next page. When the page is laid out, these terms may cause confusion. Repeat the name when referencing a table, visu- al, or form. Example: You will see a list in Table 3. Keyboard Shortcuts … Absolute Form of an Adjective An absolute adjective is an adjective that functions as a noun. Example: the poor Absolute Phrase An absolute phrase is a group of words consisting of a noun or pronoun, a participle, and modifiers. Example: President of the workers’ union three out of four years [absolute phrase], his leadership experience really stood out. Absolute phrases do not connect to or modify any other word in a sentence; instead, they modify the entire sentence. Absolute phrases are often treated as parenthetical elements set off from the rest of the sentence with a comma or a pair of commas. Absolutely The term absolutely should not be used in formal writing. Incorrect: I am absolutely sure we’ll win the contract. Correct: I am very sure we’ll win the contract. 43Section 2 The Business Writer’s Alphabetical Reference Abstract Nouns Abstract nouns describe qualities, feelings, states, concepts, and events that have no physical existence. Abstract nouns are used to describe things that cannot be detected by the five senses but that exist as ideas or feelings. Example: hope, freedom, happiness, idea Abstract nouns can be countable or uncountable. Abstract nouns that refer to events are usually countable. Example: a concept Accent Marks Foreign language words adopted into the English language sometimes use the accent marks from their source language. Most word processing software automatically adds accent marks to the words that require them. Example: fiancé, protégé, cliché French and Italian source words often contain grave (left-leaning) accent marks (e.g., è). A diaeresis ( ¨ ) over a letter signals the speaker that the letter begins a new syllable. Example: noël and naïve An umlaut (e.g., ü) looks similar to a diaeresis, but it modifies the sound of the vowel. Some Spanish words use a tilde (ñ), which tells you that the n is pronounced like a y. Example: piñata, niño 44 The AMA Handbook of Business Writing Accept, Except Accept is a verb that means to agree to take something from someone. Example: I always accept criticism from my mentor because I greatly respect her opinion. Except is a preposition or conjunction that means not including. Example: I work every day except Saturday. Access, Excess Think of access as part of the word accessible when determining its usage. Access means the ability to approach or enter, a way of approach, or the trait of being approachable. Access can be a noun or verb. ■ Noun: The only access to the storage area is through the break room. ■ Verb: I can access my stock portfolio online. Think of excess as part of the word excessive when determining usage. Excess means overabundance or overindulgence. Excess can be a noun or an adjective. ■ Noun: He was happy to have an excess of red pens. ■ Adjective: We were charged an excess baggage fee of $25. Acronyms An acronym is a type of abbreviation that is formed by taking letters from a long phrase. Example: radar, radio detection and ranging Acronyms save time in speaking and writing, but they can be unclear and come across as jargon if used too much in business writing. 45Section 2 The Business Writer’s Alphabetical Reference An initialism is an acronym whose letters do not make a word; the letters are pronounced individually. Example: CBS, CIA, NFL Action Verbs Action verbs express achievement or something that a person, place, or thing does. Example: eat, smile, think, run, jump, leap, cry Action verbs are concise, persuasive, and easy for readers to understand. Use action verbs when writing résumés, cover letters, and sales copy. Table 2.3 provides sample action verbs for use in your writing. (text continues on page 52) Table 2.3 Action Verbs abandon abduct abolish abscond abuse accelerate accuse achieve acquire act adapt add address adjust administer advance advise aim allocate analyze answer anticipate apprehend approach appropriate arbitrate arrange arrest ascertain assault assemble assess attack attain audit avert bang bar beat berate bite blast block blow brighten broke buck budget built bump bury bushwhack calculate catch charge chart chase check choke clap clash classify climb clip clutch 46 The AMA Handbook of Business Writing coach collapse collar collect collide command commandeer communicate compile complete compose compute conduct conserve consolidate construct consult control coordinate counsel count cram crash crawl create creep cripple crouch cut dance dart dash deal decide deck deduct define delegate delineate deliver descend describe design detect determine develop devise diagnose dictate dig direct discard discover display dissect distribute ditch dive divert do dodge dominate dope douse draft drag drain dramatize drape draw dress drill drink drip drop drown drug dry duel dunk ease edge edit eject elevate elope elude emerge endure engage enjoin ensnare enter equip erupt escape establish estimate evacuate evade evaluate evict examine exert exhale exit expand expedite expel experiment explain expose extend extirpate extract extricate fade fake fall falter fan fast fear feed feel fend fight file fill finance (continues) 47Section 2 The Business Writer’s Alphabetical Reference Table 2.3 (continued) find finger fix flag flap flash flatten flaunt flay flee flick flinch fling flip flit float flog flounder flout flush fly fondle force formulate fornicate found fumble furnish gain gallop gather generate gesture get give gnaw gossip gouge grab grapple grasp greet grind grip gripe grope grow growl grunt guide gyrate hack hail hammer handle hang harass haul head help hesitate hide hijack hit hitch hobble hoist hold hover hug hurl hurtle hypothesize identify ignore illustrate imitate implement improve improvise inch increase indict induce inflict influence inform inject injure insert inspect inspire install instigate institute interchange interpret interview invade invent inventory investigate isolate jab jam jar jeer jerk jimmy jingle jolt judge jump keel kibitz kick kidnap kill kneel knife lash launch lead lean leap learn lecture left level lick limp listen log lunge lurch 48 The AMA Handbook of Business Writing maim maintain make manage mangle manipulate march mark massage maul measure meddle mediate meet mentor mimic mingle mobilize mock model molest monitor motivate mourn move mumble murder muster mutilate nab nag nail needle negotiate nick nip observe obtain occupy offer officiate operate order organize oversee pack paddle page pander panic parachute parade paralyze park parry party pass pat patrol pause paw peel peep penetrate perceive perform persuade photograph pick picket pile pilot pin pinch pirate pitch placate plan play plod plow plunge pocket poke polish pore pose pounce pout pray predict preen prepare prescribe present preside primp print process prod produce program project promote prompt proofread propel protect provide provoke pry publicize pull pummel pump punch purchase pursue push question quit race raid raise rally ram ransack rape rattle ravage rave read realize receive recline (continues) 49Section 2 The Business Writer’s Alphabetical Reference [...]... Agents The person or thing that performs the action described by a verb is called an agent Agents are often used when writing in the passive voice along with the word by Example: The doctor’s career was ruined by the lawsuit [In this example, the lawsuit is the agent because it performed the act that ruined the doctor’s career.] 68 The AMA Handbook of Business Writing Agreement When the elements of a... sending them Name the performer of the action to make it easier to identify the subject and avoid the passive voice Weak: It was discovered by the students that their new teacher had been in the Marines Better: The students discovered their teacher had been in the Marines Section 2 The Business Writer’s Alphabetical Reference 53 A.D A.D comes from the Latin phrase anno Domini, which means “in the year of. .. metaphor with two meanings The underlying meaning of an allegory usually has moral or social significance Section 2 The Business Writer’s Alphabetical Reference 69 Famous allegories are: ■ Aesop’s Fables ■ The Republic by Plato ■ The Book of Revelation from the Bible ■ The Masque of the Red Death by Edgar Allan Poe ■ The Lord of the Flies by William Golding ■ The Chronicles of Narnia by C S Lewis Alliteration... reference to something The words allude or alluded are more commonly used in writing Allusions are often literary in nature Example: His allusion to water in his writing foreshadowed the great flood that would appear at the end of the book 70 The AMA Handbook of Business Writing An illusion is a mirage, hallucination, or magic trick Example: The performance involved the illusion of sawing a woman in... is the least expensive building on the block 54 The AMA Handbook of Business Writing Adjective Phrase An adjective phrase is a group of words used as an adjective in a sentence Example: The CEO is fond of classic rock [adjective phrase] An adjective phrase can often include an adverb such as very or extremely Example: The status report is very late Example: My little brother is extremely afraid of the. .. (continues) 52 The AMA Handbook of Business Writing Table 2. 3 (continued) whistle wield wiggle withdraw work wreck wrench wrestle write yank yell yelp yield zap zoom Active Voice In sentences with an action verb (see Action Verbs), the subject performs the verb’s action Example: John mailed the letter Because the subject (John) does the action (mails the letter), the sentence is said to be in the active... Wilwau had won the lottery on the evening news [misplaced adverbial phrase] Move the modifier immediately after the verb it is modifying (reported) or to the beginning of the sentence Example: They reported on the evening news that M B Wilwau had won the lottery Alternative example: On the evening news, they reported that M B Wilwau had won the lottery The adverbs only and barely are often misplaced... is intransitive and there is no direct object after the verb.) Other ambitransitive verbs are: ■ Broke 72 The AMA Handbook of Business Writing Example: I broke the mirror [transitive] Example: The mirror broke [intransitive] ■ Change Example: I changed my pants [transitive] Example: The pants were changed [intransitive] ■ Sunk Example: I sunk the sailboat [transitive] Example: The sailboat sunk [intransitive]... my attention The adverb too can also be followed by the prepositional phrase for plus the objective of the preposition plus an infinitive Example: This food is too spicy for Martha to eat 64 The AMA Handbook of Business Writing Order of Adverbs When a sentence contains more than one adverb, the adverbs should appear in a certain order Shorter adverbial phrases should precede longer ones The more specific... aware 58 The AMA Handbook of Business Writing These adjectives are used after a linking verb Example: The man was ashamed Sometimes you can use an a-adjective before the word it modifies Example: the alert driver A-adjectives are sometimes modified with very much Example: The man was very much ashamed Adjuncts, Disjuncts, and Conjuncts When adverbs are integrated into the flow of a sentence, the adverb . Marines. Better: The students discovered their teacher had been in the Marines. 52 The AMA Handbook of Business Writing A.D. A.D. comes from the Latin phrase anno Domini, which means “in the year of the Lord.”. other word in a sentence; instead, they modify the entire sentence. Absolute phrases are often treated as parenthetical elements set off from the rest of the sentence with a comma or a pair of. but it modifies the sound of the vowel. Some Spanish words use a tilde (ñ), which tells you that the n is pronounced like a y. Example: piñata, niño 44 The AMA Handbook of Business Writing Accept,