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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.

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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.

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

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

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

business communication, business writing, writing advice, writing well, writing with clarity

5 Ways to “Write Tight” for Your Business

1. Omit needless words. This is the best advice to “write tight.” As William Strunk and E.B. White wrote in their classic grammar book, The Elements of Style, every word should “tell” or serve a purpose. When you’re done writing, see if removing certain words changes the overall meaning of your sentences. Make your sentences leaner and “meaner,” to strengthen them and pack more of a punch.

2. Plan. To keep your thoughts focused, create a list or an outline detailing your subject matter. Some people dislike planning, but this simple step helps me stay organized and on topic.

3. Set a word limit. Limit the scope of your piece to a certain number of words to help you cut the deadwood.

4. Prefer one word over two. For example, the two sentences below have a similar meaning, but one is more to the point:

A. Turn on the light.
B. Flip the switch.

5. Use bullet points. Bullet points help summarize key ideas. They work well for grouping words and phrases together, so you don’t always need to write complete sentences. For example:

Backing Crash Prevention

Eliminate distractions
Keep your eyes moving
Use your mirrors

Quotes

“Four basic premises of writing: clarity, brevity, simplicity, and humanity.” ~ William Zinsser

“Brevity is the soul of wit.” ~ William Shakespeare, Hamlet

business communication, business newsletters, business writing, e-mail newsletters, e-news, e-newsletters, electronic marketing, electronic newsletters, email announcements, email blasts, email newsletters, enews, enewsletters, marketing, marketing online, online marketing, online newsletters

How a Newsletter Can Boost Your Business

Imagine a marketing method that can multiply your business income with little effort. It may help you:

Stand apart from your competitors
Enhance your reputation
Build trust to keep your current clients and attract new ones

Most importantly, it’s affordable, can provide a repeat income, and you don’t need to take time away from serving your customers to create it.

This magic money-making machine is an e-newsletter.

In this digital age of short attention spans, it can be hard to stand out effectively and make money. An e-newsletter can solve those problems and become a valuable marketing tool.

How a good newsletter can boost your income

Repeat advertising = sales – Studies show that the average consumer must be exposed to a product several times before they decide to buy it. A newsletter keeps your business in your customers’ minds, helping you stay in touch with them and reach new ones. A Nielsen Norman Group study of online newsletter subscribers found that e-newsletters form a greater bond between customers and a business than a website (NNG, Email Newsletter Usability, 2011). Building a relationship with your customers is crucial for boosting your sales over time.

Newsletters can also increase referrals.

A New York Sales and Marketing Club study showed that 71 percent of your customers base their initial buying decision on how much they like, trust, and respect you.

Customers who feel a connection with you are more likely to forward copies of your newsletter to others. Linking to your website from your newsletter can boost your traffic; you may also easily link to a blog or social media.

MarketSherpa’s 2010 Email Marketing Summit revealed how social media and email can be a powerful marketing combo:

75 percent of daily social media users said email is the best way for companies to communicate with them, compared to 65 percent of all email users
49 percent of Twitter users said they made an online purchase because of an email, compared to 33 percent of all email users

Offering printed copies of your newsletter in a waiting room and for networking at events can also spark readers’ interest in subscribing. This works better than a business card, flyer, or brochure to market your business more memorably; people are more likely to hang onto something they see as useful (instead of advertising) and show it to others.

A newsletter is cheap, competitive advertising.

Once you have it set up on an email marketing platform, an e-newsletter is a free or low-cost way to stay ahead of your competitors. And if they lack a good one, your business can stand out more.

Also, if you show your personality, your clients will see you not just as a business owner, but as a friend. Combined with your advice, readers will consider you an expert, giving you and your business credibility, boosting your image, and building trust and sales.

Lack time or the skills? Explore how a quality custom e-newsletter can help you boost your business and gain the right leads.

What do you think about newsletters?