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Business Writing Tips e-newsletter : March 2009

Write explicit emails

Be clear the first time to avoid wasting time with additional emails back and forth.

Vague

Please submit your expense report so I can review before the next payroll period.

Explicit

Please submit your expense report for the February sales retreat by March 20, so I can review before the April 1 payroll period.

Don't use words that confuse your message

Wrong

Over the past six months, available houses on the market have doubled due to falling prices. (So a 2,000-square-foot house became a 4,000-square-foot house?)

Right

Over the past six months, the number of available houses on the market has doubled due to falling prices.

Don't make readers guess about Jimi

Unclear

The Jimi Hendrix Experience disbanded after three albums in 1969. (graphic on Classic Rock TV)
Did the group release three albums in 1969 and then disband? Or did it disband in 1969 after releasing three albums in prior years?

Clear

In 1969, the Jimi Hendrix Experience disbanded after it had released three albums over the previous four years. (fact)

Grammar tip: adopt vs. adapt

Adopt: take up something such as a plan
Adapt: adjust, change to meet requirement

The fleet manager should adopt the new tracking system.
The HR director needs to adapt his proposal to comply with the new mandates.