If you’re not sure what a comma splice is, here’s a very common example:

The procedure should be clear, however many in our department do not yet grasp it.

For some reason, the word “however” seems to lend itself to comma slices perhaps more than any other word. Here’s how the above sentence should be written:

The procedure should be clear; however, many in our department do not yet grasp it.

Alternatively, you could divide this into two sentences:

The procedure should be clear. However, many in our department do not yet grasp it.

The rule to remember is actually pretty simple. If two complete sentences are joined by a comma, it’s a comma splice error. As shown above, the original sentence can easily be divided into two separate sentences. Therefore, it cannot be separated with a comma, but must be either separated by using a semicolon or starting a new sentence.

Let’s look at another example:

The new parts have arrived, the ones we’ve been waiting on.

This could be a typical company memo. Does it contain a comma splice error? No, because the latter part of the sentence, “the ones we’ve been waiting on” cannot stand as a complete sentence.

Word processing programs are pretty good about catching comma splices. However, they cannot be relied upon to tell you whether it’s better to start a new sentence or to use a semicolon. A general rule of thumb is that if the sentence is lengthy, it’s usually clearer to just start a new sentence.

Of course no one can remember every rule. Even professional writers have to look things up sometimes. For the average person composing business correspondence, it can be a challenge to follow every rule of grammar precisely.

A cost-effective, time-saving solution is to consider a professional editing company such as Proof-reading.com. For now, just remember—two sentences joined together by a comma is a comma splice error. This error is avoided by using a semicolon or starting a new sentence.

The mistakes in the title are pretty obvious. Still, such errors occur every day in business writing. Experienced, well-trained writers won’t make errors like this—but they may make different ones.

Living in the 21st Century, we are blessed to have sophisticated word processing programs like Microsoft Word, Corel Word Perfect, etc. Such software is invaluable in catching errors for us (a big plus for fast typers!). Now you’ll be warned if you type things like “the the.” In fact, there are many mistakes that are automatically corrected, such as “didnt.”

The problem is that no matter how advanced a word processing program may be, it won’t catch everything. For example, if you write something like “My pea sea catch as ever e spelling air,” you will not get an error message (or an “air” message, for that matter). That’s because software, like computers, will always be brainless.

There are two ways to avoid embarrassing mistakes when writing:

1. Be a really proficient and careful writer
2. Hire a really proficient and careful writer

The first option will obviously be more demanding, but it’s something that anyone with basic writing skills can do. In the Information Age, you can just get online and find all kinds of resources about how to avoid spelling and grammar mistakes (which MS Word helps you with anyway); increase your vocabulary; write persuasively; etc.

The only trouble with this approach is that it takes time—today’s most valuable commodity. But there is a viable alternative: hire someone who knows how to write well. One such resource is Proof-reading.com. For a very reasonable fee, Proof-reading.com editors will thoroughly examine your work, make any necessary corrections, and ensure that your writing says just what you want it to.

A suggestion: Even if you’re already a pretty good writer, it’s a good idea to brush up on your skills. And to save time in getting your document polished and correct, consider Proof-reading.com.

There is an aspect of writing business documents that is even more important than merely getting your point across. It is maintaining the interest of the reader. After all, what is more counterproductive than putting together a well-written email, proposal, report, or any other business-related document, if your intended audience is not interested in reading it carefully?

One way in which to write in an appealing manner so that your document is read with care and concentration is to vary your vocabulary. This need not be difficult or time-consuming. All you need to do is to be just a bit imaginative. Instead of referring to persons or people throughout your document, for example, how about using individuals, personnel, or staff members? Rather than repeating the word plan, you might want to substitute strategy, idea, or proposal.

This is pretty obvious, right? Unfortunately, all too often, writers of business documents rely on the same old tired set of words. They just do not think about alternatives. Besides your own mental storehouse of options, you can find a wide choice of substitute words in the Microsoft Word Thesaurus. To activate this function, go to Tools, then click Language, and then Thesaurus.

Business writing need not, and should not be dull. Why not get your point across and put together a vibrant piece of writing that holds the attention of the reader all the way through to the end? After all, you do want the message that you are putting into writing to be read carefully. Otherwise, why would you write it?

Business writing is not meant to be fine literature. That is not to say that it should be dull or poorly written. Certainly, if you want your audience to read your email, memo, business plan, or other business-related document, it should be well written and interesting, but the heart of the matter must always be the content that you are attempting to communicate.

In a nutshell, you want to make your main point or points early on in your document, without a lot of background information or a long, drawn-out introduction. Busy people do not have the time to read extensive, tedious introductory paragraphs or mildly humorous anecdotes that do not quickly lead into the main topic of the paper. They want to determine the pertinent information in what they are reading as rapidly as possible.

On the other hand, beginning a business document with a bit of humor or an interesting angle is a good idea. The trick is to make it short and sweet, and to make sure your introduction does, in fact, lead to your main point.

A good way in which to write clearly and to make your content easily identifiable is to write your main idea first. Make it as simple as possible. That is the heart of your document. Then, if necessary, add additional information to clarify the point. Look at the example below. The sentence in boldface is the main point. The rest of the paragraph contains additional information that is used to clarify that point.

In an attempt to protect vital company information, a new procedure will be effect as of 9 AM tomorrow. All written documents (computer printed, fax generated, and those written by hand) will be stored in a labeled black folder, which will you will find on your desk in the morning. At the end of the day, your folder, containing all written documents which you have retained, must be brought to Mr. Jenkins in the Human Relations Office for overnight safekeeping. Do not leave the folder until he has logged it in. You will be able to retrieve the folder the next day by requesting it from Mr. Jenkins.

Once you have written that, you may, of course, write an introductory paragraph. In the above example, it would explain the reason for the new security procedure. It should clearly lead into the main content paragraph.

When all is said and done, of course, you should carefully proofread your document. Look for spelling, English usage, punctuation, and grammatical errors. Even a simple email or memo should always be written well.

Getting your point across is easy to do as long as you do not allow extraneous information to interfere. Remember: the point of a business-related document is to convey information. It is not meant to be great literature or a source of entertainment.

Business writing could be and should be as interesting as other types of writing. In fact, since it generally has to do with making money, spending money, enhancing business, or other related matters, it should be of interest to whomever is reading it. Of course, if the email, evaluation, or other business-related document is dull and redundant, then reading it becomes a chore.

One way of making a piece of writing more interesting to read and, sometimes, easier to understand, is to use pronouns.

“Pronouns…yes,” you may be thinking. “I know what pronouns are. They are those small words that take the place of nouns in a piece of writing and in conversation.” The following words are pronouns: I, he, she, it, you, they, we, who, my, mine, your, yours, his, her, hers, its, our, ours, their, theirs, whose, me, him, her, us, them.

Here’s how the correct use of pronouns can make writing more interesting (or less tedious) and more readable. Look at the following example: “According to Brown’s resume, Brown has a great deal of experience in terms of the position in question. Brown speaks well and Brown’s ability to listen is a good trait.” Of course, it is obvious that the repetition of Brown and Brown’s makes this excerpt dull and barely readable. Replacing Brown and Brown’s with he and his or she and her would make it more enjoyable to read.

Two important rules must be observed when using pronouns:

1) Do not use a pronoun in a document until you have used the actual noun first. That allows the reader to recognize which noun the pronoun is replacing.
2) Do not use a pronoun more than two sentences after the use of a noun. After that point, the reader may not be sure which noun the pronoun is replacing.

This is, of course, only one good writing tip. There are many others. If you would like your business documents to be proofread and edited by a team of professional editors, you may want to visit proof-reading.com.

When writing a business document, it is important to use the correct tense. Whether you are putting together an email, a memo, a business plan, a report, or any other type of business-related writing, using the correct tense will help to keep the document clear and understandable.

For example, if you are writing a report or a summary about a meeting or a conference, since it already occurred, the verbs should be in the past tense, as in “The meeting started on time, with introductory remarks made by Mr. Smith.” Of course, any comments that relate to ongoing activities need to be in the present. An example of that is “Efforts to maintain our market share are proceeding in a satisfactory manner.” Obviously, references to future actions should be written in the future tense, as in the following example: “The new plan will be implemented within 90 days.”

Not to complicate matters, but, within a sentence, you might need to use past, present, and future tenses. The following is an example of that: “Bob said (past) that what we are doing (present) now is (present) sufficient, and we will not need to change (future) our procedure any time soon.”

When writing emails, evaluations, or other business papers, you do not need to consult a style or an English usage book, but you should make every effort to write carefully and correctly, including using the proper tense in every sentence. Not only will your writing look and sound professional, but it is more likely to be correctly understood. The last thing that you want is for colleagues, supervisors, or other individuals who read your writing to misunderstand what you are saying.

If you are unsure about your writing, and want it to be professionally proofread and/or edited, you can upload it to proof-reading.com.

It’s a problem only if you don’t know how to solve it!

One of the tribulations faced by managers and owners of businesses and all others who write notices, memos, emails, protocols, and various other documents that are of vital importance for employees is that, all too often, they are not read or they are not read carefully. Whether it is a dress code memo or a notice about a new operating system, writing it and putting it out there does not guarantee that it will register with its intended audience.

Before you can solve this serious problem, you have to understand its causes. Why is it that business documents are not always read carefully? Sometimes a written communication is glanced at and pushed aside because employees are busy with what they consider to be more pressing responsibilities. Hopefully, it will be read at a later point. At other times, documents are poorly written or confusing or do not get to the point quickly enough to maintain the interest of the reader. At other times, the main point of a correspondence is as clear as the light of day—if the person reading it remembers a previous correspondence that it refers to.

And then, all too often, the document in question is just plain boring. It might be important, but, if it is tedious reading, it will not be read. Or, it will be skimmed, and not read carefully.

What’s the solution? First of all, write less to mean more. Leave out unnecessary information and details. Of course, on the other hand, if you are referring to a previous memo or plan, provide a way to remind the reader of what that previous correspondence was about. In addition, it is important to get to the point in the title or in the first line of the correspondence, and then explain it simply. A little bit of humor or color definitely won’t hurt. Just as an advertisement needs to hook the consumer from the beginning, your email, memo, or other correspondence has to interest your readers from the first line.

Another problem is poorly written copy. That will turn off some readers. Let’s face it—if the reader cannot make heads or tails out of what you have written, why is he or she going to try? If your writing contains spelling, usage, and punctuation errors which confuse the issue, you are going to lose your audience.

So…before you write, collect your thoughts, use simple, clear language, and try to throw in a little comic spice. And, remember to proofread your copy. Try to eliminate all of those errors that detract from your message.

A professional business editing service, such as Proof-Reading.com, can eliminate errors and revise your copy so that it is clear and sparkling. That is the kind of correspondence that attracts readers.

Every business needs exposure. Advertising is the best way to reach large numbers of potential customers, as well as to remind current and former customers of your continued presence.

Your advertisement reflects you and your business. It needs to be catchy, truthful, accurate, and appealing. It does not need to be complicated. If it is being broadcast on television or circulated via the Internet, it does not need to be encumbered with eye-popping graphics or professional musical accompaniment. The text, however, does need to be clear and correctly written. Even though most people do not notice and do not care about errors in text, some mistakes do turn off potential customers.

I would like to concentrate on two common mistakes to avoid when writing advertising copy. They are the incorrect use of apostrophes and quotation marks.

Let us focus on apostrophes first. Some people who write their own advertising copy put together sentences such as We have the best price’s around. The apostrophe in that sentence is incorrect. The word prices is the plural of price. Apostrophes are not used when words are pluralized. Apostrophes are used only for contractions and for possession.

Let’s deal with contractions. They are, of course, combined words. For example, would not becomes wouldn’t. The apostrophe is in place of the deleted letter o. I will becomes I’ll. The apostrophe takes the place of the deleted letters wi.

Using apostrophes for possession involves placing an apostrophe after a noun to show that something belongs to that noun. Look at this example: Smith’s prices cannot be beat. Or take the example of a business name. It should be Brown’s Computer Outlet. The apostrophe indicates that the business is owned and operated by Brown.

In terms of quotation marks, if at all possible, avoid their use. There are several rules and quite a few complicated exceptions involved in the correct use of quotation marks. Simply put, quotation marks should never be used to emphasize text, as in “We have the largest inventory in the area.” They should not be used to express emotion, as in “Only three more days before a big price increase!” Quotation marks are used only to highlight someone’s exact words or for the titles of songs, stories, poems, etc.

If you write your own advertising copy, you can use your spell check function to help you to proofread it. If, however, you want to be completely assured that your advertisement is correctly written, you could use the services of a professional online editing and proofreading service, such as Proof-Reading.com.

Ever see something like this?

Dear Mr. Smith:

We have received your inquiry regarding the feasibility of your returning to us a video you recently purchased from our video distribution outlet. Since you appear to not be cognizant of the well-established fact that all video returns must be accompanied by a receipt, we regret your ignorance. However, allow us to enlighten you about this rudimentary matter: If you are not in possession of a receipt of purchase, our company is not in a position to offer you a refund.

For your subsequent video purchases at our fine store, may we recommend that you keep track of your receipts more carefully? We trust that you will be more responsible in the future, and we are glad to have provided this elementary information that apparently eluded you before.

I remain,
Mr. Edmund P. Swank
Owner, Manager, Director, and CEO of Uber-Superior Videos

I’m going to go out on a limb and say that poor Mr. Smith probably won’t be buying any more videos at this place. But consider what would have happened if he had received a letter like this:

Dear Mr. Smith:

Thank you for your recent inquiry regarding refunds for video purchases. Our policy, as stated on the information card you received when you signed up for membership, is that a receipt is required to receive a refund for videos purchased at our store. This is to protect us from fraud.

However, we regret your inconvenience and would like to offer you 50% off your next video purchase, as well as a free movie rental. This is our way of saying “Thanks” for being our customer.

Please always remember to keep all receipts, as they will be needed for exchanges or refunds.

Thank you for your business.

Sincerely,
Ed Swank
Owner, US Videos

Both letters said the same thing. However, the first letter was stilted, aloof, and condescending. In stark contrast, the second letter acknowledged the customer’s position, used words of courtesy, and politely explained the store’s policy. It even offered an incentive for the customer to return to the store for future purchases.

Remember, tone is important in whatever you write. Always consider carefully how your message is likely to be received, and try to be considerate of the recipient’s perspective.

Writing employee evaluations is not a responsibility to be taken lightly. What you write may very well be used in reference to decisions about advancements, pay raises, contract extensions, or whether or not an individual is to be terminated from his or her position.

The task is easier if you have a prescribed outline or format to follow or a form to be filled in, as opposed to having to write it out as a narrative. In any case, before you begin, you must have complete data in reference to the employee, including times and places of details that are to be included in your report.

If you need to write your own thoughts, as opposed to merely checking off boxes or filling in a form, remember to write as factually as possible. Do not write, for instance, “he is frequently late for meetings,” if he has been late three times in two years. You would be better off writing, “he has been late for meetings on three occasions during the past two years.” Rather than writing “her lunch periods are excessively long,” you might want to write, “on more than a dozen occasions (or whatever number you care to specify), she has taken two hours or longer for lunch.” You might want to indicate the length of time that employees of her rank are expected to take for lunch.

Of course, the same is true of positive comments. Do not write, “He is a great worker.” It would be more professional to write, “He fulfills all of his job-related functions in a superior manner.” You should cite times and dates and other details in reference to instances that are of particular importance, whether they are of a positive or a negative nature.

Remember, the person who is the subject of the evaluation may very well have an opportunity to read what you are writing. You want to be factual, fair, and dispassionate. Do not allow personal feelings to enter into your writing. Not only will a biased evaluation be viewed skeptically by whoever is going to read it, but it will reflect badly on you.

Use your best writing skills. Write complete sentences, unless the format does not allow you to do so. Be careful in terms of spelling, punctuation, and English usage. Use a spell check or other editing function, if at all possible.

If you are filling in a form, you might want to compose your sentences and responses on a separate sheet of paper before you fill in the actual form. If you have only one copy of the form, you might want to photocopy it first. It might be a good idea to fill in the photocopied sheet first, and then, when you are satisfied that you have done a first-rate job, transcribe the same information onto the actual form.

Remember, an evaluation report is a vital document that may very well have a major impact on the job and career of an individual. Make sure it reflects your thoughtful effort and good writing skills.