Modern Business Writing

3.2 Grammar

3.2.1 Introduction
The rule is to be natural and human, not pompous and unnatural. If in doubt, ask: “What would I say to this person face to face?” Writing should be more like speaking.
Letters and documents become difficult to read if they contain:
LONG WORDS
LONG SENTENCES
LONG PARAGRAPHS

3.2.2 Getting tenses right
Present

SIMPLE he works	CONTINUOUS he is working
PERFECT he has worked	PERFECT CONTINUOUS he has been working

Past

SIMPLE he worked	CONTINUOUS he was working
PERFECT he had worked	PERFECT CONTINUOUS he had been working

Future

SIMPLE he will work	CONTINUOUS he will be working
PERFECT he will have worked	PERFECT CONTINUOUS he will have been working

Conditional

SIMPLE he would work	CONTINUOUS he would be working
PERFECT he would have worked	PERFECT CONTINUOUS he would have been working

Education is when you read the fine print. Experience is what you get if you don’t. Pete Seeger

“Yesterday is history Tomorrow is a mystery Today is a gift – That is Why it is called a present!”

3.2.3 Words
3.2.3.1 Introduction
Short words are easier to read than long words because they are easier to recognise and interpret. We get more practice in using the words we speak;

so when we see a word which we do not use in conversation, it is harder for us to understand.

• 
  Never try to impress the reader by deliberately using long words
  

• 
  Always try to use words whose meanings are precise, and not open to doubt
  

• 
  Use a short word (or even two or three) instead of one long one. However, at times we may need to use some long word for variety and precision. Try to keep long words below 10% of the total by cutting out the unnecessary ones.
  

• 
  Write to express not impress!
  

What does “hot” mean? List the possible meanings of the word “hot”

One factory has this accident recorded: An electrician put a sign “hot” on a bare and protruding piece of metal. A workman was “careful” to equip himself with metal tongs before trying to pick it up. He got the shock of his life.

• 
  To an electrical engineer “hot” means alive with electric current.
  

• 
  To a metallurgist it may mean simply high in temperature.
  

• 
  To some physicists the first meaning would be “radioactive”.
  

• 
  To some of the men around the office the first meaning of “hot” is sexy.
  

3.2.3.2 Word use

Keep it short and simple!
Rather than: Use:

discontinue stop

submit for consideration propose

proceed go

commence start

occurrence event

dispatch send

in respect of of, about

make modifications to modify, change

demonstrate show

is in a position to can

we would be grateful if you would please

facilitate help

Be precise, avoid jargon and clichés

correspondence i.e. letter

communication e.g. report, memo, telephone call

illustration graph or diagram

a large proportion of many

concerning about

at the present time now

currently now

despite the fact that although

furnish particulars give details

in conjunction with with

in the course of during

on account of the fact that because

assuring you of our best attention NOTHING. Leave it out!

Enclosed please find I enclose

Trust this meets with your approval NOTHING. Leave it out!

Perhaps use: I hope this is what you wanted”

But remember – ultimately, Accuracy and Clarity are more important than Brevity.