3 Tips for Fine Tuning Your Writing

Writing well is like any other discipline — you have to practice to get better and achieve excellence. However, you must also take care to practice the correct writing conventions for them to become second-nature. Practicing bad writing over and over will only get you used to bad writing. Learn the fine nuances of writing and practice them to become a better writer.

A significant way to improve your writing is to learn proper word usage. Although it seems that virtually anything goes in modern writing, especially online writing, proper word usage still signals quality and intelligence. I have witnessed, as I’m sure you have, professional publications online ending sentences with prepositions and other formerly-prohibited writing mistakes; and it is becoming more commonplace.

Frankly, this bothers me. As an old-school editor and grammar/writing fanatic, I loathe poor writing that is becoming accepted even in prominent publications. When did sloppy performance become mainstream? Whether or not you agree with me, I still maintain that proper word usage is important for excellent writing.

Below are some prime examples I see often (and correct) in my work as a full-time freelance writer and editor for digital marketing companies and authors.

If or Whether (or Not)

A common failing of mediocre writers is to use larger words to (allegedly) make their writing appear more profound or intelligent. Sadly, this doesn’t work. The usual result is to use larger words incorrectly. This example is a case in point: using “whether” in the place of a simpler “if.”

— Doctor XYZ will let you know if you are a suitable candidate for this procedure after a consultation.

— Doctor XYZ will let you know whether you are a suitable candidate for this procedure after a consultation.

While both examples above may sound acceptable (and may be to you), “whether” is not used correctly. The word “whether” actually signifies a comparison — as in “whether or not,” if something will occur or not, or could occur or not. In fact, correct use of “whether” must clearly indicate the comparison.

— Doctor XYZ will let you know whether or not you are a suitable candidate for this procedure after a consultation.

— Doctor XYZ will let you know whether you are a suitable candidate for this procedure, or if another type of procedure would better meet your needs, after a consultation.

In both of the examples above, the comparison of options is clearly shown, either one or another. Now, a note here about simple writing or more expansive writing. In most writing, simple is best. The very first example of the four above (using “if”) is the best, simple choice. However, in some writing, medical and dental being notable examples, a more expansive version is desired to add clarity.

In the fourth example above, a reader is provided more specific information about what to expect during a consultation for a surgical procedure. Obviously, when facing surgery, a person will want all the information possible. In this case, the article gives as much information possible before the person actually sits down to consult with a doctor in person.

That or Which

These two word choices are also frequently exchanged (or misused, in my humble, but most accurate, opinion) in many of the documents I see through my work. “That” is more of a generic word that continues the flow of a thought or sentence. “Which” is a selective word that merits a particular usage.?Think of it like this: you want “that” one — how do I know what you want??I must ask “which” one you want.?In other words, I must ask you to make a specific selection. “Which” is a selective word that can be used to great effect in certain types of writing.

— XYZ Waterproofing offers a patented in-ground waterproofing installation that directs water away from your building’s foundation.

— XYZ Waterproofing offers a patented in-ground waterproofing installation, which directs water away from your building’s foundation.

Example one above is a general statement about a waterproofing installation. Example two, by using the selective word “which,” draws attention to the rest of the sentence, which highlights the function of the installation. One simply makes a complete thought; the other slows the reader and focuses attention on the particular benefit of the product. Note that a comma should almost always be used before “which,” for the purpose of slowing the reader and highlighting the proceeding information.

Choosing when to use either word depends on your subject, purpose for writing and overall goal. If you are writing merely to convey basic information, choose example one. If you are writing a blog to promote the company’s product for sales or marketing purposes, choose example two.

Who or That

This pair of words is commonly used interchangeably when they really should not. In proper grammar, “who” denotes a person; a living being. “That” denotes a non-human object or being, such as a building or a dog. Animals, except in certain writing styles, are not indicated by “who.”

— XYZ Company is a family-owned, local business who cares about its clients. (In fact, in this example, to use “who” correctly, the business would also have to be referred to as “her” or “his” at the end of the sentence. “… who cares about her clients.”)

— XYZ Company is a family-owned, local business that cares about its clients. (Correct)

— Doctor XYZ is a board-certified surgeon that cares about his clients.

— Doctor XYZ is a board-certified surgeon who cares about his clients. (Correct)

The confusion often arises because a common noun (“surgeon,” in this example) follows the proper noun “Doctor XYZ.” Is a surgeon a “that” or a “who?” Obviously, a “that” (non-human object or being) cannot be a surgeon; therefore, the proper word is “who.”

What about this example:

— Doctor XYZ is a stalwart pillar in our community that should enjoy widespread respect.

— Doctor XYZ is a stalwart pillar in our community who should enjoy widespread respect.

A stalwart pillar could refer to the foundation structure underneath a building, which is obviously a “that.” But in this case, the term is used metaphorically of a person, Doctor XYZ, so the correct word choice is “who.”

Pursuing Excellence

Before you comment on this article and accuse me of “bandying about with words,” consider the overall purpose of correct writing —?clarity.?Ultimately, writing is meant to convey information, thoughts, ideas, or whatever else we want to share with an audience. Even if you only write in a personal journal — you are your audience. Clear, correct writing helps readers understand precisely what is to be conveyed.

In addition, every writer should pursue excellence in what they do, regardless of your writing venue. Sloppy is still viewed as sloppy, even when it seems to be more acceptable than ever before. Precise, clear, excellent writing is still valued by many, especially those seeking a professional writer for paid work.

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This article was originally published on the author's Medium account on September 8, 2021.