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.
apostrophe abuse, apostrophe catastrophes, apostrophe usage, apostrophe use, apostrophes, apostrophies, apostrophy, apostrophys, how to use apostrophes, punctuation, punctuation errors

How to Fix More Common Punctuation Errors

As noted in my newsletter, these punctuation mistakes are among the many people make regularly. Don’t follow the blunderers — be a leader and punctuate properly. Here’s how.

1. Misplacing apostrophes when referring to decades.

Example: the 70’s
Revised: the ’70s, the 1970s, or the seventies

The plural form of “seventies” shouldn’t be used in a possessive form. With the apostrophe in front of the numbers, we clarify that it’s a shortened form of the 1970s.

2. Placing hyphens between words that shouldn’t be hyphenated. When in doubt, check your dictionary; generally, you hyphenate words to avoid confusion in understanding the meaning of a sentence.

Example: “Fireworks light-up the night.”
Revised: “Fireworks light up the night” or “Fireworks light the night.”

However, “light-up backpack” (a backpack with lights) is acceptable, compared to “light up backpack,” which can have more than one meaning.

3. Using semicolons for items in a series. Semicolons and commas provide appropriate pauses between words and sentences, but they’re used differently. Commas separate independent clauses and items in a series, etc.; semicolons create a pause between sentences in place of a period.

Example: oranges; apples; bananas; pears; and grapes.
Revised: oranges, apples, bananas, pears, and grapes or oranges, apples, bananas, pears and grapes

4. Putting only one apostrophe (or none) in place of “and” between two nouns in informal writing.

Examples: rock ‘n roll; rock n roll
Revised: rock ‘n’ roll — the slang term, or “rock and roll” if you’re “old school.”

5. Using dashes to introduce items in a series. Use a colon (:) instead.

Example: Computer skills — graphic design and editing, HTML programming, Internet browsing, and email.
Revised: Computer skills: graphic design and editing, HTML programming, Internet browsing, and email.

What do you think? Does certain punctuation cause problems for you? Which errors do you see most often?

And if you need help with your own punctuation, I can help.  Don’t hesitate to contact me.

writing advice

5 Reasons Why Great Grammar, Spelling, and Punctuation Matter

1. When you dot your “i”‘s and cross your “t”‘s, you look smart, credible, and professional, and customers will be more likely to bring you their business.

2. If you mind your “p”‘s and “q”‘s, customers will take you seriously. Misspell or misplace words or punctuation, and you’ll send the wrong messages. To those who know better, such errors can make you and your business look laughable.

A few years ago, The University of Notre Dame, known for its Fighting Irish football team, sold souvenir soda cups at the team’s season opener with the phrase “Figthing Irish” on them. They soon apologized for the error, which caused them some embarrassment, and promised cups with the correct spelling would be available at the next home game.

3. Lenders are more likely to loan money to potential business owners who write their business plans well. Also, when customers understand your message, selling your products or services will be easier.

4. Don’t be a grammar slouch. Would you attend a wedding or other formal event with a stain on your shirt? To English experts, linguistic laxity is the equivalent of a fashion faux pas.

5. Proper spelling, grammar, and punctuation keep people reading. I’ve lost count of how many times poor editing has distracted me while I’ve read a magazine, a newspaper, or a business Web page. It’s definitely a way to make a memorable impression, but not a positive one.

Quotes

“If you have any young friends who aspire to be writers, the second greatest favor you can do them is to present them with a copy of The Elements of Style.  The first greatest, of course, is to shoot them now, while they’re happy.” ~ Dorothy Parker

“Grammar checker — a software program that is not needed by those who know grammar and virtually useless for those who don’t.” ~ Richard Turner

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

Michelle Troutman
classywriting.com

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.