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.

This is HR. Give us today’s files RIGHT NOW OR ELSE!!

We need the files today, thanks.

Now consider the memo in this form:

Please send today’s management summary reports to HR by 3 p.m.

Thank you,
Kathy, HR Director

Why is this method better? Several reasons. First, it starts with the magic word: Please. Next, it explains specifically, clearly, and concisely what the desired action is, and also includes a deadline. Finally, it concludes by thanking the people from whom you’re requesting something (always a good idea!), and it is signed, so you know who it is you’re dealing with.

The Golden Rule (Do unto others as you would have them do unto you) works remarkably well in business writing. Whether it’s a memo, an email, a report, or other business correspondence, think before you send: If I received what I’m about to send to someone else, would I act in the way that I want them to act for me? If not, better take the time to make some revisions.