Tips for Better Business Writing
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General Advice - Punctuation - Problem Expressions - Resources
General Advice
Typefaces/Formatting: "Serif" fonts such as Times are easier to read than "sans-serif" fonts such as Helvetica. Serifs are the little "tails" on the ends of
the letters. Sans-serif fonts are OK for headlines, captions, and other limited uses, but stick to Times or Palatino for long blocks of text. Use 11 or 12 point
type. Left justify your text only. Ragged right margins make for easier reading. Avoid ALL CAPS for long blocks of text. Caps make long messages hard to read.
Get right to the point in letters, e-mails, and memos: State your business in the very first sentence. If you have a personal note to add, add it after the
main message. Your readers won't be offended by your abruptness; they'll appreciate your consideration. Example: "Dave: The Monday
finance-committee meeting has been changed from 2:00 to 3:00. By the way, how was your vacation?"
Use the active voice: The "active voice" is usually more direct and concise than the passive voice. For example, "Mr. Smithers will make a presentation"
is stronger than "A presentation will be made by Mr. Smithers."
Break up long sentences and paragraphs: Start a new paragraph when you change topics. Break up sentences that go on for more than two lines.
Eliminate big words and overly formal language: Many writers think big words will make their messages sound more important. They won't.
Conversational language will get your point across more quickly and easily. Avoid like the plague overuse of trendy "biz-speak" expressions. If everyone is
using an expression, chances are it's become meaningless. Avoid long, twisted sentences. Bottom line: simpler is better.
Cut down on jargon and acronyms: Minimize jargon and acronyms. Sometimes jargon and acronyms are useful and even necessary, but clear, everyday English is always easier to read. Ask yourself, "Is my terminology
absolutely clear to everyone who will likely read my report?" If you're sending a memo to members of your group, you're probably safe, but if your audience includes outsiders, err on the side of clarity.
Resist inappropriate humor and sarcasm: Resist the temptation to be funny or sarcastic in your writing unless you and your reader know each other well. Playing it straight avoids misunderstanding.
E-mail: Be brief and to the point. Delete garbage headers from the top of forwarded messages. When responding to e-mail, don't erase the original
message; otherwise, your reader will forget what they said in the first place. Everyone likes a good laugh, but no one likes to waste time reading jokes that
they first heard in the seventh grade and didn't even think they were funny then. Is the joke good enough to tell in person? Does it make you laugh out loud? If not, hit delete instead of forward!
Do not trust computer spell checkers. They will not flag misused homophones (your/ you're) (their/ there) (here/ hear) or the wrong word,
correctly spelled. Use spell-check, but set your work aside and proof it later or get someone to do it for you. Don't even bother using computer grammar checkers; English composition has too many overlapping rules and exceptions
for these primitive algorithms to be of any real use.
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Punctuation
Incorrect punctuation is one of the most common problems in business writing. We recommend using a comprehensive writer's handbook (please see "resources" below). If in doubt, contact us. Here's a handy guide:
Commas: use commas to separate items in a series (I need a hard drive, a printer, and a monitor.); to separate clauses (If I don't get my new computer
soon, I'm quitting.); and to join independent clauses (I want my new monitor, and I want it now.).
Semicolons: use semicolons to join independent clauses (I asked for a $50,000 raise; I think I deserve it.). Generally, you should only join clauses in
this manner when they are closely related (My hard drive just crashed; it hadn't been working right for days.). Semicolons are also used to separate a series
of items when the items are complex statements rather than a simple list (My schedule includes a meeting with those idiots from the central division; a
conference call with the accountants to go over last month's closing; and a lunch date with the CEO that I have no idea how I'm going to keep.
Colons: use a colon to indicate an explanation of the main clause. A colon should always come after a complete clause (I asked for three things: a keyboard, a monitor, and a copy of Bonecrusher II.).
Dashes: a dash may be used in place of a colon in less formal writing situations. It should also be used to distinguish a separate thought from the
rest of the sentence (My friend—this guy can really eat—stopped for a pizza on his way back from the breakfast meeting.).
Hyphens: use a hyphen to connect a two-word modifier. The easy way to tell if you need a hyphen is to determine whether the meaning changes if you
replace the hyphen with a comma (an "ice-cold coke" vs. an "ice, cold coke"). Hyphens should also be used to split words that begin on one line and end on another.
Apostrophes: use an apostrophe followed by an "s" to indicate the possessive form of a singular noun or proper noun (Biff's new hard drive
doesn't work.). Use only an apostrophe to indicate the possessive plural form of a noun ending in "s" (The telemarketers' sales were up last week.). Please
note that a proper noun—a person's name, for example—ending in "s" should still have an additional "s" added after the apostrophe to indicate the
possessive form (Chris's new computer is faster than mine.). An apostrophe should also be used to form a contraction (I'm really sick of waiting for Windows to boot up.).
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Problem Expressions
The English language has a maddening array of problem expressions. Many writer's handbooks have sections on problem expressions, and there are even entire books on the subject. Our service includes correction of misused
expressions. The following is a brief list of often confused terms:
accept or except: "accept" means "to receive"; "except" means "to exclude." (I accept your proposal, except for the part about...)
adverse or averse: "adverse" is a negative condition (adverse economic conditions resulted in huge market losses.). "Averse" is an attitude (Investors
were averse to buying stocks.).
affect or effect: "affect" is a verb meaning "to influence" (The new economic
report is sure to affect the market.). "Effect" is usually a noun meaning "result" (The effect on prices will be considerable.). Effect can also be a verb meaning
"to cause" (We can effect a positive change in morale by doubling everyone's salary.).
amount or number: "amount" refers to non-discrete quantities (What is the amount of water in this beaker?). "Number" indicates discrete quantities
(What is the number of bottles in a six-pack?).
continual or continuous: "continual" means "close recurrence" (I have to deal with continual interruptions). Continuous means "constant" (This
continuous pain in my wrists is driving me crazy).
criterion or criteria: "criterion" is singular (There is one important criterion for a good assistant.). "Criteria" is plural (There are many criteria to be considered.).
emigrate or immigrate: "emigrate" refers to a place of departure. "Immigrate" refers to a destination (My cousin emigrated from Switzerland. She immigrated to America.).
farther or further: "farther" indicates physical distance (farther down the hall). "Further" means "greater in degree or time" (further losses).
fewer or less: "fewer" refers to a countable number (fewer pages). "Less" refers to an uncountable quantity (less water).
i.e. or e.g.: "i.e." is an abbreviation for the Latin term "id est," meaning "that
is." "e.g." is also an abbreviation for a Latin term, "exempli gratia," meaning "for example"
its or it's: "It's" should be used only as a contraction for "it is." Otherwise, use "its."
jibe or jive: "jibe" means "in agreement with" (Your numbers don't jibe with mine.). "Jive" is a slang term for jazz music.
personnel or personal: "personnel" refers to a group of persons. "Personal" indicates that involving a specific person (All personnel are required to submit
the following items of personal information...).
phenomenon or phenomena: "phenomenon" is singular. "Phenomena" is plural.
stationary or stationery: "stationary" means "fixed in position." "Stationery" refers to "writing paper and envelopes."
unconscious or subconscious: "unconscious" refers to being unaware or unplanned. "Subconscious" refers to mental processes of which we are not aware.
who or whom: the easiest way to decide which one to use is to determine whether you are referring to he, she, or they (use who) or him, her, or them (use whom).
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Resources
Even the best writers need to look things up occasionally, and many good reference books are available. Here are a few that we like:
One of the most useful writing books you can buy is Strunk and White's The Elements of Style. This thin volume covers all the basics of punctuation and
grammar, and it also contains timeless advice on how to develop a powerful, expressive writing style.
Another of our favorites is The Scott, Foresman Handbook for Writers. As the title suggests, this is a more comprehensive resource. It is extremely user friendly and very handy for quick reference.
A good dictionary is indispensable. We like the American Heritage Second College Edition, but Webster's and Random House are both fine as well. A
thesaurus is also very useful, although word-processing programs have done a good job integrating this feature; check your "Tools" pull-down menu. The Chicago Manual of Style
is considered by many to be the final word on all matters of usage. Many books are available on specific types of business
writing, e.g., letters, proposals, marketing plans, etc. A visit to the "writing" or "business" section of your bookstore is time well spent. Don't have a
bookstore nearby? Amazon.com has a great selection.
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