Tag Archives: business English

More on Capitalization

 

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Whatever you do, DO NOT study Trump’s tweets for a lesson in capitalization. He seems to have zero idea of when to use capital letters and just does so at will, most often for emphasis. Of course, when you emphasize everything, you end up emphasizing nothing.

Here’s the deal: If you are writing the official name of something, capitalize it:

I went to Hollywood High School.   But I went to high school in Hollywood. My high school was in Hollywood.

She was born in Children’s Hospital of Philadelphia. But She was born in a hospital in Philadelphia. The hospital she was born in was in Philadelphia.

If the word you are using is not the official name of the thing you are citing, use lower case. In addition, the word the is rarely part of anything’s official name. It’s not The Statue of Liberty. Use lower case for the word the.

 

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Punctuation—It Matters

 

© Judi Birnberg

 

 

 

In Just My Typo, edited by Drummond Moir (gotta love his name), he cites a 19th century example of carelessness:

A New Orleans cotton broker sent a telegraph to New York, asking if he should buy cotton at the current prices. He received an answer of “No price too high.” Naturally, he bought as much as he could, only to discover that the answer should have been punctuated as follows: “No. Price too high.”

One tiny dot on paper can make a world of difference.

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Discreet vs. Discrete

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Will she be discreet?

These two words are pronounced identically and are commonly mistaken for each other.

DISCREET means circumspect, prudent, careful. If you are discreet, you will avoid gossiping or criticizing others. You try to avoid embarrassing others. Roger promised he would be discreet after his best friend told him he was thinking of divorcing his fourth wife.

DISCRETE means singular, unconnected, separate. Academy Awards are given in multiple discrete categories.

 

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What Is Business Writing?

© Judi Birnberg

 

Somewhere, somehow, people in the business world got the idea that using everyday English for their written communications was just not professional. The simplest sentence turned into a Pronouncement From On High. It was taboo to write As we discussed yesterday. Writing As per our previous conversation/dialog yesterday…. was suddenly seen as elegant and professional. The Latin phrase and redundancy made it even weightier. Bravo for you, middle manager!

I spent over 20 years in the corporate world leading business writing seminars in which participants came to see this stilted and pretentious style of writing as an impediment to communication. I urged them to write as if they were speaking to the recipient sitting across their desk. No one speaks in that bureaucratic manner, so why write that way? Obviously, the corporations that hired me knew what I was teaching and wanted their employees to lose the jargon. I did my little part, but I am quite sure the pompous style still lives at many companies. Simple, straightforward, everyday English ensures that all recipients will understand the message. It saves time and money. Questions about intent are no longer necessary. Say what you mean, just as if you were talking to your audience face to face. Business writing is clear, direct, and concise. That’s all it takes.

 

 

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Similar Sentences, Different Outcomes

I’ve had a book for eons, Questions You Always Wanted to Ask About English (but were afraid to raise your hand), by Maxwell Nurnberg. Many of the exercises make you think. Look at these pairs of very similar sentences and answer the questions:

A. Which sounds more conspiratorial?

  1. We’d like to invite you to dessert with us tomorrow evening.
  2. We’d like to invite you to desert with us tomorrow evening.

B. Which draft board’s needs were the greatest?

  1. The medical board accepted men with perforated eardrums.
  2. The medical board excepted men with perforated eardrums.

C. Which question would an investigator ask about a specific group?

  1. Were there voices raised in protest?
  2. Were their voices raised in protest?

D. Which Joe is the eager beaver?

  1. Joe submitted to many orders.
  2. Joe submitted too many orders.

E. Which statement is concerned with ethical standards?

  1. The principles in the case are well known.
  2. The principals in the case are well known.

Remember, if you write an actual word, even if it’s wrong, your spellchecker won’t pick it up. Proofread meticulously.

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There’s a Name for It

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Have you noticed how so many politicians drone on and on and on and on, frequently using the conjunction and, as I just did, to connect clauses, phrases, and complete (and sometimes incomplete) sentences? Trust me, they do it:

“And just let me add, Ms. Reporter, that we are going to have a budget by next week, and some people have said we won’t have one until September, and I know they are skeptical, and I want to reassure you that the American people won’t be willing to wait that long, and you’ll see how efficiently Congress can work.”

Wake up, please, just long enough for me to tell you that using a conjunction repetitively is a figure of speech called polysyndeton.  You will probably forget that Greek word in about 15 seconds, as will I, but we can at least recognize that poly means many, as in many, many ands, ors, buts, fors, and yets.

Sloppy speech and writing result from lazy thinking. It really is a good idea to choose your words carefully before committing them to the screen or the airwaves.

“Better to remain silent and be thought a fool than speak and remove all doubt.”

This quotation is variously attributed to Lincoln, Voltaire, Mark Twain, Samuel Johnson, and that most prolific of authors, Anonymous.

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Quotation Marks, Part 7 (!)

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We don’t know who made up all these punctuation rules; they are merely for convenience and ease of reading. So here goes with one more on the use of quotation marks.

You remember that periods and commas always go inside quotation marks, right? Here’s another “always” rule:

Colons and semicolons always go outside quotation marks:

The English teacher told us that tomorrow we will read “Mending Wall”; no one in the class knew the poem’s author was Robert Frost.

I needed only one thing before reading Allen Ginsberg’s “Howl”: a thesaurus.

 

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