GMU School of Management Online Writing Guide: Six Tips for Better Business Writing

Six Tips for Better Business Writing

by Mike Wasserman,
School of Management
Bernie Cabral and Beckie Clemens,
Graduate Students, George Mason University

Revised by David Beach
School of Management & English

revised 08/14/02

Here are some tips to help reinforce good business writing. If you need more information on any of these topics, go to the links page or follow the links provided at the end of the tips. If you need more specific help, don't hesitate to check out the GMU Writing Center

1. Prewrite
2. Choose the right words
3. Use commas, semicolons, and colons properly
4. Organize the ideas
5. Cite sources
6. Revise, edit, and proofread

Prewrite
Every thought you have about the subject counts as part of the process. These thoughts might occur, for instance, while you are driving or in the shower, not just while you're actually doing the research. Thinking about what you'll write is an integral part of writing. When an idea comes to you, jot it down as quickly as possible. Don't lose your valuable insights.

more information on prewriting

Active vs. Passive Voice

Make life easier for your and your reader. More often than not, short sentences written in active voice will more clearly communicate your thoughts. In active voice, the doer (subject) comes first and does the action (verb). Here are some examples:

Active: Anthony broke the window. (STRONG)
Passive: The window was broken by Anthony. (WEAK)

Active: The boys raked the leaves. (STRONG)
Passive: The leaves were raked by the boys. (WEAK)

Active: Jill will not call Rosa. (STRONG)
Passive: Rosa will not be called by Jill. (WEAK)

More information on active/passive voice

Subject/Verb Agreement

Identify the subject. The subject – usually a noun or a pronoun representing a person, place, or thing – performs the action asserted by the verb. A singular subject must have a singular verb. A plural subject must have a plural verb.

* Subjects and verbs should agree even when other words come between them:

The stories in this book are interesting.

* Most indefinite pronouns (pronouns that refer to a single unspecified person or thing, e.g. Everyone, someone, anybody, each) are singular and take a singular verb. One of the most often confused indefinite pronouns is "everyone," which sounds plural but is actually singular:

Everyone in the room takes the test at the same time.

* Use a singular verb with titles and when defining words:

The Outsiders remains one of my favorite books.

"Scares" is a synonym for "frightens".

(Notice that the words being defined are put in quotations marks.)

More Information on Subject/Verb Agreement

Articles

Articles are those little words that precede and modify nouns: the teacher, a college, an idea. These words alert the reader or listener to the object's specificity (the) or generality (a, an).

Note for non-native speakers of English:

For some non-native speakers, choosing the right article can be difficult. For some advice on choosing articles, try using the Noun Matrix chart on the Writing Center web site. You may also want to make an appointment with one of the Writing Center's ESL specialists.

More information on articles

Frequently Misused Words

There, Their, and They're

THERE denotes a place.
The train station is over there.

THEIR denotes people possessing something.
Their dogs ran all over the house.

THEY'RE is a contraction for “they are.”
They're going to the mall.

Its and It's

ITS is possessive. The possessive form of "its" never takes an apostrophe.
Its contents are top secret.

IT’S is a contraction meaning “It is.”
It’s hot outside.

Lay and Lie

LAY is a verb that means "to put" or "to place" and requires a direct object (something or someone receiving the verb's action). The verb forms are lay, laid, laid

Present Tense Past Tense Perfect Tense
I lay the box down. I laid the box down. She has laid the box down.

LIE is a verb that means "to recline" or "to be situated" and does not require an object. The verb forms are lie, lay, lain.

Present Tense Past Tense Perfect Tense
She lies in bed. He lay in bed. He has lain in bed all day.

Affect and Effect

AFFECT is a verb meaning “to influence" or "to bring about a change."
The tornado did not affect my neighborhood.

EFFECT can be used as a noun meaning “the result of an action."
The effect of the president’s encouraging speech was remarkable.

("Affect is sometimes a noun and "effect" is sometimes a verb; however, these uses are not common.)

Between and Among

BETWEEN implies two people or things.
Jane and Bob have $50 between them.

AMONG implies more than two people or things.
Carl, Sue, and John shared the work among themselves.

Use commas, semicolons, and colons properly

Rules on comma, semicolon, and colon usage comes from Jane Straus's The Blue Book of Grammar and Punctuation.

Commas

Most people use too many commas. It is not necessarily true that a comma should be used each time you draw a breath when reading a sentence. If you've been taught "the breath rule" in the past and are following this rule now, stop!

Rule 1. To avoid confusion, use commas to separate words and word groups with a series of three or more.

Example My $10,000,000 estate is to be split among my husband, daughter, son, and nephew.

NOTE: Omitting the comma after son would indicate that the son and nephew would have to split one-third of the estate.

Rule 2. Use a comma to separate two adjectives when the word and can be inserted between them.

Examples He is a strong, healthy man.
We stayed at an expensive summer resort.
You would not say expensive and summer resort so no comma.

Rule 3. Use a comma when an ly adjective is used with other adjectives.

NOTE: To test if an ly word is an adjective, see if it can be used alone with the noun. If it can, use the comma.

Examples Felix was a lonely, young boy.
I get headaches in brightly lit rooms.
Brightly is not an adjective because it cannot be used alone with rooms.

Rule 4. Use commas to surround the name or title of a person directly addressed.

Examples Will you, Shirley, do that assignment for me?
Yes, Doctor, I will. (Capitalize a title when directly addressing someone.)

Rule 5a. Use a comma to separate the day of the month from the year and after the year.

Example I met my husband on December 5, 1985, in Sacramento.

NOTE: Some businesses no longer use the comma after the year.

Rule 5b. If any part of the date is omitted, leave out the comma.

Example We met in December 1985 in Sacramento.

Rule 6. Use a comma to separate the city from the state and after the state.

Example I lived in San Francisco, California, for 20 years.

NOTE: Some businesses no longer use the comma after the state.

Rule 7. Use commas to surround degrees or titles used with names.

Example Al Mooney, M.D., knew Sam Sunny, Jr.

NOTE: Sometimes people having names with Jr. attached do not use a comma before the Jr. If they do not use the comma, then you should not.

Rule 8. Use commas to set off expressions that interrupt the flow of the sentence.

Example I am, as you have probably noticed, very nervous about this.

Rule 9. When starting a sentence with a weak clause, use a comma after it. Conversely, do not use a comma when the sentence starts with a strong clause followed by a weak clause. (See pages 6 and 7 for more about clauses.)

Examples If you are not sure about this, let me know now.
Let me know now if you are not sure about this.

Rule 10. Use a comma after phrases of more than three words that begin a sentence.

Examples To apply for this job, you must have previous experience.
On February 14 many couples give each other chocolate and roses.
(A comma after the date is optional.)

Rule 11. If something or someone is sufficiently identified, the description following it is considered nonessential and should be surrounded by commas.

Example Freddy, who has a limp, was in an auto accident.
Freddy is named so the description is not essential.

The boy who has a limp was in an auto accident.
We would not know which boy is being referred to otherwise; therefore, no commas are used.

Rule 12. Using a comma is optional to separate two sentences joined by a coordinating conjunction—and, or, but, for, nor.

Example I have painted the entire house, but he is still working on sanding the doors. OR
I have painted the entire house but he is still working on sanding the doors.

Rule 13. Use the comma to separate two sentences if it will help avoid confusion.

Example I chose the colors red and green, and blue was his first choice.

Rule 14. If the subject does not appear in front of the second verb, do not use a comma.

Example He thought quickly and still did not answer correctly.
The subject does not appear after the and, so no comma is used.

Rule 15. Use a comma to introduce or interrupt short direct quotations.

Examples He actually said, "I do not care."
"Why," I asked, "do you always forget to do it?"

Rule 16. Use a comma to separate a statement from a question.

Example I can go, can’t I?

Rule 17. Use a comma to separate contrasting parts of a sentence.

Example That is my money, not yours.

Rule 18. Use a comma when beginning sentences with introductory words such as well, now, or yes.

Example Yes, I do need that report.

Semicolons

Semicolons are frequently misused. Generally, use a semicolon only where you might also have been able to use a period.

Rule 1. Use the semicolon in place of a period to separate two sentences where the conjunction has been left out.

Examples Call me tomorrow; I will give you my answer then.
I have paid my dues; therefore, I expect all the privileges listed in the contract.

Rule 2. Do not use a semicolon in front of words such as therefore and however if they do not connect two complete sentences or are used as interrupters.

Examples I would, therefore, like a response.
I would be happy, however, to volunteer for the Red Cross.

Rule 3. Use a comma or a semicolon before introductory words such as namely, that is, i.e., for example, e.g., or for instance when they are followed by a list of three or more items and preceded by a complete sentence.

Examples You may be required to bring many items; e.g., sleeping bags, pans, and warm clothing. OR
You may be required to bring many items, e.g., sleeping bags, pans, and warm clothing.

NOTE: i.e. means that is
e.g. means for example

Rule 4. If these introductory words are followed by fewer than three items, simply enclose them in commas.

Example You may be required to bring many items, for instance, sleeping bags.

Rule 5. Use the semicolon to avoid confusion where commas already exist.

Rule 5a. Use the semicolon to separate units of a series when one or more of the units contain commas.

Example This conference has people that have come from Boise, Idaho; Los Angeles, California; and Nashville, Tennessee.

Rule 5b. You may use a semicolon between two sentences that are joined by a conjunction but already have one or more commas within the first sentence.

Examples When I finish here, I will be glad to help you; and that is a promise I will keep.

If she can, she will attempt that feat; and if her husband is able, he will be there to see her.

Colons

Colons have a very different use than semicolons.

Rule 1. Use the colon after a complete sentence to introduce a list of items when introductory words such as namely, for example, or that is do not appear. Skip two spaces after a colon.

Examples You may be required to bring many items: sleeping bags, pans, and warm clothing.
I want the following items: butter, sugar, and flour.
I want a secretary who can do the following: 1) type, 2) take shorthand, and 3) answer telephones.
I want a secretary who can 1) type, 2) take shorthand, and 3) answer telephones.

NOTE: No colon precedes the numbers in the last example because I want a secretary who can is not a complete sentence.

Rule 2. Use the colon to introduce a list in tabular form whether it is preceded by a complete sentence or not.

Examples I want a secretary who can:
a) type
b) take shorthand
c) answer telephones

I want a secretary who can do the following:
a ) type
b) take shorthand
c) answer telephones

NOTE: Capitalization and punctuation are optional when using tabular form. The rule of thumb is to be consistent.

Rule 3. Use the colon to introduce a direct quotation that is more than three typewritten lines in length. In this situation, single space the long quotation and indent five spaces from each margin. Using quotation marks is optional.

Rule 4. Use the colon to follow the salutation of a business letter even when addressing someone by his/her first name. Never use a semicolon after a salutation. A comma is used after the salutation for personal correspondence.

More information on using commas, semicolons, and colons

Organize the ideas

A clear thesis introduces the argument of the paper. Your major point(s) should be addressed in your thesis paragraph to give a road map for the paper. Each point in your thesis should be expanded upon in a paragraph or more within the body of your paper.

Transitions, logical paragraphing, and headings all convey your central points and make your paper more readable. Use clear transitions to move from one point to the next. Headings may make your logic even more clear to the reader.

Your conclusion should mirror and expand upon your opening thesis statement. A good conclusion reinforces your argument and lets readers know why the ideas are significant.

More information on introductions, conclusions, and titles

Cite sources

1) All direct quotes - words taken word for word from a research source - must be cited. If there is any doubt whether or not particular information should be cited, be cautious and cite the material.

2) Any material you summarize or paraphrase from a research source must be cited.

3) Plagiarism is using another's words or ideas without giving credit to the author. You might be guilty of plagiarism if you summarize or paraphrase someone else's work without citing the source. You also might be guilty of plagiarism if you seem to be summarizing or paraphrasing but actually only change a few of the original words.

4) Don't let your paper become too filled with paraphrasing and summarizing. Your reader can read the original. Your reader is interested in what your ideas which are supported by research. Include your own thoughts and arguments.

To try some exercises in paraphrasing click here.