Category: writing advice

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

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

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

1. Remove – Cut common words and phrases from your prose unless you’re using them to prove a point.

2. Recycle – Make a twist on a timeworn phrase instead.

Example: “The grass is always greener.”

Revised: “The grass is always greener over the septic tank.” ~ Erma Bombeck

3. Research – Visit sites such as Cliché Finder for examples of clichés if you’re not sure if you’ve used them. Look up words or phrases in a dictionary or in a thesaurus to find fresher alternatives with the same meaning. Read more about your subject matter to get a better idea of what others have already been written about it.

4. Replace – Describe something in an unpredictable or an unexpected way. Modifiers, such as adjectives before nouns, are sometimes clichéd.

Example: A thin veil (a veil is already thin, so “thin” is unnecessary).

Revised: A black veil made of Victorian lace.

5. Reorganize – Clichés are often a symptom of literary laziness. If your document overall is clichéd and doesn’t offer a new perspective, restructure it to revitalize your approach.

Quotes

“Avoid clichés like the plague.” ~ William Safire

“Most of my clichés aren’t original.” ~ Chuck Knox

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

Michelle Troutman
classywriting.com