Category: writing advice

business communication, business writing, editing, editing your writing, writing advice, writing better

5 Useless Words and Phrases to Cut From Your Business Writing

1. are able to

Example: We are able to wash dishes, mow lawns, or do any of your other household tasks.
Revised: We can wash dishes, mow lawns, or do any of your other household tasks.

When you cut these useless words, you avoid using a “to be” verb (“are”) and a preposition (“to”). They bloat your writing. Use them only when they’re absolutely necessary.

2. as well as

Example: The U.S. Department of Agriculture’s MyPlate nutrition guide includes grains, vegetables, and fruit, as well as protein.
Revised: The U.S. Department of Agriculture’s MyPlate nutrition guide includes grains, vegetables, fruit, and protein.

People tend to use “as well as” in favor of “too” or “also,” especially if they’ve already used them, as a way to vary their word choices. They’re good alternatives, but you can also insert an “and” every now and then for better variety.

3. along with

Example: High winds and frigid temperatures, along with snow and ice, make for hazardous winter driving conditions.
Revised: High winds, frigid temperatures, and snow and ice create hazardous winter driving conditions.

Replace these useless words with plain old “and.”

4. there are/there is

Example: There are several action movies released during the summer.
Revised: Several action movies are released during the summer.

In many cases, you can trim these seemingly harmless phrases entirely.

5. in order to

Example: In order to finish processing your purchase, we need your payment information.
Revised: To finish processing your purchase, we need your payment information.

Trim the first few words to the essential: “to.”

Read more about cutting Filler Words in Your Speech at Ivypanda.

Quotes

“The best sentence? The shortest.” ~ Anatole France

“If it is possible to cut a word out, always cut it out.” ~ George Orwell

writing advice

5 Ways to Get Customers to Love Your Writing

1. Edit.  Some of us don’t want others to see rings around our collars or dandruff on our shoulders because we want to leave a good impression. Likewise, the quality of your writing affects your business or organization’s image. Take care to rearrange jumbled words, remove unnecessary apostrophes, add any missing commas, and to downsize letters that shouldn’t be capitalized. It will make your writing easier on the eyes and the ears.

2. Be active. Sentences about actions done “by” someone or something are a sign of the passive voice.

You can’t always avoid the passive voice, but many times, your sentences will be shorter and people will read them more easily if you rework them. Too many sentences in this style can make people struggle to finish reading.

Example: The telephone pole was hit by a car.

Don’t be afraid to enliven and embolden your passages. “A car hit the telephone pole” is shorter and stronger.

3. Omit needless words.  Don’t use two words when one will do. These days, for busy customers, the fewer words, the less time it takes them to read. You don’t need to write a novel to get your points across.

4. Junk the jargon. Or, at least, explain it to those who aren’t in your industry; to them, it is like trying to understand a foreign language. Plain English should be the official language of bureaucrats and businesspeople in English-speaking countries.

5. Maintain your balance. Too much information, especially if it’s disorganized, can confuse readers and turn them away. With a length in mind, it’s better to plan the scope of your piece ahead of time. Use headings and bullet points to separate large blocks of text or use a table of contents to guide readers through longer works.

Quotes

“Good sense is both the first principal and the parent source of good writing.” ~ Horace

“Writing is thinking. To write well is to think clearly. That’s why it’s so hard.” ~ David McCullough

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

Michelle Troutman
classywriting.com

writing advice

5 Common Proofreading Errors to Avoid

1. Dates and times — When you refer to any of these, make sure that you include them. It’s easy to name an event and then not mention when it happens. Also, ensure they’re correct, and if you’ll include the day of the week, that it’s also right (e.g., Tuesday, not Wednesday), otherwise, no one will attend, especially if you host your grand opening on April 31st.

2. Math — Always check that all numbers you reference truly add up, which is important, not just for the mathematically-challenged.

3. Links — Whether your document is for online or offline reading, always check all links if you want your readers to get somewhere.

4. Incompleteness — If you’ve just hosted a successful fundraiser, and you’ve thanked staff in your newsletter, did you remember to thank any volunteers, and of course, your donors? To them, these are true “sins of omission.”

5. Missing pieces — If you forward someone’s email address to a colleague, it can be embarrassing if you fail to include that email address in your message. So, always double-check your writing and the details within it before other people see it.

Quotes

“Those who seldom make mistakes, seldom make discoveries.” ~ John Marks Templeton.

“Success seems to be connected with action. Successful people keep moving. They make mistakes, but they don’t quit.” ~ Conrad Hilton

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

Michelle Troutman
Classy Writing
207.332.8379
classywriting.com

passive voice, writing advice

5 Tips to Activate Your Writing to Captivate Readers

1. An easy way to activate your writing: make the subject of your sentence a noun, not a verb, to add verve.

Example: At Medco’s 3rd Annual Dinner Party, enticing entrees will be served by Tasty Bites.
Revised: At Medco’s 3rd Annual Dinner Party, Tasty Bites will serve enticing entrees.

2. Don’t be afraid to say who did something, or, as above, to make a noun the subject of your sentences. Sometimes people avoid naming the subject(s) because they don’t want to, they simply don’t know who’s involved, or they don’t want to take personal responsibility, which appears timid and causes a lapse into the passive voice.

Activate your writing!

Example: The Best in Show award was given to Dolly Dachshund.
Revised: Champion breeder Dave Diamond awarded Dolly Dachshund Best in Show.

3. We can’t always avoid “to be” verbs, such as “is/are” and “was/were,” but they sometimes weaken passages. With a little creativity, we can spice up bland phrasing and make it shorter and stronger.

Example: Our cakes are decorative and delicious and delight our customers.
Revised: Our decorative, delicious cakes delight our customers.

4. As I’ve shown in the examples above, active writing is more specific writing. Add more details, when appropriate, for more appealing copy.

Example: Check out our new, more sophisticated website.
Revised: Don’t miss our redesigned website, which features exciting new step-by-step how-tos, detailed diagrams, and the Builder’s Corner, where you can share ideas with fellow do-it-yourselfers.

5. Might/may/can/could/possibly — these and similar words show indecisiveness, and in some cases, look weak. If possible, avoid them.

Example: Food pantry donations can be dropped off at Riverton Town Hall.
Revised: Riverton Town Hall will collect your food pantry donations.

Quotes

“Each time I see a split infinitive, an inconsistent tense structure or the unnecessary use of the passive voice, I blister.” ~ Sonia Sotomayor

“Two pages of passive voice — just about any business document ever written, in other words, not to mention reams of bad fiction — make me want to scream. It’s weak, it’s circuitous, and it’s frequently tortuous, as well.” ~ Stephen King, On Writing: A Memoir of the Craft

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