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 Common Punctuation Errors

1. Commas placed outside of quotation marks. This isn’t correct in American English.

2. Apostrophes in words that shouldn’t have them.

3. Lack of commas when they’re necessary.

4. Lack of apostrophes when they’re necessary.

5. Comma splices. These happen when someone intends to make a pause in a statement that is really two complete sentences.

The Classy Writing Blog: How to Fix Common Punctuation Errors‏

“‘Punc — punc — punc — punctuation / They are the little marks that use their influence / To help a sentence make more sense.’…” Read more.

Quotes

“I want to change my punctuation. I long for exclamation marks, but I’m drowning in ellipses.” ~ Isaac Marion, Warm Bodies

“Punctuation, is? fun!” ~ Daniel Keyes, Flowers for Algernon

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

Michelle Troutman
Classy Writing
207.332.8379
classywriting.com

writing advice

5 Ways to Write in Plain English

1. You are not your audience. Perhaps you become jumbled in jargon when you write and focus more on how you think you should sound. Talk about your article with a friend and record it or have someone take notes during the conversation. Apps, such as Dragon Dictation and iPhone’s Notes, can transcribe for you — these methods can humanize your writing.

2. Write to a friend (or pretend to). Some of us are self-conscious about being recorded.

3. Keep a journal. Some of my best, most open writing occurs when I jot in my journal. It’s like I’m talking to a therapist or a friend. It’s a great way to practice writing and to relax, and your words will flow more freely.

4. Read your writing aloud in a flat voice. Printing a copy helps. Sometimes what we see on-screen doesn’t match the printed page. Note any corrections or additions. Our ears can catch things our eyes don’t.

5. Let someone else read. If you’re open to constructive criticism, let a trusted friend or loved one read your writing. Another set of eyes can help you see more clearly.

Quotes

Incomprehensible jargon is the hallmark of a profession. ~ Kingman Brewster, Jr.

Even to a writer who is being intentionally obscure or wild of tongue we can say, ‘Be obscure clearly! Be wild of tongue in a way we can understand!’ Even to writers of market letters, telling us (but not telling us) which securities are promising, we can say, ‘Be cagey plainly! Be elliptical in a straightforward fashion!’ ~ William Strunk, Jr. and E.B. White, The Elements of Style.

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

Michelle Troutman
classywriting.com

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“

arrogance in writing, arrogant writing, business communication, business writing, pompous writing, writing advice

5 Ways to Avoid Pompous Business Writing or “Business-ese”

by

Michelle Troutman

Have you ever felt like you were drowning in pompous business writing? You know, the kind that stuffs jargon into every sentence, burying simple ideas under big words?

It might sound impressive, yet it builds walls between you and your audience. Leave the robospeak to AI and learn how to speak with your audience one-on-one.

See every step outlined in this blog in this YouTube video playlist.

1. Watch your wording – Do you use a “five-dollar” word when a “ten-cent” term will do? Unless it’s appropriate for your audience, drop the formality. Speak in plain English.

Example: utilize
Revised: use

A study found that people see writers who use overly complex language as less intelligent. Simpler terms come across as friendly and approachable. They ease understanding, keeping your readers focused.

2. Trim the fat – Sentences without a period in sight can tire readers’ eyes. Keep them to 16 or fewer words or an eighth-grade reading level.

3. Your subjects matter – Are you writing for busy CEOs who value concise information or recent graduates who need more details? To connect with readers and avoid pompous business writing, step into their shoes. Hang out in forums or social media groups they frequent.

Questions to ask:

  • Which questions do they ask?
  • Which language do they use?
  • Which topics are they interested in?
  • How can you explain concepts clearly?

Consider surveying them. Anonymous options can encourage open responses.

4. Get feedback – Show your writing to friends or colleagues you trust who know your audience. They can pinpoint language that might go over readers’ heads to help you pitch pompous business writing and sharpen your image.

5. Lighten up – “Never use a big word when a little filthy one will do.” ~ Johnny Carson. Like writing, humor is subjective. Some could find that quote shocking, while others might laugh.

Like a lecture that drones on, bland text, especially the passive voice, puts readers to sleep. Speak to them directly: stop commanding and start chatting with them. If your writing feels as stiff as concrete, as appropriate, soften it with a lighter touch.

For more creative turns of phrase, read 35 Overused Business Words with Alternatives by Cathy Miller.

Which words do you find pompous or stuffy? Feel free to comment below.

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Quotes

“Clutter is the disease of American writing. We are a society strangling in unnecessary words, circular constructions, pompous frills, and meaningless jargon.” ~ William Zinsser, On Writing Well

“Boastful or arrogant writing is as repellent as a boastful or arrogant person.” ~Richard Palmer, Write in Style: a Guide to Good English