Don’t get caught up in an email chain of miscommunication. Read on for seven tips on how to improve your English expertise.
Writing well can become second nature to those who also read well. Pay attention to how authors structure their sentences and how they use commas and sentence length to adjust tone and cadence. Reading can help to increase vocabulary. If you don’t know where to begin, ask colleagues for reading suggestions specific to your field, or browse best-selling book lists (here’s a great list of business books).
To write well, you must also understand the basics of the English language — how sentences are composed, the different parts of speech, subject/verb agreement, tense, and punctuation. Pick up a copy of Stephen King’s “On Writing” for a fresh take on writing rules.
There’s no way around it — many rules in the English language require memorization. Among the most frequently committed grammatical errors are misused homophones, which are words that sound the same but have different meanings.
“You’re/your,” “there/their/they’re,” “its/it’s,” and “then/than” are all commonly confused. An easy tool to help with contractions is to remember that they are derived from two words. “You’re” is “you are”; “they’re” is “they are”; and “it’s” is “it is.” “Then” is used to indicate time, whereas “than” is used as a comparison.
Learn first-person singular pronouns
Sentences often call for choosing the correct first-person singular pronoun — either “I” or “me.” Remember that “I” is a subject pronoun, whereas “me” is an object pronoun. A helpful way to determine word choice is to remove any other subjects.
Learn how to use commas
As a very broad rule of thumb, commas are used to indicate pauses in a sentence. They should not be used in place of a period. For example, “We went to the baseball field, it was fun” is incorrect.
But “We went to the baseball field, and it was fun” is correct, as commas can be used to separate two independent clauses when joined by coordinating conjunctions like “and,” “or,” or “but.” Commas are also used to separate three or more phrases in a series, after an introductory clause or phrase, and to set off nonessential clauses or phrases.
Beware the dangling modifier
A dangling modifier is a word or phrase that doesn’t have a clear subject. “After reviewing your notes, the conclusion remains elusive” contains a dangling modifier. Who is reviewing the notes? The sentence should be rewritten to say, “After reviewing your notes, I am unable to come to a conclusion.”
All sentences are identified as being either active or passive. In an active sentence, the subject performs the action. “The girl ate the salad” is an active sentence.
In a passive sentence, the subject of the sentence is also the subject of the action. “The salad was eaten by the girl” is a passive sentence. Though both are grammatically correct, passive sentence structures often lead to more errors, including dangling modifiers, misplaced commas, and run-on sentences. Sticking to the active voice will help ensure clarity.
Proofread, and read your piece out loud
A common cause of poor writing is time, as writers often power through emails and memos, giving a document a cursory glance before sending it to colleagues or clients. Step away from your piece before you submit it, and give it a thorough proofread.
Reading your writing in a new form — for example, on paper instead of on a screen; in a different font; or out loud — can be helpful in finding typos or grammatical errors.