Write for Business - Blog

Rambling is fun sometimes. It can be relaxing to spend a day ambling aimlessly over hill and dale. But when you let your writing ramble, you risk losing the reader - and business. Here are some ways to avoid rambling sentences that confuse or bore.

• Read your own writing. When you finish writing a piece, read it yourself - preferably out loud. If you have to take a breath in the middle of a sentence, the sentence is probably too long.
• Count the words. Yes, we mean actually count them. First scan the piece, and if you spy a sentence that is more than two lines long, count the words. If you have more than 20 words in a sentence, shorten it.
• Divide and conquer. As you read each sentence, ask yourself what the main point is. Each sentence should contain only one main point, and if you find more than one, divide the sentence accordingly.
• Chuck the conjunctions. If you have a plethora of conjunctions in a sentence, divide it. This includes coordinating conjunctions (and, or, but) and subordinating conjunctions (because, although, when, and so on). Be wary, too, of relative pronouns such as who, which, and that. These introduce clauses that can bloat a sentence if you're not careful.
• Pare down the phrases. Is your sentence a maze of commas separating a multitude of modifying phrases? Such intricacy may earn points in a literary contest, but in business writing your goal is to be clear and to the point. Cut, divide, and eliminate extraneous material to make each sentence clean and easily understandable.

You can learn more about sentences beginning on page 152 in in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, just one of the many helpful business-writing materials from UpWrite Press.

- Joyce Lee

Want your writing to not only present information but also make it sing (and sell)? Then strengthen your sentences. If they engage your reader, and keep your reader engaged, you can be assured your message will get across. Here are some tips for strengthening your sentences by varying their construction.

• Vary sentence length. Use short, punchy sentences to grab your reader's attention or make a quick point, while letting longer, more complex sentences carry the meat of your message.
• Vary sentence openings. Avoid the plain old "subject-verb" habit and enhance impact and interest by using modifying words, phrases, or clauses to open your sentences.
• Vary sentence types. Make your point with declarative sentences, but pique the reader's interest with questions, commands, and conditional statements. On occasion, pepper in a few fragments and exclamatory sentences to add impact.
• Vary sentence arrangements. Place your main point at different places within the sentence. Beginning with the main point gives it direct importance, while ending with it allows you to build up to it. Or, if you would rather cushion or elaborate the point, surround it with modifiers, tucking it somewhere in the middle of the sentence.

They say variety is the spice of life, and it can certainly invigorate your writing.

You can learn more about creating sentences beginning on page 255 in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, just one of the many helpful business-writing materials from UpWrite Press.

- Joyce Lee

There's a famous quote from the movie Cool Hand Luke that goes, "What we've got here…is failure to communicate." We all want to avoid that failure, especially in business. But communication is a process, and a failure can result from an interruption in any part of that process.

Communication is like a pack animal standing on four legs: sender, medium of transmission, receiver, and feedback. The sender and the medium of transmission determine the form of the message: spoken, written, or even the hand gestures used in sign language. The receiver decodes the message by reading, listening, or watching, and then returns feedback to the sender in the form of a response, completing the communication process. When all four legs are working, the message travels successfully.

So how can understanding this process help you? First, when crafting a message, consider which medium will work best for the receiver, and think about the desired result. For example, if you need immediate feedback, you might use a phone call, an e-mail, or a text message. For a less urgent response, you might send a letter. Finally, examine the feedback to be sure the receiver has correctly understood your message.

To summarize, you will truly communicate when you choose the best medium for your receiver, take care that the message itself is clear, and then check the feedback to make sure that the message was properly understood.

You can learn more about communicating successfully beginning on page 3 of Business and Sales Correspondence, just one of the many helpful business writing materials from UpWrite Press.

- Joyce Lee

While it may seem that all business communication is being done electronically today, hard-copy letters are still an important part of business correspondence; and the appearance of those letters can make or break your business. Here are the three basic formats for business letters and some ideas about when to use each.

• Full-block format. This format presents a contemporary style while maintaining a professional look. All elements of the letter, from date to signature block, are set flush against the left margin. The look is clean and easy to set up for routine letters, although it may not be the right choice for a more traditional situation.
• Semiblock format. This format is appropriate when a more traditional look is desired, which is the case with international correspondence. The date line, closing, and signature block are indented to the center of the page, offering a professional look that is less severe than the full-block format. Paragraphs may be either flush left or indented, depending on preference. The total effect is balanced and professional - excellent for international and social letters.
• Simplified format. This is the most casual style, omitting courtesy elements like the salutation and complimentary closing. It includes a subject line at the beginning and just the writer's name and title beneath the signature, with all elements flush left. The term "functional" applies to this format, and while it will not enhance the persuasive, personal, or international letter, it suits notices, bulletins, orders, and other such messages very well.

Keep templates on hand for all three formats, and take the time to consider which will best fit the purpose of each letter you send. Although today's business office has assumed a comfortable, less formal atmosphere, it's still critical to present the appropriate professional face in your business correspondence.

You can learn more about writing and formatting business letters beginning on page 25 in Business and Sales Correspondence, from the EZ series of writing books, just one of the many helpful business writing materials from UpWrite Press.

- Joyce Lee

Linda, an UpWrite Press eTips subscriber from the U.S. Naval Academy Alumni Association, sent us this question: Do you have any tips on when to use the word "that"? It's one of my biggest frustrations in writing.

Do we have tips? Oh, Linda, we do indeed! Relative pronouns, like "that" and others, often create confusion, but here are some hints for figuring out when to use each.

The relative pronouns "that," "which," and "who" all have the same basic function - to connect a dependent adjective clause to an independent clause.

"Who" is pretty easy - it's used only when referring to people, as in these sentences:

He is the one who won the raffle.

The girl, who had studied karate, assumed a defensive stance.

The words "that" and "which" are both used to refer to animals, things, or groups. Whether the dependent clauses introduced by these words are essential to the meaning of the sentence will determine which word you should use.

"That" introduces a clause that is necessary to the meaning of the sentence. Notice that no commas are used.

The puppy that whined the loudest usually got picked up first.

We want to be the only club that provides those scholarships.

"Which," however, introduces a clause that adds nonessential information to a sentence. Notice that commas are used in this case.

The child gobbled down the apple, which was very ripe and very juicy.

She ran to the local grocery, which was just two blocks away, and returned with ice cream.

Bottom line: "Which" introduces nonessential clauses that need commas, while "that" introduces essential clauses with no commas. "Who" introduces clauses that may or may not be set off with commas, depending on whether the information is essential to the meaning of the sentence.

You can learn more about using relative pronouns beginning on page 98 in Business and Sales Correspondence, an EZ series book, just one of the many helpful business-writing materials from UpWrite Press.

- Joyce Lee

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Photo from Wikipedia Commons, contributed by Jim Summaria