Our blog explores all aspects of writing and proofreading, and passes along effective business writing tips. Do you have questions or concerns about workplace writing? Then join our discussion!
Over the last 10 years and counting, using less punctuation has slowly become a trend. Writers will eliminate the comma before too in sentences such as, “I attended the meeting too.” The Chicago Manual of Style says, “In most … cases, commas with this short adverb are unnecessary.”
Even nonrestrictive clauses are not always set off by commas if leaving them out does not confuse a reader. For example, “California was a province of Mexico from 1821 until 1848 when Mexico ceded it to the U.S.” Because “when Mexico ceded it to the U.S.” is a nonrestrictive (or nonessential) clause that adds extra information, it would typically be set off by a comma before when.
Here’s what the GPO Style Manual, the style guide for the federal government, says about punctuation.
“Punctuation is used to clarify the meaning of written or printed language. Well-planned word order requires a minimum of punctuation. The trend toward less punctuation calls for skillful phrasing to avoid ambiguity and to ensure exact interpretation. The GPO Style Manual can offer only general rules of text treatment. A rigid design or pattern of punctuation cannot be laid down, except in broad terms. The adopted style, however, must be consistent and based on sentence structure.
The general principles governing the use of punctuation are: If it does not clarify the text it should be omitted; and, in the choice and placing of punctuation marks, the sole aim should be to bring out more clearly the author’s thought. Punctuation should aid reading and prevent misreading.”
The official name for brackets is square brackets. In business writing, brackets are primarily used as parentheses within parentheses, for example, “Acme Technology decided to locate its headquarters in New York (the CEO’s home though other executives [two senior vice presidents] also live there) instead of San Francisco.”
Brackets are also used to enclose words added by someone other than the original writer or speaker: “According to her [the sales manager] the monthly quotas have been exceeded by 10 percent.”
Use pronouns to sound personal and friendly, yet professional, in your business letters, emails, and memos. I like this explanation from plainlanguage.gov: “Pronouns help the audience picture themselves in the text and relate better to your documents. More than any other single technique, using ‘you’ pulls users into your document and makes it relevant to them. When you use ‘you’ to address users, they are more likely to understand what their responsibility is. Using ‘we’ to refer to your agency [or company] makes your agency [or company] more approachable. It also makes your sentences shorter and your document easier to read.” That’s it in a nutshell!
Here are five writing tips that professional writers use.
1. Tackle big writing jobs—and complex, frustrating ones no matter what the size—in small bites. Set a timer for 30 minutes (or 10 to begin with and increase the time as the project progresses) and start writing. Once the timer goes off, stop writing. Set a schedule: take three to five “bites” out of the project the first day and continue from there.
2. The best time to write… is right now! Don’t wait for the perfect time to write; you’ll accomplish very little if you do.
3. Write in a professional yet conversational tone. Use “you” and “we.”
4. Take time out from writing to procrastinate. It’s okay to take breaks while writing, but limit each procrastination to 5-10 minutes and don’t leave your desk. Use a timer, and when it goes off, get back to work!
5. Your first draft doesn’t have to make sense. Just start writing. Get all of your ideas down no matter how jumbled they may look on the screen/page, and clean up the draft later.
Before starting a writing project, write a brief description of your audience. Do not simply write: sales force. Write: “sales force, highly trained, most with college degrees, 50% men/50% women, overachievers, overworked, and feel left out of the loop here at headquarters.” Such a profile will allow you to write your letter or report with their point of view firmly in mind
You are your own worst proofreader. That’s a common theme in the writing world. Because we are so close to the words we write, we will often read “in our heads” what is not actually on the page. We see the word “conect” on the page, but read “connect” in our heads. That’s how typos slip through the cracks. Here are four tips to help you prevent typos.
1) Let someone else read your work.
2) Turn on the auto-correct feature on your computer.
3) Read what you write out loud.
4) Read what you write backwards. That’s right: starting with the last word you wrote, read right to left. This way, each word stands out and you will not gloss over any typos in the document.
But of course you can. Here’s what Garner’s Modern American Usage has to say on the topic: “It is a gross canard that beginning a sentence with but is stylistically slipshod. In fact, doing so is highly desirable in any number of contexts, as many stylebooks have said (many correctly pointing out that but is more effective than however at the beginning of a sentence).”
The Chicago Manual of Style agrees: “There is widespread belief—one with no historical or grammatical foundation—that it is an error to begin a sentence with a conjunction such as and, but or so. In fact, a substantial percentage (often as many as 10 percent) of the sentences in first-rate writing begin with conjunctions. It has been so for centuries, and even the most conservative grammarians have followed this practice.”
For example: Everyone decided to vote against Bob’s idea. But Pat disagreed.
So there you have it. If beginning a sentence with but “works” or “sounds right” for the sentence you are writing, then do it.
Use parallel construction, that is, a consistent form, when listing several ideas.
Correct: Pat respects people who are honest, reliable, and sincere.
(The verb are makes sense with each of the three adjectives at the end of the sentence.)
Incorrect: Pat respects people who are honest, reliable, and have sincerity.
(Here, are does not make sense with have sincerity, and the noun sincerity is not parallel with the two adjectives honest and reliable.)
“His Majesty the King requires that the Royal Chancellery in all written documents endeavor to write in clear, plain Swedish.”
King Charles XII of Sweden, commanding his troops in Eastern Europe, 1713
When Stephen King attended a Mets baseball game years ago, it started to rain so hard that the umpires stopped play. During the rain delay, King whipped out his laptop and typed a few pages of horror using his raincoat as an umbrella. There’s a lesson here. Too many businesspeople wait for the “perfect” time and situation to write: when there’s absolute silence, the lighting is just right, their schedule is clear for the next two hours, and so on.
Free yourself up and you’ll free up your writing too. Don’t wait for just the right conditions. Write when you have ten minutes to spare in your cubicle or an hour to waste on a plane or train. Get your ideas down on paper or your hard drive, and go back to them later when you have more time. You’ll take the pressure off yourself and your writing, and accomplish more.