Category: business communication

blogging for business, business blogging, business communication, business writing, writing well

5 Ways to Write in Your Own Voice for Your Business

1. Just write. To write in your own voice for your business, don’t judge your writing or think too much about it. Save that for the editing and proofreading stage later.

2. Don’t strain to sound like how you think you should sound. Otherwise, your writing might become stiff and formal, lapsing into the passive voice and businessese. Don’t catch those conditions.

3. Show some personality. “Being yourself” makes your writing lively and engaging — that includes aiming for a laugh now and then. Humor is sometimes tricky and subjective, but if you handle it well, it comes across well.

4. Stop editing what you’ve just written. Don’t change a sentence you’ve just written. This constipated form of writing, in which you’re constantly crafting the perfect sentence, stifles creativity and prevents perfection.

5. Don’t rewrite endlessly. Like the above, for some people, this has become a pastime. Constantly editing your work in search of perfection (which doesn’t exist) is also a form of procrastination, which is an excuse not to show your writing to the world. If you doubt your abilities, it’s easier to hire a professional (like me).

Feel like you’re writing in a foreign language? Discover how to write in your own voice for your business to impress others and gain the right clients.

BOOK A FREE COACHING SESSION

Quotes

“If you are not afraid of the voices inside you, you will not fear the critics outside you.” ~ Natalie Goldberg

“When you find your authentic voice, it’s like stepping into a comfortable pair of shoes. The rhythm and pacing of your words feel right, as if they’re meant just for you.” ~ Shirley Kawa-Jump

business communication, business writing, capitalization, capitalization rules, capitalization tips, capitalize, capitalizing, caps

Business Writing Capitalization Cheat Sheet

How did business writing capitalization start? Why do we capitalize words in general?

These interesting resources answer those questions. Capitalize on this mini link library to learn more.

The Linguist List: The History of Capitalization
Why we capitulate to capitalization.

The New York Times: Me, Myself and I
English is the only language in which the first-person singular pronoun, “I,” is capitalized. Author Caroline Winter will enlighten you on why it’s all about the “I.”

The Blue Book of Grammar and Punctuation
Take one of GrammarBook.com’s quizzes to test your capitalization knowledge.

Title Capitalization: Your Online Capitalization Case Tool
This handy site does what it says — it automatically capitalizes titles for you if you lack time to do it yourself or you truly don’t know how. It will help you keep your capitals in line, which is great for homework or for publication to ensure your titles follow the right style.

Case Converter
To ensure you cover all the cases, this tool will convert to the one of your choice: all uppercase, all lowercase, to capitalize the first letter of every word or just the first word of every sentence. It’s up to you. You can then cut-and-paste the results or save them to a text file.

I’ve also covered business writing capitalization rules in my Five-Minute Business Writing Tips newsletters.

Do caps “entrap” you? Do they make your life difficult? If so, contact me for a free consultation.

business communication, business writing, capitalization, capitalization rules, capitalization tips, capitalize, capitalizing, caps

5 More Ways to Use Capital Letters in Business Writing

1. To use capital letters in business writing properly, capitalize “government” when you refer to the U.S. Government or any foreign nation.

Examples: the Mexican Government; Her Majesty’s Government

2. Capitalize “state” when used with a name or in place of the name, but use lower-case with a general term.

Examples: the State of Maine or State government; state law

3. Capitalize “the,” or its foreign equivalent, when it is the authorized part of a geographical name, of a book title or work of art, or when it’s part of a company’s or an institution’s legal name.

Examples:

  • Geographical names: The South
  • Art work titles: The Student Prince
  • Company or institution names: The Hartford

Note: This rule is often disregarded in informal writing when referencing periodicals, ships, firm names, etc.

Examples: the National Review; the Enterprise; the Jones Company

4. Capitalize parts of a work when you refer to them in the same work.

Example: For more guidelines, read Appendix B.

5. Capitalize all names of celestial bodies except for the earth, moon, stars, and sun, unless they are personified or used in an astronomical context.

Examples: Jupiter; the Andromeda Galaxy; Sirius

Source: The Elements of Grammar by Margaret Shertzer
 

Advice from someone who knows how to use capital letters in business writing can help you improve your writing and make you look smarter and more skilled in your field.

BOOK A FREE COACHING SESSION

The Classy Writing Blog: Capitalization Cheat Sheet ‏

“How did business writing capitalization start? Why do we capitalize words?…” Read more.

Quotes

“Failure to use capitals properly will mark you as semi-literate just as quickly as mistakes in spelling or punctuation.” ~ Larry Trask, The Linguist List (History of Capitalization)

“One reason capitalization matters is that a word’s meaning can change depending on whether it’s uppercase or lowercase.” ~ Rob Reinalda, “When Should You Capitalize Words?” Grammar Girl’s Quick and Dirty Tips.

arrogance in writing, arrogant writing, business communication, business writing, pompous writing, writing advice

5 Ways to Avoid Pompous Business Writing or “Business-ese”

by

Michelle Troutman

Have you ever felt like you were drowning in pompous business writing? You know, the kind that stuffs jargon into every sentence, burying simple ideas under big words?

It might sound impressive, yet it builds walls between you and your audience. Leave the robospeak to AI and learn how to speak with your audience one-on-one.

See every step outlined in this blog in this YouTube video playlist.

1. Watch your wording – Do you use a “five-dollar” word when a “ten-cent” term will do? Unless it’s appropriate for your audience, drop the formality. Speak in plain English.

Example: utilize
Revised: use

A study found that people see writers who use overly complex language as less intelligent. Simpler terms come across as friendly and approachable. They ease understanding, keeping your readers focused.

2. Trim the fat – Sentences without a period in sight can tire readers’ eyes. Keep them to 16 or fewer words or an eighth-grade reading level.

3. Your subjects matter – Are you writing for busy CEOs who value concise information or recent graduates who need more details? To connect with readers and avoid pompous business writing, step into their shoes. Hang out in forums or social media groups they frequent.

Questions to ask:

  • Which questions do they ask?
  • Which language do they use?
  • Which topics are they interested in?
  • How can you explain concepts clearly?

Consider surveying them. Anonymous options can encourage open responses.

4. Get feedback – Show your writing to friends or colleagues you trust who know your audience. They can pinpoint language that might go over readers’ heads to help you pitch pompous business writing and sharpen your image.

5. Lighten up – “Never use a big word when a little filthy one will do.” ~ Johnny Carson. Like writing, humor is subjective. Some could find that quote shocking, while others might laugh.

Like a lecture that drones on, bland text, especially the passive voice, puts readers to sleep. Speak to them directly: stop commanding and start chatting with them. If your writing feels as stiff as concrete, as appropriate, soften it with a lighter touch.

For more creative turns of phrase, read 35 Overused Business Words with Alternatives by Cathy Miller.

Which words do you find pompous or stuffy? Feel free to comment below.

Discover how to reach customers who value and respect you and your business

get my checklist to create content to reach the right clients

Quotes

“Clutter is the disease of American writing. We are a society strangling in unnecessary words, circular constructions, pompous frills, and meaningless jargon.” ~ William Zinsser, On Writing Well

“Boastful or arrogant writing is as repellent as a boastful or arrogant person.” ~Richard Palmer, Write in Style: a Guide to Good English

business communication, business writing, clear writing

5 Steps to Clear Writing for Business

1. Use the right words. Some words sound alike but have different meanings, which can prevent you from achieving clear writing for business. A common example: “effect” and “affect.” If you don’t know the meaning of a word, look it up.

2. Choose smaller words. Some of us like to use big “ten-dollar” words because they sound more important or intellectual. Too many can make you sound arrogant. Skip the formality — see a dictionary or a thesaurus for simpler terms. Write like you speak, or in a way that comes naturally, a hallmark of clear writing for business.

One way to do this is to watch your syllables. Words with one or two syllables are obviously shorter than those with three or four. And just what are syllables? They are the parts of words we place stress on when we pronounce them.

Example: syllable — syl-la-ble. It contains three syllables.

3. Shorten your sentences. Sentences that go on and on tend to cause readers to lose their focus. Some experts recommend that the average sentence should contain 15 to 40 words at most. Several commas are a sign your sentence might be too long — replace them with periods to break the sentence into two (or more). Remember that too many short sentences in a row can become boring and repetitive, so vary the length and rhythm of your passages.

4. Get to the point. I can’t stress this enough. Before you begin writing anything, decide how much information your piece will cover about your topic. For shorter passages, a few key points are fine. Come up with a title, even if it’s just temporary, that effectively summarizes your topic ahead of time to help you stay focused.

5. Explain unfamiliar words and concepts. Industry jargon, foreign terms, and acronyms are among the unusual references that can block clear writing. It’s best to explain them because not everyone is familiar with everything. Sometimes, they’re not necessary, so it’s better to remove them. Take care to write full descriptions of acronyms.

Example: World Wildlife Fund (WWF). WWF was also once an acronym for the World Wrestling Federation.

Quotes

“Clarity is the most important characteristic of good business writing.” ~ Mignon Fogarty, Grammar Girl Quick and Dirty Tips for Better Writing

“Clear thinking becomes clear writing; one can’t exist without the other.” ~ William Zinsser, On Writing Well

Comments? Suggestions? Need help with your writing? Feel free to contact me.

Michelle Troutman
classywriting.com