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What the spellchecker and grammar checker do The spellchecker compares letters between spaces with the words it has in a dictionary that is part of the word processing system. It also checks a personal dictionary containing words you use that are not in the main dictionary, but which you don’t want the system to stop at each time it does a spell check. If the spellchecker does not find the sequence of letters in its […]
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The clearest business writing uses simple punctuation marks because they help the reader navigate through the text most easily. The Business Writing Center’s courses in grammar contain the training business writers need to use punctuation correctly. More on the courses Rarely use the following punctuation marks in business writing Some punctuation marks do not make business writing clearer. They may even cause confusion for three reasons: Business writers use these punctuation marks in nonstandard ways […]
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Bulleted lists and numbered lists in business writing help readers see and understand the list items easily. When lists are embedded in paragraphs, the list items are jumbled together in a mass of words. However, text that does not have a recognizable set of items is clearer when the text is in paragraphs rather than bulleted lists or numbered lists. This explanation contains tips that will help you decide when to put business writing into […]
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You must proofread your business writing so it is as correct as you can make it for three reasons: Proofreading ensures you that readers are understanding the message you wanted to send. A carefully proofread document impresses readers with your attention to detail. Sending documents with no usage errors shows readers you are educated and intelligent If you send out business writing that consistently contains writing errors, your team members, managers, clients, and vendors may […]
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You can communicate technical information to nontechnical readers by adjusting the vocabulary, examples, explanations, and level of detail. Writing simply so nontechnical readers can understand technical writing does not mean dumbing down the technical writing. In this blog, I explain 10 guidelines for writing technical information in plain English so nontechnical writers understand the content, without dumbing down the technical writing. The content of technical writing is in two levels: a surface level and a […]
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Business writing must be so clear that 100 percent of the readers understand 100 percent of the message 100 percent of the time. Unfortunately, the average businessperson comprehends writing at a 10th grade level, meaning some readers comprehend at the 8th or 9th grade level. To make matters worse, most businesspeople scan email to get the general idea and respond without reading the email more carefully. Business writing that contains long, complex sentences and unnecessarily […]
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When business writers write clear, straightforward sentences, readers understand the writer’s messages more easily and are grateful for the easy-to-understand communication. Write so clearly that 100% of the readers understand 100% of your text 100% of the time. The average business reader comprehends business writing at an 8th to 10th grade level. Many readers are “scanners.” They breeze through text without reading it thoroughly. If they miss something, they just keep on going without fully […]
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Much business writing includes difficult or archaic business vocabulary and phrases people do not use in everyday speaking, such as “cognizant” instead of “aware,” “initiate” instead of “begin,” and “endeavor” instead of “try.” Some writers feel business writing with difficult or archaic words is more businesslike and shows the writer’s intelligence. Using common, everyday words feels to some writers like it’s dumbing down the writing and patronizing the reader. However, research* by Daniel M. Openheimer […]
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The Business Writing Center’s highly trained instructors with backgrounds in higher education teach the latest best practices that we know enable business writers to write documents that are clear and have impact.
