Business Writing Resources

This section assists users in developing business writing skills.

Spelling

Remember to always use spell-check before printing your document but realize that spell-check is not foolproof. You must, or have someone else, proofread the document to ensure spelling and overall accuracy. Common mistakes include typing a correctly spelled word that is not exactly what you wanted. This can cause big problems and even change the entire meaning you are trying to get across.

Grammar

One common grammatical problem is that a verb must agree in number (singular or plural) with its subject despite intervening phrases that begin with such words as together, including, plus and as well as.

Punctuation

In a series of three or more terms with a single conjunction, use a comma after each term except the last.

 Active/Passive Voice

The best way to define passive voice is to give an example and then to convert it to active voice.

Complete Sentences

A complete sentence contains both a subject and a verb. Do not make the mistake of breaking sentences into two. In other words, do not use periods in the place of commas.

 Transitions

To ensure your document flows from one idea to another throughout its entirety, use appropriate transitions. This can be accomplished using traditional transitional words or phrases. The following example illustrates achieving coherence through the words "first," "second," and "third."

Generalization and support

Each paragraph should begin with a generalization, and every sentence in the paragraph should support the generalization. You may start your generalization in either of two ways. For a standard paragraph use a topic sentence. For sections, use a heading or subheading.

Structure

The introduction is an important place to set up the underlying flow for the rest of the document. An effective introduction accomplishes three aims: It builds readers interest, explains your purpose for writing, and it provides a preview of the document.

Word Choice

Overuse of jargon or acronyms in a communication make document hard to read, even if the primary audience is familiar with them. You should limit the use of jargon and acronyms in a communication to as few as possible, particularly if your primary or secondary audiences are not as well versed in their use. You must also watch for confusing or incorrect word choice in your document. See appendix D for a list of commonly misused words.