1.
Focus on lucidity or clarity: Write so that your readers will understand your
intended meaning. Articulate your thoughts so that the average person can
understand them.
2. Use an economy of words: Short sentences are best unless you’re writing for
academia or the scientific world. Eliminate unnecessary words and repetition.
Less is more.
3. Avoid the latest jargon: Write simply.
In an effort to impress readers, some writers mistakenly use the latest buzz
words or phrases. It won’t impress articulate senior management.
4. It’s best to capsulize your points: When
writing letters or reports, start by stating your information in a condensed
form so that it summarizes your points in an easy-to-understand way. You should
anticipate important reader questions. Like in journalism 101, answer the
following: Who? What? When? Where? Why? How? Hint – ask yourself: “What do I
want the reader to know?”
5. Professionalism counts: That means
avoiding unnecessary enthusiasm or exclamation points. If you’re writing for a
job opening, use the salutation, “Dear…” Close your letter or email with
“Sincerely” or “Best regards.” Even if you don’t know the person, “Best”
or “Regards” will suffice. The rule of thumb: Before you complete your writing
project, consider how others will view it, as though it might appear in a
newspaper or public-agency record. And remember, the Internet is forever.
6. Use correct grammatical structure: Your
sentences should be complete, not fragmented, and contain a subject, verb, and
object. A writer who is skilled at diagramming sentences will undoubtedly
communicate skillfully.
7. Employ subject-verb agreement: If your subject
is singular, your verb is plural (“He wants an agreement”). If your subject is
plural, the verb is singular (“They want an agreement”).
8. Know the right pronouns to use: A pronoun is a
word that substitutes for a noun. The most common errors involve the use of “I”
vs. “me.” The pronoun “I” is the subject in a sentence (“I want the project”).
Me is the object (“Send the project to her and me”).
9. When to use “saw” vs. “seen.”: “Saw” is the
simple past-tense form of the word, “see.” While “seen” is the past participle
of “see.” For example, you want to write “I saw the bird” and “I have seen the
bird.” (“Seen” requires a helper verb, such as “has,” “had” or “have.”)
10. Properly insert your periods when using a
quotation: Insert your
period outside the quote. However, journalists, such as the practice in this
news portal, place the period inside the quotation.
11. Here’s how to use “that” and “which.” :“That” is a
restrictive clause and it’s used to explain important information (“We don’t
sell trucks; cars are the only vehicles that we market”). More often than not,
it isn’t necessary to insert “that.” When using “which” remember it’s a
nonrestrictive clause, and it introduces supplemental information that isn’t
deemed vital (“Our salespeople have a variety of ways to make good commissions,
which is important for their incomes”).
12. Correctly use prepositions: A
preposition is a word that links nouns, pronouns and phrases. A preposition
introduces the object of the preposition. In a prepositional phrase, for
example, “The plane is on the tarmac.” (“On” is the preposition.) Typical
prepositions include above, after, at, by, for, from, in, into, of, on,
over, to, under, up, and with. Remember – don’t end your sentences in
prepositions.
13. When to use “who” or “whom:” When in doubt, remember it’s “to whom or for whom
something is done.” For example, “She was asked whom will be affected.”
Otherwise, whom is preceded by a preposition, such as: “At whom did she yell?”
14. How to use “a” vs. “an.”: Correct
usage depends on the type of words that follow the “a” or “an.” Use “a” when it
precedes a noun that starts with a consonant, “He wants a plane,” or a
consonant sound, such as “That was a unicycle.” Use “an” before a noun starting
with a vowel, “She wants an elephant,” or a noun with a silent “h”, such as “I
want $100 an hour.” When the “h” is pronounced, you can use “an,” including
this instance: “He was an hysterical complainer.”
15. Possessives need attention: You add an
apostrophe to change your nouns into a possessive form. Here’s how to use a
singular possessive: “Did you see the bird’s unique colors?” Plural possessives
require that the apostrophe follow the “s” in the noun: “All of the birds’
colors were red.” If there is not a question of possessiveness, then there
isn’t an apostrophe.
16. Avoid common mistakes in using “affect” vs.“effect.”:“Affect” is a verb and “effect” is a noun. For
example, “On a sunny day, the bright sun affects my vision when I try to catch
a baseball, and it has an effect on whether I catch it make an out.”
17. Save your copy as successful templates for future
prototypes: If you’re successful in writing a good piece – save it
–especially, if you sense that you will be writing a similar document for
another occasion. You’ll save time, which is money in your wallet. Be sure,
though, to substitute the right salutation or other information in the new
document.
18. Insert a call for action: Don’t end your
writing in a nebulous way. Make it clear what you hope or expect. For example,
suggest setting a time or appointment. Give two options for the reader to consider.
Ask the reader to choose the preferred option.
19. Focus on correct genders, names and titles: These three are
the most-important words to readers. Make a mistake with one of these and
you’ve offended the readers. By far, these are the most-important words in
their vocabularies.
20. Use courtesy: Be sure to
thank the persons for their consideration. Use the term, “please,” whenever you
want something. You’ll find that 98 percent of all communications provide an
opportunity for one or both of these courtesies. Avoid the trite, dreadful
phrase: “Have a nice day.”
21. Prevent buyers’ remorse: Enhance your
odds for success by including a “buyers’ remorse” statement. Remind the readers
about the benefits you’re proposing, and how pleased or glad they’ll be.
22. Contact information in e-mails: Your signature
should include your contact information, for your reader’s convenience to reach
you. If you have an idea or product to market, remember convenience is one of
the top five reasons for success.
23. Proofread your work: Yes, it’s easy
to overlook errors, and it’s important to double check your tone of writing.
One trick I use is to read the information aloud. That makes it easy to
prevent embarrassing errors. If you write something while you’re in a bad mood,
proofreading becomes even more important. Showing anger is not OK in business.
24. Use your spell check: Misspelled
words are not good for your image. As a safeguard, spell check is a good
service. NOTE: However, Microsoft Word’s spell check isn’t 100 percent
accurate. In many cases, you’ll have to override the software.
25. Confirm whenever possible: When you
receive an e-mail document a strategic partner, even unanticipated, don’t leave
the person hanging. Respond with a confirmation. It’s considered good manners.
Not
intended to be all-encompassing, these 25 tips avoid most of the errors I’ve
seen as a business-performance consultant. If you’re not supremely confident in
your organization’s writing, consider hiring a qualified freelance writer.
Source:http://www.bizcoachinfo.com
