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Writing Tips
- Be careful when using the words where and when. Use where only if you're referring to a location, and when only if you're referring to time.
For example:
Alberta aviators were trying to rescue a doctor from the South Pole, where he had developed pancreatitis.
Alberta aviators had to travel in stages when weather conditions changed.
- It's not only good writing that's important to readers - it's also using design elements that make your text easy to read. Use a serif font like Palatino, Book Antiqua, Garamond or Times, and leave enough white space to let the page, and your reader, breathe.
- Semicolons are wonderful devices for showing a connection between two ideas. Instead of putting a period between two sentences, use a semicolon to show a cause-effect, or other close relationship, between two ideas.
For example:
The Florida ballot was not a plain language design; nevertheless, the Florida Supreme Court was forced to make a decision.
- Buy a guide, like The Gregg Reference Manual, for the rules of capitalization. As Gregg's author, William Sabin, admits, "The rules of capitalization give most people fits... there are a seemingly endless number of rules to master".
- Use a comma between two interchangeable adjectives. For example, a comma is needed for a "handsome, blue-eyed man" because you could also write a "blue-eyed, handsome man". On the other hand, you wouldn't need a comma between "dark storm clouds" because you can't say "storm dark clouds".
- Use a hyphen for compound adjectives. A compound adjective consists of two descriptive words that only make sense as a unit, for example, long-term planning, in-flight announcement, two-day workshop, and brown-eyed dog. There are a few exceptions to this rule; some compound words that are commonly used without hyphens stay that way, for example, high school teacher.
- Even among experts, there is continuous debate about the use of commas with which and that. But, the basic rule is to use a comma before which, but don't use a comma with that.
For example:
I went home to Leduc, which is just south of Edmonton.
I watered the plants that had dry soil.
- Many Canadians think there are certain British and American spellings that should be used in Canada; in fact, Canadians even spell differently from province to province. In B.C. and Ontario, for example, more British spellings are common, and in Alberta, we use more American spellings. So, in Canada, no one is wrong — both British and American spellings are correct!
- Use active voice verbs whenever possible. Sentences written in passive voice take up to 50 percent longer to read. Active voice is more natural — more like our speaking voices.
For example:
Passive: Quebec's Summit of the Americas is seen by left wingers to be pro-corporate America.
Active: Left wingers see Quebec's Summit of the Americas as pro-corporate America.
- Rid your writing of all the gobbledygook that has filtered down to business writing. Instead of writing regarding, with respect to, in order to, in this regard, due to the fact that, and prior to, just write for, on, about, to, because and before.
- Lower your FOG index. The more syllables in your words, the harder it is for anyone, at any level of education, to see through the fog and understand what you're writing.
Don't write: Our discussion centered on the implementation of a
privatization policy.
Write instead: We discussed implementing a privatization policy.
or even
We discussed privatizing.
- Free yourself from outdated, high school English rules! You can now safely end a sentence with a preposition. As Winston Churchill commented, "That is something up with which I will not put!" Just say, "I'm not putting up with that!"
- Take the time to craft a specific, detailed subject line in a memo or e-mail. This is particularly important with e-mail, as many people won't even bother opening an e-mail that doesn't appear worthwhile.
For example:
Okay: April 25 board meeting
Better: Come to our April 25 board meeting — we need your ideas!
- Bullets are tools to vary format, organize parallel points, and provide white space. But, be careful; don't overuse them. Pages of bullets provide no structure for your reader, and are usually a sign of a writer who hasn't taken the time to organize and format ideas.
- The comma before the last and in a list is optional. We suggest you make a habit of putting it in, however, as leaving it out can sometimes be confusing. Here's an example: We ordered two dishes, a salad and a soup. In this sentence, it is unclear whether there were two or four items ordered. If you put a comma before the and, though, it is clear there are four items.
- A common mistake in business writing is ending a letter with "please contact myself". In fact, you can only use myself reflexively, that is, self words must reflect back to another pronoun (I, you, she, he).
For example:
I hurt myself. You hurt yourself. She hurt herself.
I, myself, would not talk to the boss about it.
Just write, "Please contact me"!
- Keep the subject and the verb in a sentence together when possible. Doing so makes reading easier.
For example:
Linda (the subject) wrote (the main verb) a letter while in the
coffee shop.
not: Linda, while in the coffee shop, wrote a letter.
- Use an up-to-date dictionary to check whether a word should be hyphenated or not. (As William Strunk Jr. writes, "Common sense will aid you in the decision, but a dictionary is more reliable.") Words are always evolving; one that is changing right now is e-mail. Is it e-mail or email? The dictionary still says e-mail, but don't be surprised to see email in a dictionary coming to you soon!
- Two commonly confused words are effect and affect. An effect means a result. Affect means to influence.
For example:
The effect of the road closure was increased traffic.
The results were affected by many factors.
- Do we need less rules in English grammar? No, we need fewer rules! Use less when you're referring to quantity (for example, volume), and fewer when you're referring to numbers (for example, items you can count).
For example:
His glass was less full than mine.
He had fewer drinks than I did.
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