Random thoughts on grammar and writing from Cathy

#3 Who, Whom, and That

I just read a job posting for a writer that said, "Looking for writers that love the news." What? Any writer would know that the appropriate phrase is, "writers who love the news." "That" refers to this or that object. "Who" should be used regarding any person to whom one is referring. I wonder if they got any replies from writers who know their way around grammar?

#2 Tips for Business Writing

What kind of business writing do you do?

Have you had a business writing class?

Is your only writing instruction the creative writing class in high school?

If so, here ate some tips that might help. There are some similarities between business writing and creative writing... and some important differences.

You've probably heard the phrase, “Write with your audience in mind.”

But what the heck does that mean?

It is more helpful to ask yourself, “Why am I writing this?”  

Better yet is, “What do I want the reader to do when he or she is done reading this?”

Probably, you want a prospect, client, or funding organization to buy your product, use your service, or continue to use your service.

In that case, you need to give the reader three things:

1. Information to make the decision
2. An argument to overcome objections
3. Instructions on how to buy your product or request your service

 As you write, aim for three things:

1.  Clarity: every phrase, sentence and paragraph should support convincing the client to buy your product or use your service
2. Coherence: use topic sentences and transition statements to take the reader down your path
3. Conciseness: don't be wordy, eliminate run-on sentences, create sentences that have an average of 17 words, but vary in length and structure for interest and impact

After your first draft, re-read and rewrite to eliminate

• jargon
• repetitive phrases
• triteness and
• any hint of sarcasm or negativity

Finally, include your call to action. Something like, "call today for a free one-hour consultation."

If this is enough to get your business writing up to snuff, great!

If it gets you thinking that you could use help meeting these goals, please call today for a free one-hour consultation ;-) 

#1 All dashes are not created equal

Your keyboard has a dash symbol next to the zero. The only reason to use this symbol is when you are hyphenating a compound noun or word. For example, the meaning of life is an age-old question or the corporate structure has a top-down hierarchy.

If you want to show a range of numbers, such as the group ranged in number from two to nine numbers, then do not use the hyphen on your keyboard, instead use an n-dash which can be found in your Word application under special symbols.

If you want to set off a descriptive phrase, as in this sentence, "It is raining---really cold," then use an m-dash . The m-dash is available in your Word app under special symbols. Unfortunately it is not available in this website application.

Happy dashing!

In the 21st century, much of our communication is informal and virtual. As a result, grammar isn't very important. Yes, I said it, grammar isn't very important. If you only write emails, it probably doesn't matter if you use the correct subject/verb agreement. As long as you get your point across, who cares. Right?

BUT, if you want to look professional and well educated, it makes sense to use good grammar.

When I edit for clients, there are a few problems that come up over and over again. This blog will address them; it's up to you whether you choose to follow them or write in the vernacular.