Category: Blog

It used to be that an exclamation point conveyed intensity. But with the rise of the internet, the exclamation point is undergoing a transformation. Have you noticed? Many people think it’s no longer effective to use only one.

According to a recent article in The Atlantic, “Digital communication is undergoing exclamation-point inflation.” Because people are using this punctuation mark so often, they’ve started to use several, consecutively (!!!), in an attempt to convey an enthusiastic, friendly tone.

And I’m finding that it’s not only digital communication that exclamation-point inflation is affecting—it’s carrying over into formal business communication, and, sadly, even into academic writing.

Use of more than one exclamation point has no meaning. Is a statement extra exciting and meaningful if there are two exclamation (“The project is complete!!”) points instead of one (“The project is complete!”) and even more exciting if there are three (“The project is complete!!!”) instead of two? No. The meaning is the same in all three examples. And even if you perceive three exclamation points to indicate more excitement than one, will your readers have the same perception?

According to The Atlantic, “Much like awesome once served a greater purpose, the exclamation point has been downgraded from a shout of alarm or intensity to a symbol that indicates politeness and friendliness.”

But you can still create a polite, friendly tone with your choice of words and by ending your sentences with periods. Enthusiasm isn’t the only way to capture your readers’ attention. And it’s also not the only tone that’s considered polite. Your business letter can be engaging and have a friendly, happy tone while omitting exclamation points. Your choice of words, and your directness, clarity, and concision can help captivate your readers and create the appropriate tone.

I’m seeing more and more business letters that are full of exclamation points. I recently edited one in which every sentence, except for one, ended in an exclamation mark—and these were not exclamatory sentences. It’s not necessary to convey that much intensity in professional communication, and readers may even interpret it as unprofessional. (And, to the dismay of editors everywhere, I even sometimes see smileys used in formal business letters. When graphics are creeping into written communication, surely texting is to blame.)

As noted in The Atlantic, “since so much communication now occurs in text form, with no tone, body language, or facial expressions adorning it, it makes sense that we’ve found another way to smooth interactions.”

But I suggest letting your choice of words create smooth interactions, rather than using a punctuation mark in a way that it wasn’t intended to be used.

It’s common for the meaning of certain words to change over time, but now that punctuation is also transforming, it’s important to separate your formal business communication from your casual, personal texts, and ensure you’re perceived as professional. So unless you’re doing a mathematical calculation and need to indicate a factorial mark (n!), try to avoid using (and overusing) exclamation points in formal writing, such as business letters, cover letters, or academic papers. You might think the intensity is strengthening the points you’re making; but instead, it’s weakening them.

Writers of nonfiction sometimes incorporate quotes into their writing. Quotes, used sparingly, can be powerful—they can give your ideas the appropriate impact you’re looking for. But when you incorrectly punctuate your quotes, it creates inconsistency and disorganization that will weaken your ideas.

There are rules to remember about punctuation when using quotes. It’s not okay to place the punctuation mark wherever you want to.

In US English, periods and commas go inside quotation marks:

The writer said, “my manuscript is one hundred pages.”

There’s one exception to this rule—if you are following your sentence with a parenthetical citation, place the period after the closing parenthesis:

According to the researchers, the results were “inconclusive” (50).

But what about question marks, exclamation marks, dashes, colons, and semicolons?

These marks go inside the quotation marks if they are part of the quote:

The editor asked the writer, “How many pages is your manuscript?”

Place these marks outside the quotation marks if they don’t belong with the quote:

Did the editor say, “The manuscript is one hundred pages”?

So when you’re using quotes, be sure to place punctuation marks in the correct spot. And don’t forget to include the closing quotation marks.

 

I often find that writers like to emphasize words by capitalizing the initial letter or by capitalizing every letter. Sometimes it seems like writers randomly select words to capitalize.

This use of capitalization makes it difficult to understand a writer’s intended tone. In casual communication, such as emails and texts, use of all caps is often interpreted as yelling. And use of all caps or random capitalization can make a text difficult to read because it disrupts the flow. But what about in, for example, formal writing such as a nonfiction manuscript, a business letter, or a resume?

Use of all caps is not acceptable in professional writing.

According to The Chicago Manual of Style (7.52), capitalizing every letter in a word is called “setting in full caps” (e.g., DAY). Setting only the first letter as a capital is called “capitalizing” (e.g., Day).

But the meaning of a sentence is the same, regardless of whether all caps are used:

It was a beautiful spring day.

It a beautiful spring DAY.

And when random capitalization is used, the meaning is the same, but the writer looks like he or she does not have a solid grasp of written communication:

It Was a Beautiful Spring DAY.

The Chicago Manual of Style reminds us that “capitalizing an entire word or phrase for emphasis is rarely appropriate in formal prose.” Instead, italics should be used for emphasis because they are not as distracting as all caps—but they should be used sparingly. If you want to be seen as a skilled communicator and a professional within your field, let your choice of descriptive words convey emphasis; paint a picture for your readers.

I recently edited a resume that included capitalization of nearly every word. I assumed the writer wanted the reader to know, “This information is important, and I took the time to make this resume look nice!” But what will end up happening is that the reader will likely toss the resume aside after struggling to read it—and will question the communication skills and professionalism of the writer.

Overuse (and incorrect use) of capitalization doesn’t make your text look formal and important. Instead, it makes it look ungraceful and downright disorganized. And this makes it difficult to read.

In some situations, it’s okay to use all caps, for example, with abbreviations and with key terms in legal documents. But try to avoid distracting your readers by cluttering your text with arbitrary capitalization.

Sometimes I edit documents that are overflowing with big words. I recently helped someone with a graduate school admissions essay that was made up almost entirely of big words; and some were quite unusual. It made the writing sound silly. Members of the admissions committee might have needed a dictionary just to get through it—this would likely annoy them.

This applicant wasn’t going to be impressing anyone with those big words. So I made some edits to his word choices and explained why.

Using big words that your readers may not understand instantly separates them from the content—this is exactly what you don’t want to do. You want your readers to become immersed in your ideas. If they can’t understand, or if they get irritated by having to stop reading and look up words, they won’t be focused on your ideas.

Your purpose as a writer (or as a professional who is writing within your field) is to communicate information to your readers, rather than to demonstrate your vocabulary. You don’t want to confuse your readers and drive them away. If it makes sense to use a simple word, use a simple word. Basic language can often be effective. Use a thesaurus when you need help thinking of an appropriate word, but don’t overuse it.

But if you avoid using big words in your writing, aren’t you dumbing down your writing?

You aren’t dumbing it down, you’re adapting it. For example, a graduate admissions committee is certainly not composed of unintelligent people, but it’s still not a good idea to make them have to stop and look up several words. Help them breeze through your essay so they can learn about who you are as quickly as possible. Although I see reading as a constant source of education, and I think people should look up unfamiliar words, it’s a balance. For example, I wouldn’t teach students using language they don’t understand. That would be ineffective. Instead, I’d strike a balance between reaching them where they are and asking them to challenge themselves. It’s most important to adapt your writing to your audience.

Whether you’re writing fiction or nonfiction, vocabulary is important. But so is helping your readers stay focused on your ideas not on your vocabulary. Don’t complicate your writing. Provide an easy reading experience, so your readers can understand your content. This might mean expressing your ideas in the most simple, concise way. Don’t use big words for the sake of using big words. Your message may get lost.

This post is a reflection of a post from last January with a list of helpful things to remember when working with your editor. I’ve added three items to that list:

1. Your editor isn’t hoping to rip your writing to shreds. You want your editor to be honest with you and do his or her best to improve your work. Just like you wouldn’t want your teacher to hold you to low standards—that would be a waste of your time and potential—you shouldn’t want your editor to do so either. Your editor’s toughness will benefit you. And if this means red marks all over your pages, view it as a positive aspect of the writing process.
2. Be open to criticism. And learn how to handle it. Creating can be a tough process. When you receive suggestions for ways to make your writing better, your first reaction may be to become defensive. But this won’t serve you well. Be prepared with thick skin. And be ready to learn from constructive criticism.
3. Your editor doesn’t hate your writing. And it shouldn’t matter whether he or she does. Just as teachers don’t need to like their students to teach them well, your editor doesn’t need to like your writing to ensure it turns out great. If you’re getting only positive feedback from your editor, this may mean your editor doesn’t have the skills to recognize what should be different. Or maybe your editor is afraid to upset you—neither will benefit you.
4. There will be work for you to do when your editor is finished. Editing is a collaborative process, and your work doesn’t end as soon as you hand your document to your editor. Be disciplined. Keep revising. Learn from the edits. Remember that you don’t have to accept every change your editor suggests. It’s your work, and you have the final say.
5. Your editor should have a rationale for every change and suggestion. There’s a reason for every change I make to a text and for every suggestion I make to writers. If it isn’t already noted on your text, ask your editor why he or she is suggesting a specific change. Your editor should also have a philosophy that guides his or her work—this is something that’s also helpful to ask your editor about. (See this post to read about my editing philosophy.)
6. Be patient. You’re eager to finish your project. You want to get started on the final draft. If you think your editor is too slow, trust that he or she is giving your writing the careful attention it needs. Ideally, you’ve agreed on a timeline for completion, so there’s no need to worry that your editor is taking too long.
7. Ask questions. Communicate with your editor. Ask about changes or suggested changes to your text that you don’t understand. (And don’t be afraid of making spelling or grammar errors in the emails you send to your editor.) Your editor should be encouraging, positive, and willing to answer your questions as he or she helps you through the writing process.
8. Enjoy the process. When you receive your edited draft, be excited! You’re about to learn how to improve your writing and end up with the best possible finished product. You and your editor are a team. And you’re on your way to achieving the goals you have for your writing.

To ensure an effective relationship with your editor, remember these tips. Here’s to a productive year full of polished writing!

 

It’s the holiday season, and although Santa Claus is commonly seen at this time, this post is about a different kind of “claus”—an independent clause—and an error I commonly see.

If two independent clauses are joined by a coordinating conjunction, a comma is needed before the conjunction.

What’s an independent clause?

It’s a group of words that can stand on their own as a sentence; it includes a subject and a verb.

What’s a dependent clause?

It’s a group of words that can’t stand alone as a sentence; it does have a subject and a verb, but it doesn’t express a complete thought.

What’s a coordinating conjunction?

It’s a part of speech that connects words or phrases that have similar content. These are the most common coordinating conjunctions: and, yet, but, for, or, so, nor.

Here’s an example of two independent clauses joined by a coordinating conjunction (and):

Santa lives at the North Pole, and he has eight reindeer.

A comma is needed before “and.”

Here’s an example of one independent clause and one dependent clause joined by a coordinating conjunction (and):

Santa lives at the North Pole and also has eight reindeer.

A comma is not needed before “and” because “also has eight reindeer” isn’t an independent clause.

Although Santa may not mind whether you follow grammar rules, your readers will. Not using a comma before a coordinating conjunction separating independent clauses creates a run-on sentence—and that creates confusion for your readers.

A client recently asked me to “do some surgery” on an important, lengthy business letter. “Do whatever you can to fix it and make it good,” he said. He was willing to put the fate of a specific professional goal in my hands. And I was confident that I could give him what he needed.

His request made me think about how editing is sort of like surgery.

My workspace may not be sterile, but it’s organized and well-lit. With focused eyes, I open the document. I begin the procedure by examining the writing and addressing the most pressing trauma first. As I work, the body of the text begins to look like a bloody mess of red marks. With precision and patience, I resect and repair the ineffective parts. I excise words that don’t work and insert new ones. I make minor alterations to restructure sentences—perhaps some major ones too. I correct the problems. When I’m finished, I close up the file with my work carefully saved. I’ve left the text repaired and stronger than it was when it came to me. It doesn’t look perfect yet, but it’ll be healed in the final draft. I’m happy with my work. My client might feel some pain when he sees the editing marks, and he’ll have some work to do. But I know if he adheres to my treatment plan—my suggested changes—he’ll have a good outcome. And I’ll follow-up and review the final draft—“posteditive” care.

What do editors and surgeons have in common?

• They diagnose—Editors evaluate the chief complaint (maybe the writer has noted a specific writing issue), take a history (discuss with the writer the goals for the project and any problems with past projects), do a physical exam (look at the text to determine the state of the writing), develop a treatment plan (identify the type of editing needed and the time it will take), and provide follow-up care (review the final draft after the writer has implemented the suggested changes).
• They’re decisive—They must be confident in the decisions they make not only because they’re making decisions based on what’s best for the writer/patient but also because the work they do is time-sensitive.
• They do no harm—They’ll leave your text/body in better shape than it was originally. They will not introduce problems.
• They’re conscientious—It’s critical that nothing is missed. There’s no room for errors.
• They’re perseverant—No matter how challenging a text/case is, they must put in their best effort until the end.
• They’re skilled—They must have the necessary skills and always be willing to learn more.

So why does this matter to you?

You might hesitate to have an editor evaluate your text. Who knows what the outcome will be? Will it make things worse? Will the editor discover a major problem with your writing? You might also hesitate to let a surgeon operate on you. Who knows what the outcome will be? Will it make things worse? Will the surgeon discover a major problem with your body?

Just as the benefits of surgery can sometimes be worth the risks, the benefits of working with an editor might outweigh your fears about the process. Although letting an editor evaluate your writing may seem daunting, remember that editors (like surgeons) want to give you the best possible outcome.

Editing is, in a sense, elective surgery that’s performed on your writing. So you want to be informed before you decide to move forward. Go ahead and ask your editor the same questions you’d ask your surgeon: What’s your background? Are you certified? How many of these have you done? What are the risks? What can I expect when you’re finished editing?

If you’re considering working with an editor, don’t hesitate. Editing is an effective therapeutic option to ensure your writing is in excellent shape. Using a client-centered, minimally invasive approach, your editor will improve your writing as painlessly as possible.

 

 

 

 

 

 

 

 

 

 

 

Long ago, in a university dorm room built for one, lived two freshmen girls. In the tiny room one Sunday afternoon in late fall of 1995, a mix tape played on a stereo that sat atop a dresser. Within reach, a stack of VHS tapes rested on a shelf below a TV/VCR, next to a corded phone with an answering machine nearby. As one girl sat on her twin-extra-long bed eating cereal, her roommate burst through the door holding a big, white box-like object with some cords dangling from it. “It’s one of those things—a modem!” she said. “If we can figure out how it works, we can do email here instead of waiting in line at the computer lab.” The other girl responded, “Wow! Right here in our room?” There was a girl down the hall who knew how to hook up this contraption, and when she attached it to the Macintosh SE on one of the desks, the girls heard, for the first time, part of the soundtrack to their year: the screeching crackle of a dial-up connection for this modern way to communicate . . . the internet.

Well, it’s 2017, and the internet is no longer a novelty. The word internet is now a part of everyday life. But even though technology has evolved rapidly, language has been slower to evolve.

Since the introduction of the internet, the term has always been capitalized (in the United States and Canada). It was once something new; therefore, its capitalization was warranted. It was a way to differentiate The Internet (a global network) from an internet (any network). But now that the internet is a common part of our lives, no distinction needs to be made.

You can now use a lowercase “i” in the term internet. The recently published 17th edition of The Chicago Manual of Style instructs that the term is no longer capitalized.

My generation and the previous may see technology as something relatively new and important—worthy of a capital letter. But those who grew up with technology everywhere don’t see the internet as uncommon. It makes sense; we don’t capitalize telephone or television.

Language often becomes simplified over time, and that’s what has happened with the word internet. It takes slightly less time to type a word when all its letters are lowercase; therefore, it’s simpler to not capitalize internet. Also, elimination of unnecessary capital letters creates a smoother reading experience because the readers’ eyes are not distracted by the visual obstacle a capital letter presents. Many editors are happy with this change. We want to give readers as seamless a reading process as possible and eliminate all distractions, such as unnecessary capital letters, so readers can focus on what’s most important—the content.

This change in the capitalization of internet is good news for those of you who’ve always thought it shouldn’t be capitalized. But for those of you who aren’t happy with this change, can you still use the capital “I”?

It comes down to following established, current guidelines. Now that it’s okay to use all lowercase letters for internet, you’ll seem old-fashioned if you don’t (like if you use two spaces after a period). And this means your readers may see the information you’re presenting as outdated (like a WiFi-less dorm room in 2017).

There’s no need to take the extra two seconds to capitalize internet. You can spend that time doing something else—like checking your email.

Do you think correct spelling is no longer important because we have technology that can spell for us and because “text speak” is common?

Technology such as autocorrection may be making misspellings common, but that doesn’t change the reality that poor spelling is powerful in terms of the way people judge you. Correct spelling is still important. People will draw conclusions about you from your ability to use English correctly—and those judgments will carry over to the services, products, or information you’re offering.

I’m sure you don’t want your professional (or personal) communication to make you seem unintelligent. You also don’t want to confuse your readers or waste their time. Correct spelling is not only important for printed communication but also for professional online content—your website, your blog posts, your marketing materials, and your social media posts. Most important, your readers will likely notice spelling errors before they’ll notice punctuation errors; therefore, misspellings have a huge impact on your communication.

Spelling is an indicator of how you process language. Spelling instruction begins in early elementary school. As a former teacher, I know that many children don’t enjoy practicing spelling (although, as a child, spelling was one of my favorite activities in school—I thought it was fun to form words from letters and recognize patterns), but there’s a reason teachers insist that children learn to spell: It supports reading, which lays the foundation for a child’s academic career and future. Spelling helps children learn to read and develop language proficiency, giving them confidence in their literacy skills, which results in confidence in their overall academic capabilities. No matter what our jobs are, we never stop writing throughout life. Communication skills are critical—you must have the skills to convey your thoughts clearly, and spelling is part of this.  

But aren’t people who insist on good spelling just being snobs?

No. They’re being conscientious. Spelling is a standardization, just like grammar rules. (See this post on the importance of grammar rules.) Adhering to correct spelling means you care about communicating clearly; therefore, you care about the information you’re communicating and the people you’re communicating it to. When people read your nonfiction text, you can presume they’re trying to learn something. On some level, they want to think you know something they don’t. If they see that your writing is full of spelling errors, they’ll wonder about the quality of the information you’re providing.

So has technology made it okay to misspell words?  

No. A recent BBC article cited the head of education and skills at business lobby group CBI: “It would be a mistake to tell young people that spelling doesn’t matter in this industry, or in this occupation, because those basic skills are a real gateway to other roles or to developing other skills” (Morrison 2017). So if you want to advance in your career, you need to spell correctly.

But is it okay to be less strict about spelling in an e-mail because e-mail is considered casual communication?

This is a gray area. Morrison states, “Where once there were agreed conventions for letter writing, the online environment has created a new in-between form of discourse where we don’t quite know what the rules are.” Of course, you’ll want to assess your audience, but it’s best to err on the side of caution and remain formal in your communication; stick to the rules of spelling and grammar. Just like poor grammar distracts from the content of your writing and reflects badly on you, poor spelling does also.

Bottom line? Despite technology, correct spelling is still important. Spelling errors won’t make you look current and laid-back, they’ll make you look unintelligent and lazy—which you know you’re not. And remember, spell check doesn’t catch every error. So if you feel like you struggle with spelling, pay close attention to spelling when you write. Use a dictionary. Get help from an editor. But try not to publish writing with misspellings that have the power to ruin your credibility.