The ubiquity of email
means that everyone in business, from lords of finance to programmers who dream
in code, needs to write intelligently. By using simple, clear, precise
language, and following a few other basic writing rules, you can become a
better communicator and improve the prospects for your career.
“Clarity is
the most important characteristic of good business writing,” says Mignon
Fogarty, creator of the “Grammar Girl Quick and Dirty Tips for Better Writing”
podcast. “Often businesspeople will use big $10 words because they want to
sound intelligent. Instead, they end up sounding like they’re trying too hard.”
Start by
writing short, declarative sentences. Never use a long word where a short one
will do. (No need to write “utilize” when “use” works just as well.) Be
ruthless about self-editing; if you don’t need a word, cut it. Never use a
foreign phrase, a scientific word, or any kind of jargon if you can think of an
English equivalent. Regardless of how many times your managers ask you to
“circle back,” or “move the needle forward,” take a stance against tired
business jargon. These expressions may sound important, and like the official
language of a club you’d like to join, but you will express yourself more
clearly if you say what you mean in plain language.
When you’re
composing an email, make your point and move on. If your big idea isn’t in the
first paragraph, put it there. If you can’t find it, rewrite. “Simplicity
doesn’t mean simplicity of thought,” says Kara Blackburn, a lecturer in
managerial communication at MIT Sloan School of Management. “Start by asking
yourself what you want the person to do as a result of this email. Just asking
yourself that question can make your communication much clearer.”
Be specific. Instead of mentioning “the current situation,” explain exactly
what it is, whether it’s low company morale, or an SEC investigation.
Curb your
enthusiasm. Avoid overusing exclamation points, regardless of how energized or
friendly you might feel. Choose professional sign-offs like “Best” and
“Regards” over the too-cute “xoxo.”
Whenever
possible, use active instead of passive verbs. Active verbs help to energize
your prose. Instead of writing, “The meeting was led by Tom,” write: “Tom led
the meeting.” Use a straightforward sentence structure–subject, verb,
object–that people can read quickly.
Choose pronouns
wisely, and don’t be afraid to use “me.” “I often read versions of ‘Send the
memo to Bob and myself,’” says Fogarty. “For some reason people think that
‘myself’ sounds more important or formal.” To avoid this mistake, Fogarty
recommends thinking about how you would say the sentence if you removed
mentions of other people. “Send the memo to me” sounds correct. If you add
“Bob” to that clause, the “me” pronoun still works.
Beware of
common grammatical mistakes. Know when to use “that” and “which.” “That”
introduces essential information in what’s called a “restrictive clause.”
“Which” introduces extra information in a “nonrestrictive clause.” Here’s an
example: “I’m interested in speaking with you about our new product, which has
the potential to increase sales.” The second clause provides extra information,
and it isn’t essential to the first clause. Therefore, “which” is correct. In a
sentence such as “Computers are the only products that we sell,” the clause
“that we sell” is essential to the meaning of the sentence, so the correct word
is “that.” You can’t remove the “that” clause without changing the meaning of
the sentence.
Another
common error is confusing “affect” and “effect.” Affect is a verb meaning “to
influence.” “Effect” is a noun that means “result.” The weather affects our
ability to travel, and it had a terrible effect on my flight to New York.
For more writing tips, consult classic books on writing and grammar, such as The Elements of Style,
by William Strunk and E.B. White, The
Associated Press Stylebookand The
Chicago Manual of Style. On iTunes, download the “Grammar Girl
Quick and Dirty Tips for Better Writing” free podcast. Happy writing.
http://www.forbes.com/sites/susanadams/2015/04/27/10-tips-for-better-business-writing-3/
Below is the list of links
to my posts on the Active and Passive:
- Grammar - Active and Passive Voice (Tense and
Agreement)
http://masterenglishwriting.blogspot.com/2014/07/grammar-active-and-passive-voice-tense.html
2.
Grammar - Active and Passive
Voice (Sentences Without Agents)
http://masterenglishwriting.blogspot.com/2014/07/grammar-active-and-passive-voice.html
3.
Grammar - Active and
Passive Voice (Perfect Tense and Modals)
http://masterenglishwriting.blogspot.com/2014/07/active-and-passive-voice-perfect-tense.html
* I also share tips on how to use homophones such as affect and effect almost on a weekly basis. I'll be sharing free grammar tips, specifically on subject-verb agreement and
pronouns soon. So, please feel free to check back for these updates :)
