Author: Michelle Troutman

Michelle Troutman has spent more than a decade crafting attention-getting newsletters and other content for service providers. She specializes in creating standout e-newsletters for law firms and economic development organizations. Her marketing and business administration background and education enhance clear and persuasive copy that speaks to the right clients. Through features in publications like "Attorney at Work" and "Law Fuel," and her e-newsletter and YouTube channel, she inspires service professionals to create engaging content. She enjoys helping businesses that sell their expertise reach their ideal customers.
writing advice

5 Ways to Edit Your Writing

1. Print a copy of your piece. This is a good way to slow down; rushing can lead to carelessness. Take a pen and read your article thoroughly, noting any corrections or additions. Then read it aloud in a flat, monotone voice — sometimes our ears catch things our eyes don’t.

2. Set it aside (or don’t). Some grammar and writing experts recommend this, however, I find going over the copy regularly keeps it fresher in my mind and makes me more alert to spot errors. (And, frankly, sometimes, for a close deadline, I can’t let it sit for a week or more.) Experiment with both to find which way works best for you.

3. Reverse direction. Read the copy backward — start at the bottom and return to the top. This is another way to keep your mind alert to errors you might miss during a regular read through.

4. Have another pair of eyes look it over. If you’re open to constructive criticism and won’t take it personally, show a trusted friend or loved one your writing. Another set of eyes can help you see more clearly.

5. Spell-check. It isn’t perfect, but it’s useful for catching basic mistakes (passive voice, misspelled words, duplicate words), especially as you near the end of the editing process. Just don’t rely on it for all of your editing and proofreading; a good job requires more care, and your readers will notice a lack of effort.

Quotes

“There is no such thing as good writing. There is only good rewriting.” ~ Harry Shaw, Errors in English and Ways to Correct Them

“Writing without revising is the literary equivalent of waltzing gaily out of the house in your underwear.” ~ Patricia Fuller, fantasy writer

Comments? Suggestions? Need help? Feel free to contact me.

Michelle Troutman
classywriting.com

business communication, business writing, capitalization, capitalization rules, capitalization tips, capitalize, capitalizing, caps

Business Writing Capitalization Cheat Sheet

How did business writing capitalization start? Why do we capitalize words in general?

These interesting resources answer those questions. Capitalize on this mini link library to learn more.

The Linguist List: The History of Capitalization
Why we capitulate to capitalization.

The New York Times: Me, Myself and I
English is the only language in which the first-person singular pronoun, “I,” is capitalized. Author Caroline Winter will enlighten you on why it’s all about the “I.”

The Blue Book of Grammar and Punctuation
Take one of GrammarBook.com’s quizzes to test your capitalization knowledge.

Title Capitalization: Your Online Capitalization Case Tool
This handy site does what it says — it automatically capitalizes titles for you if you lack time to do it yourself or you truly don’t know how. It will help you keep your capitals in line, which is great for homework or for publication to ensure your titles follow the right style.

Case Converter
To ensure you cover all the cases, this tool will convert to the one of your choice: all uppercase, all lowercase, to capitalize the first letter of every word or just the first word of every sentence. It’s up to you. You can then cut-and-paste the results or save them to a text file.

I’ve also covered business writing capitalization rules in my Five-Minute Business Writing Tips newsletters.

Do caps “entrap” you? Do they make your life difficult? If so, contact me for a free consultation.

business communication, business writing, capitalization, capitalization rules, capitalization tips, capitalize, capitalizing, caps

5 More Ways to Use Capital Letters in Business Writing

1. To use capital letters in business writing properly, capitalize “government” when you refer to the U.S. Government or any foreign nation.

Examples: the Mexican Government; Her Majesty’s Government

2. Capitalize “state” when used with a name or in place of the name, but use lower-case with a general term.

Examples: the State of Maine or State government; state law

3. Capitalize “the,” or its foreign equivalent, when it is the authorized part of a geographical name, of a book title or work of art, or when it’s part of a company’s or an institution’s legal name.

Examples:

  • Geographical names: The South
  • Art work titles: The Student Prince
  • Company or institution names: The Hartford

Note: This rule is often disregarded in informal writing when referencing periodicals, ships, firm names, etc.

Examples: the National Review; the Enterprise; the Jones Company

4. Capitalize parts of a work when you refer to them in the same work.

Example: For more guidelines, read Appendix B.

5. Capitalize all names of celestial bodies except for the earth, moon, stars, and sun, unless they are personified or used in an astronomical context.

Examples: Jupiter; the Andromeda Galaxy; Sirius

Source: The Elements of Grammar by Margaret Shertzer
 

Advice from someone who knows how to use capital letters in business writing can help you improve your writing and make you look smarter and more skilled in your field.

BOOK A FREE COACHING SESSION

The Classy Writing Blog: Capitalization Cheat Sheet ‏

“How did business writing capitalization start? Why do we capitalize words?…” Read more.

Quotes

“Failure to use capitals properly will mark you as semi-literate just as quickly as mistakes in spelling or punctuation.” ~ Larry Trask, The Linguist List (History of Capitalization)

“One reason capitalization matters is that a word’s meaning can change depending on whether it’s uppercase or lowercase.” ~ Rob Reinalda, “When Should You Capitalize Words?” Grammar Girl’s Quick and Dirty Tips.

Uncategorized

5 Steps to More Engaging Content

1. Edit and proofread — Print it, read it aloud, make your marks. Then revise for more engaging content. Spell-check doesn’t always catch every mistake.

2. Write like you speak — Don’t write like you think you should. Be real.

3. Stay tuned — Read what your target audience writes for their language and perspectives. Check how your competitors market to them and how you can adapt those techniques for your brand.

4. Stay short — Don’t use two words when one will do. Be brisk, be brief, and be gone.

5. Variety = spice — Change the length and rhythm of your sentences. Format your content to enhance its audio/visual appeal.

The Classy Writing Blog

5 Examples of Engaging Content Ideas

“Here’s how to connect better with readers….” Read more.

Quotes

“Engaging content is far more about brains than budget.” ~ Ann Handley, Chief Content Officer, MarketingProfs

“People share, read and generally engage more with any type of content when it’s surfaced through friends and people they know and trust.” ~ Malorie Lucich

Comments? Suggestions? Need help? Feel free to contact me.

Michelle Troutman
classywriting.com

Uncategorized, waffle words, weak words, weak writing

5 Waffle Words That Undermine Your Business Message

A round waffle on a ceramic plate topped with banana slices, chopped pecans, and a drizzle of caramel sauce, with a small jar of caramel and wooden cutting boards softly blurred in the background.

The word “waffle“ can have bad connotations. It brings to mind a breakfast food with toppings rich in flavor and calories — and the inability to decide. I’ve waffled over waffles, but eating these tasty toasties regularly tends to expand the waistline.

You are what you eat, and your word choices reflect who you are. (Just don’t eat your words.) In business, waffle words weaken your message: they’re timid, afraid to commit, and can make you look the same way.

Remove these weasel words to improve your writing and earn trust with clients:

1. Well — As a transitional word, it lacks substance.

Example: I’ve added more info about the new heating system we want to buy to the proposal. Well, let me know your opinion of it.
Revised: I’ve added more info about the new heating system to the proposal. What do you think of it?

2. So — It’s one of “well”‘s cousins. If you can remove a word without affecting the overall meaning of a sentence, it’s not necessary.

Example: So, we should meet again after lunch.
Revised: Let’s meet again after lunch.

3. Sorry — I’ve been guilty of overusing it; I’ve been an apologist. Sometimes we can use it to avoid hard feelings and lean on it like a crutch. Overuse makes you look weak.

Example: Sorry, I just don’t think we should get a new water cooler.
Revised: We can’t afford to buy a new water cooler this quarter. Let’s revisit the decision next spring.

4. Maybe — If you tend to waffle, this would be one of your favorite words.

Example: Maybe we can go to lunch sometime next week.
Revised: How about lunch together next Tuesday?

✅ Turn “maybe” into a firm commitment.

5. I think/I believe/I feel/I guess/I suggest…  — They often don’t add anything to sentences. I’ve used them, usually to soften a statement. Phrases like “I feel” can connect with people emotionally. But, without them, your sentences can pack more punch.

Example: I think we should hire an accountant to prepare our tax return.
Revised: We should hire an accountant to prepare our tax return.

More Common Waffle Words to Watch — And Why

A Cornell University study on deceptive language noted that people who lie online often use vague words like “sort of” or “probably.” Even if you’re not lying, they make you sound unsure or evasive.

Another study of corporate press releases from major U.K. firms found they often use soft messaging or hedges to reduce their liability and protect their reputations. The most commonly used phrases:

  • “Expect to” appeared in 35 percent of all forward‑looking statements
    • “may” and “plan to” = about 20 percent
    • “are likely to” and “are projected to” = 25 percent

Unless you’re truly unsure, these terms turn confident announcements into cautious forecasts, leaving your audience guessing and less likely to act. Your business writing doesn’t always need the same legal cover.

Swap “expect to” for decisive verbs like “will.” Vague next steps then become clear calls to action — speeding decisions and boosting confidence.

Word / PhraseWhy to Cut ItBusiness ImpactExamples With Revisions
expect toSignals caution, not commitmentReduces urgency“We expect to launch in Q3.” → “We will launch in Q3.”
may, plan toHedge forward‑looking statementsSoftens a promise; invites follow‑up questions“Our team may expand next year.” → “Our team will expand next year.”
are likely toConveys a lack of certaintyMuffles decisiveness; readers might delay decisions“We are likely to hit that target.” → “We will hit that target with current staffing — barring delays.”
are projected toFrames as a tentative forecastErodes the perception of control; prompts extra scrutiny“Second quarter earnings are projected to rise by five percent.” → “In the second quarter, we project earnings will rise by five percent.”

Which waffle words do you dislike?

Does your writing need more weight? See how business writing coaching can help you flex your verbal skills to tone up your writing.

BOOK A FREE CONSULTATION

QUOTES

“One of our defects as a nation is a tendency to use what have been called ‘weasel words.’ When a weasel sucks eggs the meat is sucked out of the egg. If you use a ‘weasel word’ after another there is nothing left of the other.” ~ Theodore Roosevelt

“Weasel is language that sounds wishy-washy, even sneaky. It avoids saying anything definitively. Instead, every assertion is qualified to death. Words and phrases are constantly used to hedge the meaning of what’s being said. Weasel is a particular combination of vocabulary choices and sentence structures.” ~ Tom Sant, “Get Rid of Those Pesky Weasel Words“