This post is part of a series exploring key insights from Bryan A. Garner’s “HBR Guide to Better Business Writing.” Each segment transforms highlighted concepts into practical, actionable advice for improving your business communication.
Introduction
Even the most insightful ideas can be undermined by poor grammar, inappropriate tone, or ineffective formatting. As Garner notes, “readers may see your language—especially your use of your native language—as a reflection of your competence.” This final segment addresses the finishing touches that transform acceptable business writing into exceptional communication.
We’ll explore how to fine-tune our grammar for credibility, refine our tone for maximum receptivity, and format your messages for specific business contexts. These elements might seem superficial compared to our document’s content, but they significantly impact how our audience perceives both your message and your professional capabilities.
Grammar as a Credibility Marker
Grammar isn’t just about following arbitrary rules—it’s about presenting yourself as a competent professional. When readers spot grammar errors, they may question your attention to detail in other areas.
Essential Grammar for Business Writers
1. Subject-Verb Agreement
A fundamental rule: A verb must agree in person and number with its subject.
Common pitfalls to avoid:
- Being misled by words between the subject and verb
- Confusing singular subjects connected by “or” or “nor”
- Getting tripped up by “there is/there are” constructions
Practical examples:
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Incorrect: The list of recommendations were approved.
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Correct: The list of recommendations was approved.
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Incorrect: Either John or his colleagues is presenting today.
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Correct: Either John or his colleagues are presenting today.
2. Pronoun Agreement
Pronouns must have the same gender and number as their antecedents (the nouns they replace).
Guidelines:
- Unless you know the subject’s gender, avoid using he/she
- For gender neutrality, consider restructuring sentences to use plural forms
- Use “they” as a singular pronoun only in informal contexts
3. Mastering Grammar Without Obsession
Garner suggests three practical ways to improve your grammar:
- Read first-rate nonfiction regularly
- Have knowledgeable colleagues review your writing and explain corrections
- Consult grammar guides when questions arise
Remember: Perfect grammar doesn’t guarantee good writing, but poor grammar almost certainly guarantees bad writing.
Tone: The Voice of Your Message
Tone in writing—how you “sound” on the page—dramatically affects how readers receive your message. The goal is to sound natural, professional, and likable.
Crafting Your Professional Voice
1. Sound Human, Not Corporate
Many professionals adopt an institutional voice that sounds stilted and distant. Instead:
- Write more or less as you’d speak, minus casual expressions
- Include courtesies like “thank you” and “we appreciate”
- Use people’s names rather than referring to “the above-mentioned patient”
2. Use Personal Pronouns Effectively
Personal pronouns add warmth and directness to your writing:
- Don’t overuse “I” (avoid beginning paragraphs or successive sentences with it)
- Use “we,” “our,” “you,” and “your” liberally to create connection
- Address readers directly with “you” whenever possible
3. Embrace Contractions
Contrary to what you may have learned in school, contractions in business writing:
- Counteract stuffiness
- Sound more natural
- Create a conversational tone without sacrificing professionalism
4. Vary Sentence Structure
Monotonous sentence patterns bore readers:
- Mix short sentences with longer ones
- Alternate between different sentence structures
- Use a variety of transition words and phrases
5. Minimize Acronyms
Acronyms make writing easier but reading harder:
- Use them sparingly, especially those readers may not know
- Don’t make readers master your specialized vocabulary
- When acronyms are necessary, define them clearly the first time
Formatting for Specific Business Contexts
Different business documents require different approaches. Mastering these formats increases the effectiveness of your communication.
Email Excellence
Emails form the backbone of business communication. To ensure yours get read and acted upon:
1. Get to the point quickly
- State your purpose in the first few sentences
- Make your request clear and specific
2. Keep it brief
- Aim for one screen of text maximum
- Use bullet points for multiple items
3. Write informative subject lines
- Make them specific and action-oriented
- Highlight deadlines in the subject when applicable
4. Use standard writing conventions
- Proper capitalization and punctuation signal professionalism
- Even quick emails deserve basic proofreading
5. Include a signature with contact information
- Make it easy for recipients to reach you through their preferred channel
- Include your title and organization where appropriate
Business Letters That Get Results
Despite the digital age, business letters remain essential for formal communications. For maximum impact:
1. Focus on the reader
- Begin with “you” rather than “I” whenever possible
- Address what matters to the reader, not just to you
2. Be clear and direct
- State your purpose clearly
- Avoid hedging and equivocating
3. Use natural language
- Replace stiff, formal phrases with direct alternatives
- For example, change “Enclosed please find” to “Here are” or “Enclosed are”
4. Structure for positive response
- When delivering rejection or bad news, sandwich it between positive elements
- Don’t start with a direct “no”
Reports and Memos That Influence
For longer-form business documents that aim to inform or persuade:
1. Craft strong titles and subject lines
- Be specific and informative
- Avoid vague or overly clever language
2. Organize around issues (preferably three) For each main issue:
- State the issue clearly
- Present your solution
- Explain the rationale for your solution
3. Write executive summaries that work
- State the problem concisely
- Present your solution
- Explain why your solution will work
4. Consider different reader types Write for:
- Executives who want quick status updates
- Technical reviewers who will assess your document’s soundness
- Future readers who may need to extract information later
Key Takeaways
- Grammar affects credibility - master the fundamentals to maintain professional credibility.
- Tone should be natural yet professional - sound like a human being, not a corporation.
- Use personal pronouns - especially “you” and “your” - to create connection with readers.
- Format according to context - emails, letters, and reports each have specific best practices.
- Consider different reader types when structuring longer documents.
Action Plan
- Create a personal “grammar watchlist” of errors you commonly make and review it before finalizing important documents.
- Develop email templates for recurring communications that incorporate the best practices outlined above.
- Practice writing “sandwich” structures for delivering negative information.
- Create an executive summary template that prompts you to include problem, solution, and rationale.
- Review your email signature to ensure it provides complete and professional contact information.
Reflection Questions
- How might improving your grammar enhance your professional reputation?
- Which formal or stilted phrases do you commonly use that could be replaced with more natural alternatives?
- In what ways could you make your emails more action-oriented and reader-friendly?
- How effectively do your current document formats serve different types of readers?
- What tone do you typically adopt in writing, and how might adjusting it improve your communication effectiveness?
Conclusion
The journey to better business writing isn’t about achieving perfection in a single attempt. It’s about consistent improvement through deliberate practice and attention to both major principles and minor details. As you implement the strategies from this series—connecting with readers, mastering the writing process, achieving clarity and concreteness, and perfecting your prose—you’ll find that your business writing becomes not just more effective but also more efficient.
Remember Garner’s fundamental insight: “Good writing gets ideas noticed. It gets them realized.” By investing in your written communication skills, you’re not just polishing words—you’re ensuring that your ideas have the impact they deserve.
Jump to Part 5 - Business Writing Checklist
This content represents my own analysis and interpretation of concepts from Bryan A. Garner’s “HBR Guide to Better Business Writing. For the complete experience and the full depth of these ideas, I highly recommend purchasing and reading the original book.