The Value of Quality Business Communications

Would you represent your company wearing unwashed or torn clothes? Then why would you send out a letter, email, brochure, web content or report that was not edited or checked for errors?

In this age of instant publication, online marketing and inexpensive printing, companies are increasingly putting out sloppy business communications. However – a word of warning – consumers do care!

In a recent survey conducted by wordsmithery.com.au, 97% of respondents said they would possibly be deterred from dealing with a business if its communications (like letters, emails, reports, brochures or advertising) were presented with poor spelling or grammar.

55% of respondents said that even in a casual online forum, the use of colloquial language or unedited business communications was unacceptable, and 85% thought colloquial or unedited writing was unacceptable in business emails.

Writing for your business
A key ‘tip of the trade’ is to write what you want to say, leave it, and then return and edit it. Generally, you should aim to reduce the number of words and produce a far more polished, concise and professional message. If you get into a mess, it can really help to have someone else review your work – a fresh set of eyes may pick up errors you overlooked or give a fresh voice to your message.

K.I.S.S.
Remember the “KISS Principle” – Keep It Simple Stupid. Use simple, everyday language in all of your business communications. You need to appeal to the “lowest common denominator”. Using complex, confusing or academic language risks the reader not being able to understand what you are saying or simply becoming bored– causing them to switch off. Try to write as you would talk to create a simple and straightforward message.

Common areas of confusion

The apostrophe
The apostrophe befuddles many writers, but following these three main rules should avoid most problems:

• An apostrophe denotes ownership, e.g. Joe’s bag is at the kids’ school (the apostrophe is placed before the s in the singular and after the s in the plural). This applies to nouns and NOT pronouns.
• An apostrophe is used when excluding letters to create a contraction, e.g., “do not” becomes “don’t”.
• You DO NOT use an apostrophe when you add an ‘s’ to create a plural.
  

The comma
A punctuation mark that is increasingly under-used, although it can be equally over-used! Remember: ‘” Let’s eat, Grandma” or “Let’s eat, Grandma” – punctuation saves lives!’

Use of words
Some words sound the same, but their spellings and meanings are entirely different, e.g. there, their, and they’re OR your and you’re.

Remember, there are always exceptions to every rule, so if you are unsure, read up on the rules of punctuation and grammar. Let your business communications reflect positively upon you and your business.

Use a professional editor or writer
If you are too busy running your business to spend time writing and editing, you can employ a professional to help out. An editor or writer can bring fresh and exciting language to your spiel – removing industry jargon that may not be understood by prospective customers and making sure your spelling, grammar, punctuation and ‘tense and sense’ are correct and consistent.

Above all, an experienced writer or editor will give you and your business the advantage of fresh, polished and professional-sounding business communications – putting you ahead of your competitors.