Category: writing better

professional writing, writing advice, writing better

5 Hallmarks of Professional Writing

1. Flow – Professional writing is clear and error-free, peppered with a variety of words and phrases. The prose is also lively, written in an active voice, and flows with a rhythm that pleases the eyes and ears. Oftentimes, behind the writing, a skillful editor has sewn all of these parts together to form a complete work that communicates a powerful message.

2. Fewer “to be” verbs – You might not even need them. You can rely on “is,” “are,” and other “to be” verbs in a pinch, but doing so too often shows that you could use more descriptive wording. Varying your word choice requires more time and thought, but it can pay off in better phrasing. Too many “to be” verbs also signal a lapse into the passive voice. For example, below, the edited passage helps readers see the activity.

Example: The car is speeding up the street.
Edited: The car raced through the street.

3. Everything adds up – Your writing should be clear and make sense. When someone makes a statement and leaves out some information, it may be open to interpretation. For instance, you can skew statistics to confuse readers. It helps to explain complex statements, especially those that involve numbers, to put them in the proper context. It’s more honest and ethical to “write what you mean and mean what you say.”

Example: A high loss ratio on insurance claims signals that an insurer pays a lot of claims and has lost money, which can affect its financial stability and credit rating. The ratio might not be so important if the company has a low market share or amount of customers in a given area. So, if Payout Mutual has a high loss ratio in Tennessee, it’s easy to state that, but to frame a more complete picture, include the company’s market share and any other details necessary to explain the concept correctly.

4. Style – If you’re writing for a company or a publication that follows a certain style that specifies how to format certain words, punctuation, etc. — whether it’s their own or a guide —  make sure you proofread with those guidelines in mind.

5. Originality – In an era when plagiarism is common, we should value unique and professional writing more. If you can’t say it better than someone else, you may quote and give credit instead. You can use information from other sources, but write it in your own words. It’s harder, but the effort is more rewarding than stealing someone else’s wording and calling it your own.

What do you think are the hallmarks of professional writing? Feel free to comment below.

Quotes

“It is perfectly okay to write garbage — as long as you edit brilliantly.” ~ C.J. Cherryh

“The scariest moment is always just before you start.” ~ Stephen King, “On Writing: A Memoir of the Craft”

Comments? Suggestions? Could your writing use a dash of professionalism? Contact me.

Michelle Troutman
classywriting.com

improving your writing, writing advice, writing better, writing consultation

5 Lessons Everyone Can Learn About Writing

1. How to turn a phrase – Some people feel that they need to learn about writing. English could be their second language or maybe they got poor grades in school. Their problem areas include everything from proper grammar and punctuation to spelling, sentence structure, tone, and transitions. It’s helpful to learn about writing to improve, but you don’t need to know every technique to write well. For instance, spell-checkers like Grammarly help me correct errors in communications I draft quickly, such as emails, social media posts, and other memos.

2. How to shorten your writing and save time – Perhaps you feel you have too much to say — jotting everything down briefly and clearly becomes a chore. For detailed thinkers, it can take hours to accomplish. It’s possible to use fewer words to finish sooner.

3. How to sound like yourself – Some people think they speak better than they write. Others believe they have limited vocabularies that show they’re clueless about writing. They wrestle with writing in a way that sounds natural to them. Instead of talking down to their audience, they can use certain methods to speak to them in their own voices.

4. How to start writing – When you jot down your thoughts, you may feel overwhelmed and unsure about where to begin. Perhaps you believe you have too many ideas or “overthink” concepts. Maybe you see things and fumble to connect words with them. In a few simple steps, you can ease into writing your first few sentences.

5. How to accept your writing – Often, we’re too hard on ourselves. Some people have told me they write poorly and can’t focus. They worry that their grammar is bad. They lack confidence in spelling some words and think they should already know how. They’re perfectionists; they organize paragraphs over and over or fight to find just the right words.

No matter the writing problem, when they must write, they don’t. Instead, they become prone to distraction and find excuses to delay writing, which can include bad timing or the need to get in the right mood. One of the first ways to get beyond procrastination is to stop judging and just write.

You can’t learn about writing through reading just one article. Coaching or consulting offers a deeper “dive” to give you a better understanding. It starts with a free 30-minute meeting. Learn more.

Quotes

“The capacity to learn is a gift; the ability to learn is a skill; the willingness to learn is a choice.” ~ Brian Herbert

“What we have to learn to do, we learn by doing.” ~ Aristotle

What do you struggle with in your writing?

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