Business Writing Tips e-newsletter : August 2011

Save time with explicit emails

To avoid back-and-forth questions that waste time, write explicit and complete emails.

Vague
I have a deadline to complete the XD Corp. activity report. When can you email me your meeting notes?

Explicit
I need to submit the XD Corp. activity report by Oct. 14, so please email me your meeting notes by Sept. 21.

Avoid commonly confused words

advice vs. advise
Lou offered excellent advice on writing performance reviews.
We advise all new employees to read the employment manual within two weeks of being hired.

ensure vs. insure
Please ensure that all expense reports are accurate.
Owners should insure their businesses against potential fire damage. (Use only when discussing insurance coverage.)

in to vs. into
All managers must turn time sheets in to me by Sept. 21
Twenty minutes after the meeting started, Nancy walked into the room with the handouts.

Use connectors (transition words) for a logical flow

No connection
Carlotta Diaz, the district manager, thought our proposal was well-written and was pleased that all her key points were included. She indicated that the document needed to be far more compelling to appeal to a potential client.

Connector creates logical flow
Carlotta Diaz, the district manager, thought our proposal was well-written and was pleased that all her key points were included. But she indicated that it needed to be far more compelling to appeal to a potential client.
(Yes, it's okay to start a sentence with "But." See how the NY Times, the Wall Street Journal and other newspapers do it every day!)

Take the grammar/style challenge!

Correct the error in the paragraph below and email Jack with "style" in the subject line. See the answer in our next issue.

Thanks to rapid growth in the Southeast, our Atlanta office will hire 50 to 100 new employees in 2012. And, given the moderate growth in the Southwest, changes will take place in our Phoenix office, with the promotion of three people to division manager and the hiring of 20 to 30 new employees.

Answer from June/July issue

We're lucky to have such an outstanding leader. As the president since 2004, Laura Lambert has brought innovative ideas that have helped transform our company from a struggling start-up venture to a thriving corporation with 400 employees in six offices nationwide.
(When you start with a phrase like As the CEO since 2004, the next word must be the subject, Laura Lambert, not Laura Lambert's innovative ideas. Innovative ideas aren't the CEO!.)

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