Business Writing

Executive Reports

 

Business

Writing

A Guide to Clear, Concise and Effective Writing

 

 

 

 

 

 

A SPECIAL REPORT

 

FOR BUSINESS PROFESSIONALS

 

 

Business Writing:

A Guide to Clear, Concise

And Effective Writing

 

Executive Summary

 

 

 

As a manager, strong business writing is more than an essential part of the skills you’re bringing to the table. It helps set the tone for your style of leadership.

 

Bottom line: Your writing is a reflection of you, your department and your organization.

 

A well-written letter can deliver bad news without the sting – and without unpleasant repercussions. A finely crafted proposal can bring everyone on-board with your idea.

 

The proper use of words is a powerful tool, allowing you to influence, persuade, inform, direct and encourage.

 

And as technology has added to the complexity of business, it’s also made the ability to write clearly, concisely and effectively one of the key requirements to be a great leader and manager.

 

 

 

Included in this Executive Report:

 

■   Strategies for writing “lean”

 

■   Phrases to avoid

 

■   Tips for engaging the reader

 

■   Choosing the correct word every time

 

■   When e-mail works best – and when it won’t

 

■   Using non-discriminatory language

 

■   Steps for revising your document

 

■   Execs’ most frequent grammatical mistakes

 

Courtesy of…

PBP Executive Reports

 

 

 

PBP Executive Reports are straightforward, fast-read reports for time-pressed executives and managers. PBP Executive Reports excel at cutting the fluff, eliminating jargon and providing just the information today’s executives need to improve their organizations’ performance.

 

Each report is fast-read, actionable, and packed with invaluable strategies.

 

 

PBP Executive Reports is a Progressive Business Publications (PBP) company. PBP is a leading diversified information company that provides cutting-edge, high-impact information to help top executives and managers make more informed decisions and do their jobs better.

 

As the industry's fastest-growing company, PBP now produces a full array of information products including:

■ 28 fast-read, 100% subscription-driven, business-to-business &

Medical newsletters

■ 22 legal publications covering the education and employment markets

■ 10 advertising-free buyer’s guides for office equipment

■ Over 275 annual, executive-level and legal audio conferences covering

17 subject areas

 

 

Thousands of executives in America's top-growth companies – as well as executives in all of the Fortune 1000 – use our products’ concise, expert-to-expert information to improve their businesses.

 

 

 

 

 

 

The Executive Report

Business Writing:

A Guide to Clear, Concise

and Effective Writing

 

 

 

 

 

 

100 tips to take your writing to the next level

 

Think about the advantage top notch writing skills give you over verbal communication. When you’re writing, you can take your time, carefully crafting the message until it says exactly what you want to express – in the tone that best suits the message.

 

With technology changing daily, the old rules of business writing don’t apply anymore.  This report gives you the tools you need to become a better writer in today’s world.  What follows are 100 top tips that’ll make your writing clear, concise and more effective.

 

 

 

Proven strategies for breaking through writer’s block

 

It doesn’t matter how many letters, reports or memos you’ve written. At some point, you’ll find yourself staring at a blank screen, struggling to

Come up with that first paragraph or sentence.

 

Here are some proven techniques for conquering writer’s block.  The methods are different, but their goal is the same – to get you “unstuck” and writing:

 

BUSINESS WRITING: A GUIDE TO CLEAR, CONCISE AND EFFECTIVE WRITING

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Page 3

 

 

 

 

 

 

 

You know there’s a good chance the reader may be intimidated or angry about your message. Write your first draft as if you’re writing to someone else – someone who’s friendly and receptive to what you have to say. You can change your tone when you go back to revise it.

 

 

 

1. 7. Pick a Stuck on the order in which to present your points? Get a few index cards and write down one idea per card that you’d like to include in your letter. Don’t worry about the sequence. Once all your ideas are down on cards, rearrange them so the ideas flow in a logical sequence.

 

 

 

Writing lean

 

Ever had this experience? After hours of creating the “perfect” letter or report, your computer screen suddenly goes blank – and you lose everything.  You have no choice but to bite the bullet and start all over. To your surprise, this second version turns out even better than the first.

 

Here’s why: Odds are, you cut the fat out the second time around. You remembered the major points, but you addressed them more succinctly. And the result is a more effective letter.

 

Here are some suggestions for keeping your letters direct and to the point:

 

 

 

1. Eliminate who, which and that. Most of the time, you’re able to remove who, which and that without altering the meaning of your sentence. In fact, removing these words usually makes the meaning clearer.

For example, instead of: Steve Green, who is our CEO, is attending a conference next week,

Write: Steve Green, our CEO, is attending a conference next week.

Even better:  CEO Steve Green is attending a conference next week.

 

 

 

1. Choose strong verbs. Just like you rely on your strong leadership skills, you should take full advantage of strong verbs. If you’re wondering

 

 

 

 

 

 

 

What makes a verb strong, it’s any verb that isn’t a form of “to be.”  When you use weak verbs, such as am, is, was, and were, etc., the entire sentence is weakened.  Look at the difference:

 

Weak: Sarah Brown is the head of our committee. Strong: Sarah Brown heads our committee.

Other weak verbs to avoid: make, have, go, get, and come.

 

 

 

1. 1 Avoid wordy phrases. Certain phrases are part of the business world – but that doesn’t mean they’re the best choices. Here are some examples of wordy phrases and what to use instead:

 

Instead of:                                                           Use: At this point in time                                            Now Come to the conclusion                                            Conclude Despite the fact that                                           Although Exhibits a tendency to                                       Tends

I am of the opinion                                            I think

 

In the amount of                                                for

 

Is indicative  of                                                    indicates It is incumbent on me                                       I must Make  a decision to                                            Decide On the grounds  that                                          Since Perform  an analysis of                                      Analyze Pertaining  to                                                       About Prior to that  time                                               Before Provide information about                                Inform Reached  an agreement                                       Agreed Subsequent  to                                                     After

 

 

 

 

 

 

 

Take under advisement                                      Consider The committee made an agreement                 We decided The question as to whether                               Whether

To summarize the above                                   In summary

 

Under no circumstances                                 Never We deem it advisable                                         I suggest With a view to                                                    To

With regard to                                                     About With this in mind                                               Therefore You will find attached                                   Here is

 

 

1. 11. Keep it As a new manager, you’ll frequently find yourself needing to motivate people. Using passive voice can take the direction out of your message. While there’s no problem occasionally using the passive voice in your writing, using it too often results in dull writing that doesn’t motivate the reader to act. Look at the difference between these pairs of sentences:

 

Passive: The division was told by the general manager to change its accounting system.

 

Active: The general manager told the division to change its accounting system.

 

Passive: A survey of clients’ needs was undertaken by my staff. Active: My staff surveyed clients’ needs.

Stick to the active voice – The subject of the sentence usually is the first word, and it’s followed by a verb.

 

 

 

 

 

 

 

1. 1 Avoid very, really, mostly. When you’re looking for unnecessary words to cut out of your writing, watch for intensifiers that do nothing to clarify your message. Here are some examples of intensifiers to avoid:

 

Very                                                                      really mostly                                                                  somewhat basically                                                               extremely quite                                                                     slightly

 

 

1. 1 Keep it simple. One of the easiest business writing rules to remember is: Choose shorter words over longer words. This gets back to writing your letter from the reader’s perspective. The simpler you keep it, the greater the chance your reader will read (rather than skim) your letter and take action.  Take a look at these examples:

 

Instead of: The Board looked at several viable alternatives that will facilitate optimizing our health benefits package.

 

Write: The Board looked at a few options to improve our health benefits package.

 

Here’s a list of some long, heavy words to avoid and substitutions:

 

 

 

Instead of:                                                           Use: accommodate                                                   serve advise                                                                   tell affirmative                                                           yes approximately                                             about cognizant                                                             know concerning                                                           about endeavor                                                              try expedite                                                               rush

 

 

 

 

 

 

 

facilitate                                                               help generate                                                               make indicate                                                                say

in lieu of                                                              instead numerous                                                        many observe                                                                 see originated                                                        began personnel                                                             people precipitated                                                     caused pursuant to                                                         under remunerate                                                      pay require                                                                  need retain                                                                    keep solicit                                                                   ask sufficient                                                              enough transpire                                                         happen utilize                                                                   use

 

 

When you’ve got to deliver bad news

 

Your supervisory role requires you to say “no” more often than “yes” in your business communications. Writing letters that deliver bad news can be tough because you risk an angry reaction from your reader.  But here are some ways to get around that:

 

 

 

1. 1 Use a buffer. A buffer is a sentence or phrase that helps readers understand why you’re telling them “no.” It also has a complimentary tone, which softens the message. Here are two examples of buffers:

 

 

 

 

 

 

 

We appreciate your interest in working for our corporation. At present, we do not have suitable openings for your qualifications and experience.

 

 

 

We had a difficult time deciding on merit raises this year because of the limited funds available. We were not able to recognize all employees with raises.

 

 

 

1. 1 Limit the explanation. Sometimes, the less you write, the easier it is for the reader to accept your decision. Here’s an example:

 

Instead of: We cannot approve your credit application because of outstanding balances on two credit cards.

 

Write: Unfortunately we cannot extend the credit you’ve requested.  If you have questions about your credit record, please contact          .

 

 

 

1. 1 it’s not personal. It’s good to keep in mind there are times your job forces you to say “no.” It’s not about the person – you’re turning down ideas or requests.

 

 

 

1. 17. Think This is a situation where you’ll want to consider using the passive voice instead of the active voice. Passive voice can make your message softer and more tactful.

 

Instead of: We cannot approve your loan application. Write: Your loan application cannot be approved.

 

 

1. 1 Use a checklist. To ensure you convey the bad news clearly and tactfully, run through this list:

 

• Are your facts accurate?

 

• Do you focus on solutions?

 

 

 

 

 

 

 

• Have you included a buffer statement?

 

• Do you provide reasons without over-explaining?

 

• Do you offer an alternative, if possible?

 

• Is your language neutral rather than accusatory?

 

• Have you used the passive voice to soften negative remarks?

 

 

 

1. Avoid accusatory words. Here’s a list of some negative words you’ll want to avoid:

 

bankrupt                                             corrupt dishonest                                                   incapable inferior                                                      irresponsible misconduct                                           pressure  tactics suspicious                                                 threaten to ultimatum                                             unbelievable unreliable                                                  worthless

 

 

Most frequent grammatical mistakes execs make

 

There’s a big difference between the way we speak and the way we write. So a letter or report can “sound” right – even though it isn’t grammatically correct.  But it’s essential your writing reflects the same level of professionalism you expect of yourself in every other area. Here’s what to watch out for:

 

 

 

1. Don’t confuse ‘I’ and ‘me’. ‘I’ is the subject of a verb. ‘Me’ is the object of a verb or preposition.

 

Instead of: They delivered the order to Sarah and I. Write: They delivered the order to Sarah and me.

 

 

 

 

 

 

 

Instead of: Between you and me, it’s doubtful the team will make deadline.

 

Write: Between you and me, it’s doubtful the team will make deadline.

 

 

 

1. 21. Make pronouns agree with nouns. Pronouns need to agree with nouns in number and gender.

 

Instead of: Each employee will send their timesheet to Mike. Write: Each employee will send his or her timesheet to Mike. Instead of: Everyone has their assignment.

Write: Everyone has his or her assignment.

 

 

 

1. Subjects must agree with verbs. When there’s a phrase between subject and verb, it’s easy for subject and verbs to disagree.

 

Instead of: One of the employees are getting promoted. Write: One of the employees is getting promoted.

 

 

1. Maintain parallel structure. Parallel structure means using the same grammatical pattern for several ideas.

 

Instead of: The assistant’s tasks are filing, typing and to answer the phone.

 

Write: The assistant’s tasks are filing, typing and answering the phone.

 

 

 

1. 2 Watch for dangling phrases. A dangling phrase usually starts a sentence, but isn’t followed by what it modifies.

 

Instead of: After reading the research, the article seemed very thorough to me.

 

Write: After reading the research, I thought the article was very

 

 

 

 

 

 

 

thorough.

 

 

 

1. Choose the correct word. Here’s a list of commonly confused words:

 

adverse – unfavorable averse – reluctant

 

 

affect – verb, to influence

 

effect – noun,  result; verb, to cause to happen aid – help

aide – one who helps

 

 

 

all ready – adjective, all prepared already  – adverb, before this time

 

 

all right – OK

 

alright  – incorrect spelling

 

 

 

altogether – completely all together  – collectively

 

 

assure – to make confident ensure – to make certain insure – to buy insurance

 

 

 

 

 

 

 

beside – alongside besides – in addition to

 

 

cannot  – unable

 

can not – incorrect spelling

 

 

 

descent – downward movement decent – proper

dissent – disagree

 

 

 

elicit – draw  forth illicit – illegal

 

 

farther  – refers to physical distance further  – refers to degree

 

 

fewer – countable items less – quantity in bulk

 

 

imply – to suggest

 

infer – to deduce from evidence

 

 

 

perspective  – noun,  viewpoint prospective  – adjective, probable

 

 

 

 

 

 

 

than  – use after a comparison then – referring  to time, next

 

 

whose – pronoun showing  possession who’s – contraction of who  is

 

 

1. Use e.g. and i.e. correctly. The Latin abbreviation e.g. comes from exempli gratia and means “for example.” The Latin abbreviation i.e. comes from id est, and means “in other words.”

 

 

 

1. 27. Know which rules you can Sometimes it’s OK to break a rule because it makes the sentence more conversational – and more readable. Starting a sentence with “And” makes the reader pay attention. When you start a sentence with “But,” you put the spotlight on the difference you’re pointing out. And as for ending a sentence with a preposition, go for it – it can make the sentence read more smoothly than writing around it.

 

 

 

Revising your document

 

Successful business writing is all about revision. A first draft only requires you to put down your thoughts on paper or a computer screen. But the fine-tuning of your document occurs when you revise what you’ve written. This might sound like a lot of work, but it doesn’t have to be. Follow the steps outlined here for successfully revising your document:

 

 

 

1. Step into the reader’s shoes. Read over your letter from the reader’s point of view. Is it easy to locate the main message – or is it getting lost in a lot of “throat clearing?” Is the main message near the beginning of the

Letter – or does the reader have to wade through three or more paragraphs before learning what the letter is about?

 

 

 

 

 

 

 

1. Analyze your language. If you’re unsure how your language will sound to the reader, read the letter out loud. Is it chatty? Academic? Bureaucratic? Are some of the words – or sentences – open to other interpretations? If the letter doesn’t flow smoothly when you read it out loud, you’ll want to make some changes.

 

 

 

1. Look for sequence. As you read over the letter, check to see that your ideas follow each other in a natural sequence. The ideas you express in the letter should flow seamlessly from paragraph to paragraph.

 

 

 

1. 31. Take a close Once you’re sure the content of your letter reads exactly the way you want it, look it over carefully for any mistakes. Your credibility depends on the spelling and grammar being error-free. Go ahead and use spell check – but don’t rely on it. Spell check can only tell you whether you’ve used the right part of speech. It can’t pick up mistakes such as ‘bare’ for ‘bear.’

 

 

 

1. Check the format. Successful letters that encourage the reader to take action are visually easy on the eyes. That means: Make use of white space. Keep paragraphs short and use italics, bold and underline when you can. Check that your bullets (if used) are lined up properly. Make sure your font is easy to read and when you print out the letter, check that the ink is clear and dark.

 

 

 

Capture the listener

 

No doubt, speeches are a large part of your job. When you’re giving a speech, the “reader” becomes a “listener,” making your speechwriting skills – especially the opening statements – extremely important. Readers

Can skim your letter until they get to the part that interests them. But if you don’t catch a listener’s attention right from the start, you’ll lose him or her. Here are some suggestions for opening a speech:

 

 

 

 

 

 

 

1. Ask a question. Come up with an interesting question relevant to your topic. This can engage your audience in the first seconds. Example: “Would you be willing to sacrifice 5% of your salary in order to work from home one day a week?”

 

 

 

1. Use a quote. Quotations made by people your audience can relate to are another effective tool for your opening sentence.

 

 

 

1. Find a visual aid. Capture the audience’s interest by holding up an interesting object – and then explain its relevance to your topic. Or use film, slides or enlarged photos to draw them in.

 

 

 

1. Make it personal. Telling a personal anecdote is an instant way to

‘Warm up’ the audience.  It makes you more approachable and helps the audience relate to what you’re saying.

 

 

 

1. 37. Tell a Laughter helps people relax. Just make sure it’s in good taste and find a way to relate it to the topic of your speech.

 

 

 

E-mail

 

Most business writing today is based on e-mail. It’s quick and easy … and as soon as you click Send, you can move onto your next order of business.

 

E-mail’s style is casual, but it’s essential the messages are written as professionally as business documents.

 

Here are the top five rules of e-mail:

 

 

 

1. Display your name correctly in the from field and capitalize properly.

 

 

 

 

 

 

 

1. Your Subject Line should be short with just enough detail to let the reader know what the message is about. Aim for five to seven words.

 

 

 

1. Always include a greeting at the start of your message. Otherwise, you’ll sound impersonal and terse. The greeting can be the traditional “Dear  ,” or a more casual “Hi,                   .” Don’t be overly informal unless you’re well-acquainted with the reader and know this would be acceptable. Tip: Base your greeting and sign-off on how the reader greets and signs his or her e-mail to you.

 

 

 

1. 41. Write the body – or message part – of your e-mail as carefully as you’d write a regular business letter. Proper punctuation and grammar are Proofread carefully – don’t rely on spell checker.

 

 

 

1. The closing of your e-mail should be consistent with the tone of your message. Here are some suggestions: “Thank you for your time,” “Look forward to hearing from you,” or “Sincerely.”

 

 

 

 

Formatting guidelines

 

The visuals of your e-mail matter even more than in a letter or report. Because the value of e-mail is that it’s quick and easy, the reader should be able to glance at your message and, with little effort, understand the main point.

 

 

 

1. The subject line is the most important part of the e-mail. It should be clear and informative. This helps ensure your message is read promptly, and it also makes filing and archiving easier for the recipient.

 

 

 

1. 4 The subject line should be specific. Instead of: “Meeting,” write: “Confirming Sept. 6 meeting with Joyce Brown.”

 

 

 

 

 

 

 

 

 

1. Keep e-mail brief – no more than one screen length.

 

 

 

1. Bold face, italics, underlining and colors often don’t translate across servers. For emphasis, you can use uppercase letters (but use them sparingly), or set off the word with asterisks.

 

 

 

1. 47. Keep paragraphs

 

 

 

1. Skip lines between paragraphs and make ample use of white space. Long blocks of text are hard to read on-screen.

 

 

 

1. Always check spelling, grammar and punctuation before sending e-mail.

 

 

 

1. Assume people other than the recipient will read your e-mail

 

 

When not to use e-mail

 

Although e-mail is easy to send, there are times it’s better to write a letter, fax or use the phone.

 

 

 

1. 51. Send a letter instead of e-mail:

 

• If you want a document that can be filed or archived

 

• If you want the recipient to be able to hold onto the document for personal reasons – such as a letter of commendation

 

• If you’re addressing a complex topic, and

 

• If the material is confidential.

 

 

 

 

 

 

 

1. Send a fax instead of e-mail:

 

• If the document requires a signature. Signed faxes are often considered legally binding

 

• If you need to send a contract or drawing quickly. Scanning documents and then sending them can be time-consuming, and

 

• Although many fax machines are public, you can usually send a document to one recipient. If you don’t want anyone else reading your message, avoid e-mails, which can be sent easily to anyone, anywhere.

 

 

 

1. Use the phone instead of e-mail:

 

• If the message is emotional

 

• If you’re trying to finalize information – such as the time and date of a meeting – and you’ve already sent prior e-mails

 

• If you need privacy

 

• If you want an immediate response

 

• If you need to gauge the recipient’s response to your message.

 

 

Ground rules of e-mail

 

E-mail can be tricky. Because it’s a casual way of communicating, it’s easy to cross the line into too casual – which will distance your reader and make your message ineffective.

 

Here’s what to keep in mind:

 

 

 

1. 5 Write e-mail as carefully as you would write a traditional business letter.

 

 

 

1. Proofread your message carefully and don’t rely on spell check. It won’t catch words you’ve misused.

 

 

 

 

 

 

 

1. Never use all capital letters. It is the electronic equivalent of yelling.

 

 

 

1. 57. Before sending an attachment, do a quick scan for

 

 

 

1. Assume the reader is as professional as you are. Lean toward writing in a formal style, rather than informal.

 

 

 

1. Use Reply to all selectively. You can delete people’s names from Reply to All. Often there are people who don’t need to be continually updated or included.

 

 

 

1. You don’t need to have the last word. If you’re sending a couple e- mail messages back and forth, know when it’s time to stop. If the other person write, “Looking forward to meeting you,” it isn’t necessary to reply, “Me, too.”

 

 

 

1. 61. If you include someone’s name as a contact, Cc or BC them to let them know.

 

 

 

1. be prompt in your response – just as you would with returning a phone call. If you’re unable to reply at the moment, you can write back: “I can’t give you a full response right now, but I hope to get back to you by the end of the day.”

 

 

 

1. Send e-mail as plain text, not HTML. Not all recipients will have

HTML.

 

 

 

1. 6 Include a greeting – “Dear Ms. Brown” or “Hi, Joyce” – each time your message covers a new subject. If you’re going back and forth with someone on the same subject, you can skip the greeting. You wouldn’t say

 

 

 

 

 

 

 

“Hello” each time you spoke in the same phone conversation, would you?

 

 

Attachments

 

If the information you’re sending someone is fairly brief, it’s easier to cut and paste the text directly into your e-mail. But for larger documents, an attachment may be appropriate. Keep these guidelines in mind:

 

 

 

1. Make sure the recipient is able to receive your attachment. It’s often helpful to include the line in your e-mail: “If you’re unable to open the attachment, please let me know via phone or e-mail.”

 

 

 

1. Give the attached document a clear, specific title so the recipient can locate it easily once it’s downloaded to his or her files.

 

 

 

1. 67. Avoid sending overly large

 

 

 

1. Make sure the attachment you’re sending is necessary. If it’s simply repeating the relevant information in your e-mail, don’t send an attachment.

 

 

Instant messages and text messages

 

Instant messages (IMs) and text messages work in real time. While there’s an acceptable shorthand you can use when instant messaging or texting someone, make sure not to overdo it. And always give your message a quick check for inadvertent typos and grammatical errors.

 

Here’s when it makes sense to IM or text rather than send an email:

 

 

 

1. If your message is short and you need it to get to the recipient right away.

 

 

 

 

 

 

 

1. If you need instant communication among members of a team or group.

 

 

 

1. 71. If you need to communicate while in the process of

 

 

 

1. If you need a temporary record of the communication. Keep in mind: Recipients can save IMs and text messages.

 

 

 

Appropriate, non-discriminatory language

 

It’s important to keep current to avoid using discriminatory language. Your goal is to treat readers equally when you write – regardless of race, ethnicity, gender or lifestyle.

 

 

 

1. Here’s a list of discriminatory words you’ll want to avoid and appropriate substitutions for them:

 

 

 

Instead of                                                                  Use

 

American Indian                                                      Native American

Asian                                                                         country of citizenship    birth defect                                                               congenital disability brotherhood                                                        camaraderie

chairman                                                             chair, leader, coordinator brotherly love                                                          goodwill businessman(woman)                                            businessperson, exec career woman                                                           manager,  supervisor congressman(woman)                                          member  of congress crippled                                                                     disabled

 

 

 

 

 

 

 

Forefather’s                                                            ancestors, forebear’s founding father                                                        founder handicapped                                                        disabled

housewife                                                                  homemaker juryman                                                                     juror layman                                                                      layperson mailman                                                                     mail carrier man-hours                                                            work  hours manmade                                                            hand-built Mother Nature                                                  nature

natural parents                                                         biological  parents old wives’ tale                                                          superstition prehistoric  man                                                        prehistoric people retarded                                                              mentally  disabled right-hand man                                                        chief assistant salesman(woman)                                                 sales associate

Yes-man                                                                     supporter, endorser

 

 

 

Tips for writing effective letters that get results

 

1. 7 Use shorter verbs to add power to your writing. Example: rush instead of accelerate; stress instead of accentuate; tell instead of clarify; boost instead of intensify.

 

 

 

1. Put people in your writing. Example: CFO Greg Brown reports profits have risen 10 percent. Instead of: Profits are up 10 percent.

 

 

 

 

 

 

 

1. 7 Use these transitional words to link sentences and paragraphs when you want to add a thought: and, again, besides, equally important, finally, next, what’s more, in addition.

 

 

 

1. 77. Use these transitional words to link sentences and paragraphs when you want to compare: yet, but, on the other hand, meanwhile, although, after all, in

 

 

 

1. Use “a” before words that begin with the h sound, such as a heated debate. The exception: Use “a” before historic and historical.  If the h isn’t sounded, use “an.” Example: an honor.

 

 

 

1. Use an if you’re using an abbreviation that starts with a vowel sound. Example: an NCAA tournament...

 

 

 

1. be specific in your writing. Example: She has taught at Temple University and Penn State. Instead of: She has taught at some state universities.

 

 

 

1. 81. Aim for short sentences – between seven and 20

 

 

 

1. Spell out the numbers one through nine. Use figures for 10 and above. Example: The conference is in four days. But: The board is having its next meeting in 11 weeks.

 

 

 

1. Use the clearest way to express large numbers. Example: Four million dollars or $4 million instead of $4,000,000.

 

 

 

1. 8 Write decimals in figures. Use a zero in front of the decimal unless the decimal starts with a zero. Example: 0.85 and .04, but not 0.04.

 

 

 

 

 

 

 

1. Use contractions to give you’re writing a more personal tone. Example: I’m, isn’t, here’s, that’s.

 

 

 

1. Use pronouns to make your writing more readable and to draw in the reader. Example: I, we, my, ours.

 

 

 

1. 87. Use active verbs instead of passive, so your writing is more Example: The team held an emergency meeting. Instead of: An emergency meeting was held by the team.

 

 

 

1. Incorporate direct questions to make your writing livelier with a conversational feel. Example: Do you want to discuss the proposal at next week’s meeting? Instead of: Please let me know if you want to address the proposal at next week’s meeting.

 

 

 

1. Avoid typos by switching fonts from Times or Arial to Verdana, which was designed to be read on a computer screen.

 

 

 

1. When proofreading, read your document out loud. Your ear often catches what your eye misses.

 

 

 

1. 91. Don’t rely on spell It cannot detect misused words.

 

 

 

1. Avoid stuffy phrases. Example: “It has come to our attention” and “Enclosed please find.” Write instead:  “We’ve discovered” and “I’ve enclosed.”  Sometimes you can leave the phrase out altogether.

 

 

 

1. Make use of bullets, headings and numbers to make your document easy on the eyes. Business people tend to skim letters rather than read word for word.

 

 

 

 

 

 

 

1. Proofread your document at 125% or 150% text size. You’ll be able to spot errors more easily.

 

 

 

1. Change your font to Courier for proofreading. Because you’re not used to it, you’ll trick your brain into paying closer attention.

 

 

 

1. Print out your document for effective proofreading. It’s easier to catch mistakes on paper than on your screen.

 

 

 

1. 97. Keep e-mail messages to one “page” – or about 25 lines of

 

 

 

1. Use an apostrophe with numbers and capital letters only if it avoids confusion. These are all correct examples: in the 1990s, her SATs, straight A’s.

 

 

 

1. Vary the length of your sentences to keep the readers interest. Also, mix questions in with statements.

 

 

 

1. 1 If you’ve got three or more commas in a sentence, break it up into two shorter sentences – it will be easier for the reader to comprehend.

 

 

“What makes me different?”

The Level of Professionalism that I give each and every client

14+ years exp. Unmatched product & overall financial knowledge

I’m strictly referral based... Each client is treated as if they are my first

I have the ability to do EVERY program

I give back! I have the ability to offer Joint Marketing. Currently I run a 5 year Joint-Drip Campaign for ever closed purchase

I’m honest, ethical, and provide Full Disclosure to my clients from day 1

I close on time, everytime!

 

Knowledge is power…

• The more knowledge you have about your profession, the easier it becomes…
• THE easier it becomes… the more you enjoy it.
• When you enjoy work is when you truly start to reap the rewards of all your time & hard work!

 

 

 

We’re not like those large banks where you’re just another number…

 

First Financial Lending is a mortgage broker that provides residential and commercial mortgage financing for those seeking to work with a local EXPERTs.  Buying or refinancing your home is a very important decision; one that has many implications. Most lenders do not approach the process with an eye towards educating the borrower in a way where smart choices are made. A mortgage is a financial planning instrument that must be integrated into your long and short term financial plan. Consumers need a trusted advisor, especially in this ever-changing marketplace.  At First Financial Lending we provide…

• Numerous programs,
• Extremely competitive rates
• Unmatched financial knowledge

All while maintaining the highest quality service! Our individualized process simplifies what can seem very complicated for individuals.  We maintain a very high level of Professionalism and make sure every client is comfortable and well educated.

at First Financial Lending you’re treated as if you were family

We guarantee the best service with the most competitive rates and constant communication from beginning of the process to the closing table.

First Financial Lending should be your #1 Choice for home financing... Call or Apply online today!

(800)-539-5880                              www.firstfinanciallending.com