8 Business Writing Rules That are Made to be Broken

There are so many rules and conventions around writing, but some are outdated and old-fashioned. So here are a list of eight rules that we think are made to be broken.

1. It’s not acceptable to start a sentence with And or But.

It’s perfectly acceptable to start a sentence with either ‘and’ or ‘but’. But it depends on your tone. If you are seeking a formal tone, I’d avoid ‘and’ or ‘but’ at the beginning of sentences. Here’s an example:

Our Sales Manager has had to go home sick, so wont be at the meeting this afternoon. But we are still very keen to meet with you, so I will come in her place.

A more formal tone would sound something like this:

Our Sales Manager is unable to attend our meeting this afternoon due to illness. I would like to attend in her place, as we are still very eager to meet with you.

2. A double space should be inserted after ‘ending punctuation’.

It depends on personal preference here, but it is not a hard and fast rule in business writing. It is perfectly acceptable to insert just one space at the end of a sentence. The double space comes from the days of typewriters, where the typeset was too close together. So protocol was to insert a double space to make clear where one sentence ended and another began. Modern word processing doesn’t have this issue, so the double space is more of a hangover from a bygone era.

3. A paragraph can’t be just one sentence long.

1 single sentence paragraph in business writing is actually quite effective. In fact, if you have something important to say, this is a great technique to employ for emphasis.

As we are all about ease of reading, if you can make your point in one sentence, don’t bore your reader with two.

4. Contractions aren’t acceptable in business writing.

It is perfectly acceptable to use a contraction in a business document. But be aware that contractions make the tone less formal. So if you want your tone to be more formal and less conversational, avoid using contractions.

5. You must write in complete sentences.

Not so. (See what I just did!). Incomplete sentences can add texture and rhythm to your writing. In business writing this is important, as often the content can be very dry. So if you can keep the reader engaged by using different writing devices, that’s a good thing. The key is keeping your reader engaged, not producing a literary masterpiece.

6. Never use a long word, where there is an acceptable short one.

But if you want to add interest to your writing, use both long and short. Because too many short words sounds, clipped, dry and formal. A combination means your writing will become more lyrical. Here are some examples:

do in place of accomplish

Spread instead of disseminate

Try in favour of endeavour

 These longer alternatives offer a depth and richness, that the shorter words don’t.

7. Metaphors belong in poems

Not always. Metaphors provide images that have an emotional resonance. Connection is your number one aim with any piece of writing. If an image comes to mind when you’re trying to describe a process or an idea, use it. It will probably give your writing more impact. They key is to think laterally and creatively.

A word of warning though: don’t mix your metaphors or use too many, as that will confuse and disorientate the reader.

8. Business writing needs to be formal.

This is a myth. There are certainly some instances where formality is required, but it depends on the type of document and on the audience. An excellent writing mentor once told me that ‘good writing is just talk, tidied.’ It has been the one piece of advice that I always come back to. A conversational tone is what will connect readers with your work; and connection is what you are seeking.