- 13/11/2012
- Posted by: essay
- Category: Business writing
Detecting usage problems is easy once you know what to target. To find your soft spots, read the following rules and determine which ones you consistently break. Take the quizzes, too. Get one wrong? Read the explanation so you know the rule and can correct the problem the next time you start to make it.
| a. | A researcher from our division gave a talk about computerized axial tomography (CAT) scans. |
| b. | A researcher from our division gave a talk about CAT scans (computerized axial tomography scans). |
Answer: a.
Why: The first time you mention a word that you plan to abbreviate, write it completely, placing the abbreviation in parentheses immediately afterwards. Capitalize all the abbreviated letters even if you wouldn’t capitalize the actual name. Then use the abbreviation throughout the document.
Exceptions: Most abbreviations do not take periods, although some, such as “U.S.,” “U.N.,” and “U.K.” do when you use them as adjectives with a noun immediately afterward: The U.S. Treasury Department contacted us about a bid.
| a. | Design Limited has sent us a proposal for a poster advertising our new children’s toy. |
| b. | Design Ltd. has sent us a proposal for a poster advertising our new children’s toy. |
Answer: Both.Why: Some standards do exist for business abbreviations — Company (Co.); Corporation (Corp.); Incorporated (Inc.); Limited (Ltd.) — but many companies create unique variations. Always investigate how a company spells its name, either by calling or by looking at its stationery.
| a. | Most of our customers live in southern California. |
| b. | Most of our customers live in southern CA. |
Answer: a.Why: When writing about a state, spell out the entire name.
| a. | We sent his bill to 654 Westwood Avenue. |
| b. | We sent his bill to 654 Westwood Ave. |
Answer: b.Why: Abbreviate “avenue, “boulevard,” “street,” and so on when writing with complete addresses.
| a. | The post office forwarded his mail to Lincoln Street. |
| b. | The post office forwarded his mail to Lincoln St. |
Answer: a.
Why: The difference here is nuance: Abbreviate only if you mention the street name with the number.
Here are a few rules to remember when writing dates. Although it looks informal, abbreviate the name of a month when mentioning a specific date:
We sent you the information packet on Dec. 16, 1995.
When writing the month and year but no date, spell out the month and cut the comma:
We introduced the plan in February 1990.
Avoid writing a date with slashes between numbers, as in 2/14/97, particularly in the date line of a letter. Instead, write:
February 14, 1997
Put a comma after the year if the date appears in this form in the middle of a sentence.
Of all writing-related issues, people get most creative with capitalization. Oddly, capitalization rules are pretty basic, pretty inflexible, and pretty easy — once you know them.
| a. | Please ask your congressperson in the Democratic Party to repeal the bill. |
| b. | Please ask your congressperson in the democratic party to repeal the bill. |
Answer: a.
Why: Capitalize the names of political parties, rivers, and streets when you write the complete names.
| a. | We have offices throughout Southern Georgia. |
| b. | We have offices throughout southern Georgia. |
Answer: b.Why: “Southern” is a direction; it’s not part the place’s name.
| a. | The Department of Public Safety and our company will sponsor the program. |
| b. | The Department Of Public Safety and our company will sponsor the program. |
Answer: a.Why: With names of large organizations, don’t capitalize connecting words. With smaller organizations, capitalize connecting words if they do.Most everyone knows to capitalize a title before a person’s name, as in:President Mannings will address the viability of investing in the Czech Republic.
| a. | Lisa Bradley, president of the National Advertisers Organization, gave the presentation. |
| b. Lisa Bradley, President of the National Advertisers Organization, gave the presentation. |
Answer: a.
Why: When the title is not used as part of the person’s name, don’t capitalize it. Think of “doctor.” You wouldn’t write, “I’m going to see the Doctor,” even though you do write, “Dr. Robert.”Exceptions:Now look at these notable exceptions to capitalization rules:
• In most cases, don’t capitalize such words as “agency,” department,” “unit,” and “area” when they appear alone:
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| •Don’t capitalize plural common nouns that follow two or more proper nouns:The mayor wanted to appeal to people in both the Democratic and the Republican parties. | |
| • Watch out for words that are trademarks and legally must be capitalized, such as Kleenex, Xerox, and that old standard, Jell-O. |
Most business writers get confused about when to spell out numbers and when to use numerals. Doing the right thing is important for professional communications. Here are some key rules to remember when writing numbers:
| • Write out numbers under eleven. Some people like to write out the number and place the numeral in parentheses beside it, as if the writing would get smudged and the message lost. My advice: keep it clean:
Our representative sent you two letters over the last three weeks. |
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| • Although half of all businesspeople deviate from this rule, use numerals for numbers greater than ten:
We have 23 managers on our team. |
Exception: When you’re beginning a sentence with a number, always write it out.
When writing about more than one of something, beware of these common confusions:
• Among/between. Use “among” when you’re writing about three or more parties:
One of the key issues at the meeting is the competition among our managers.
and “between” when you’re discussing two parties only:
Ultimately, he had to choose between two top-ranking companies.
• Amount/number. “Number” is appropriate when youre discussing things you can count:
The number of people who will attend the company picnic depends on the weather.
“Amount” is right when you’re discussing volume:
Since yesterday, the amount of energy has doubled.
• Fewer/less. “Fewer,” like “number,” is appropriate for things you can count:
We have far fewer candidates than we expected.
and “less” is right for volume and degree:
There was less toner in the printer than we thought.
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