qm202

Writing Style Guide COMMON BUSINESS ERRORS CONTRACTIONS IT’S It’s imperative that we complete this form. It is imperative that we complete this form. THEY’RE They’re requiring the use of secured email. They are requiring the use of secured email. WHO’S This website will explain who’s eligible for coverage. This website will explain who is eligible for coverage.

YOU’RE You’re allowed to deposit up to $250 per paycheck to an account. You are allowed to deposit up to $250 per paycheck to an account. POSSESSIVE ADJECTIVES ITS Our company achieved its sales goals last year. THEIR Their strategy is similar to ours. WHOSE

The group needs to decide whose ideas will work best. YOUR Your work is exceptional.

CONFUSING WORDS ADVISE / ADVICE

We advise our clients on choosing the best plans. We offer advice on choosing the best plans.

AFFECT / EFFECT Overhead will affect our profits. The law will affect my taxes. AFFECT is a verb.

Overhead will have an effect on our profits. The law will have an effect on my taxes. EFFECT is a noun. Use EFFECT with OF and ON.

COMPLEMENT / COMPLIMENT Team members complement each other by bringing different strengths to the table. When she told me the job was done well, it was a true compliment. We were served a complimentary breakfast before the meeting.

DEFINITELY / DEFIANTLY I am definitely interested in the position. The boy defiantly disobeyed his parents.

DEPRECATION / DEPRECIATION Self-deprecation is an unappealing personality trait. Depreciation of the assets is calculated using this formula.

LEAD / LED I want you to take the lead on this project. Scientists found lead in the water. If you lead, I will follow. The manager led the team.

LOSE / LOOSE We cannot afford to lose the client. My shoelaces were loose, so I had to tie them again.

MANAGER / MANGER

John Smith is the manager of the department. During the Christmas season, you may find a manger on display.

MANNER / MANOR

I will approach the problem in a different manner. The reception will be held at Hillsdale Manor, the president’s estate.

MINER / MINOR The miner was hired to work in the coal mine. This is a minor problem. My major is finance and my minor is marketing.

MORALE / MORAL Employee morale was improved by the salary increases. Employees need to have moral standards when they conduct business.

PASSED / PAST I passed the test with flying colors. In the past, we have been profitable. POSSESS / POSSES I possess the skills necessary for the job. The sheriff and his deputy rounded up posses for the manhunt. PRINCIPLE / PRINCIPAL

Companies expect employees to have moral principles. PRINCIPLE means guidelines. As a principal at ABC Accounting Firm, Kevin has important responsibilities. John paid extra principal on his loan each month. The principal ideas were presented by the high school principal.

PROSPECTIVE / PERSPECTIVE I am sending my résumé to prospective employers. I see things from a different perspective than you do.

REGARD / REGARDS I regard him as an expert in the field. The report is correct in that regard. Please give my regards to Mr. Thompson.

ROLE / ROLL

Mary played an important role in the company. A roll was served with the salad at dinner. I watched the ball roll across the street.

THEN / THAN We will complete the first phase and then move on to the second. If these numbers are correct, then we can pay off our debts.

THEN refers to time and is used with IF/THEN logic statements. Our profits are greater this year than they were last year. I like this idea more than that one. More often than not, my strategy works.

THAN is used for comparisons: less than, hotter than, shorter than, older than, more expensive than . . .

TO / TWO / TOO I am going to the store. I need two new computers. I, too, would appreciate an answer. I am spending too much money. TOO shows degree: too little, too late, too hot, too cold, too expensive . . . Write these words as one word (not two): cannot, whereas, nevertheless, oftentimes, within, throughout, themselves, myself, himself, aforementioned Be specific with dates: Tuesday, July 2, is more specific than recently. In 2016 is more specific than nowadays. Stay consistently plural (or singular when necessary): Incorrect: Once an employee submits their report, he or she will earn a bonus Correct: Once employees submit their reports, they will earn bonuses.

Commas A complete sentence has a subject (who or what) and verb (action words or is, am, are, was, was, were) plus additions.

 Joe (subject) manages (verb) the IT department for an automotive supplier.

 His arguments (subject) are (verb) logical. Fragments occur when subjects and/or verbs are missing.

Fragment: Causing employee morale to increase.

Correct: The policy (subject) is causing (verb) employee morale to increase.

RULE 1: Sentences can begin with conditional openers. Place a comma after an opener to show the subject follows. Short words such as however are openers. Longer openers begin with the words below: According As Before If Unless Whenever After At By In Until While Although Because During Since When With

 According to an article in The Wall Street Journal, salaries (subject) may rise.

 During the restructuring phase, the plan (subject) was not communicated.

 In order to implement this change, I (subject) recommend using voicemail.

 However, flexibility (subject) is important. Alone, openers are fragments.

Fragment: When we meet next week.

Correct: When we meet next week, we (subject) will discuss (verb) bonuses.

RULE 2: Use a comma to divide complete sentences with a conjunction (and, but, or, nor, for, so, yet, whereas).

 Ann (subject) met (verb) with them, and she (subject) solved (verb) the issues.

Comma splices and run-ons occur when sentences are not combined as follows:

 John (subject) finished (verb) his report, and he (subject) submitted (verb) it on time.

 John (subject) finished (verb) his report. He (subject) submitted (verb) it on time.

 John (subject) finished (verb) his report; he (subject) submitted (verb) it on time. Note: Semicolons divide complete sentences.

Incorrectly combined sentences:

Comma splice: John finished his report, he turned it in on time.

Run-on: John finished his report he turned it in on time.

RULE 3: Use commas with lists of three or more. Do not use commas with lists of two.

 Customers can choose between red, blue, and green umbrellas.

 Customers can choose between red and blue. Two Subjects:

 The new employee (subject) and the head of the department (subject) met (verb) to discuss the reorganization.

 The new employee in accounting (subject) and the former head of human resources (subject)met (verb) on Tuesday to discuss the reorganization of the company.

Two Verbs:

 She (subject) finished (verb) the proposal and submitted (verb) it on time.

 He (subject) has (verb) good arguments and expects (verb) to win the debate. Incorrect: Marie completed her report, and submitted it on time.

Two Additions:

 She (subject) knew (verb) not only what to say but also when to say it.

 She (subject) studied (verb) accounting and economics at Walsh College.

RULE 4: Commas set off modifiers that are not essential to a sentence. Not essential: Jim Smith, who loves to travel, will be the head of the department. Essential: Employees who love to travel will be assigned clients in Europe. Not essential: Our CEO, Jan Smyth, signed the letter. Essential: CEO Jan Smyth signed the letter.

Apostrophes Use apostrophes to show possession.

 The company’s stock price rose.

 The man’s computer crashed.

 A warning was on the product’s packaging.

 The accident was no one’s fault. Possessive and plural do not mean the same thing. Plural means more than one of something: desks, computers, companies, employees. PROCESS FOR DETERMINING APOSTROPHE USE:

 Determine whether you are referring to one (singular) or more than one (plural).

 Determine whether possession is shown. One: the company’s balance sheet More than one: the companies’ balance sheets One: the employee’s benefits More than one: the employees’ benefits One: the associate’s clients More than one: the associates’ clients RULE 1: If the noun is singular and ends in s, it is correct to use either s’ or s’s.

 Starbucks’ profits OR Starbucks’s profits (compared to Ford’s profits) RULE 2: If the noun is plural and does not end is s, use 's.

 people’s attitudes, men’s gloves, children’s toys, women’s briefcases RULE 3: Never use an apostrophe at the end of a noun that does not show possession.

Incorrect: Studies’ (subject) prove (verb) we can be energy independent. Note: The verb prove cannot be possessed.

RULE 4: Never use an apostrophe with a verb.

Incorrect: Innovation (subject) plays’ (verb) an important role in our economy. Note: The verb plays cannot possess anything.

SAMPLE EMAIL TO: Name FROM: Name DATE: Month XX, XXXX SUBJECT: Who, What, When Hello Name: Elitsedquianon umquameiusmodira tionev quivelit, sedquia non numquameiusmodi. Equeporroquisquamest, qui dolorem ipsum quia dolor ame, consectetu, adii. UNDE OMNIS ISTE Quae ab illoinventoreveritatiset quasi architee:

 Tt perspiciatisnatusjerror sit voluptatema iu uelaudantium.

 Quae ab illoinventoreveritatiset quasi architectobeatae vitae dicta suntexplicabo.

Kindly,

Name Title Contact Number *Always know specific requirements (for class assignments or company) of your audience.

Use specific subject line making it easier to prioritize and locate later.

Include appropriate greeting to the reader, followed by colon.

Provide information about attachments.

End courteously with what you expect reader to do next in response to

email, executive summary, or report.

Include closing appropriate for reader (e.g., Sincerely, Thank you, Thanks . . .) and

include your title and contact information or automatic email signature.

SAMPLE EXECUTIVE SUMMARY FORMAT*

Executive Summary Title

Prepared by: Name(s) Month Day, Year

Elit sed quia non numquam eius modi ratione voluptatem sequivelit, sed quia non numquam eius modi.Natus jerror sit voluptatem accusantium doloremque laudantium, totam rem aperiam, eaque idolores. UNDE OMNIS Quae ab illo inventore veritatis et quasi architec beatae:

 Tt perspiciatis natus jerror sit voluptatem accusantium doloremque laudantium, totam.

 Quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo. Nemo enim fugit.

UNDE OMNIS ISTE Eque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci qu ab illo inventore veritatis et quasi architecto.Eque porro quisquam.

*Always know specific requirements (for class assignments or company) of your audience. *The font style in this example is lorem ipsum text to show formatting, not content.

Start with introductory paragraph and brief overview (introduce report or state research/project to

be summarized and its business purpose/relevance to reader).

Use descriptive headings (in bold and/or underlined) to organize content and visual

cues (bullet points, graphs) to emphasize main points and to present information in

an easy-to-read manner.

End with recommendations (next steps or ways business can use research) along with conclusion.

Include page numbers on all business documents over one page.

SAMPLE BUSINESS LETTER FORMAT Jane Doe Director, Claims ABC Services 12345 Main St. Troy, MI48083 January 15, XXXX John Adams Claims Specialist XYZCorporation 6789 Oak St. Troy, MI48083 Dear Mr. Adams: Natusztperspicia sjerror sit voluptatemaccusantiumdoloremquelaudantiumremaperiam, eaqueipsamagnidot.

Ttperspiciatisnatusjerrorsit voluptatemaccusantiumdoloremquelaudantium,totamrem aperiam, edoloreseos rationevoluptatemsequinesciun.

Ttperspiciatisnatusjerror psit voluptatemaccusantiumdoloremquelaudantium, otam aperiamEeaqu. Sincerely, Jane Doe Director, Claims Enclosure

Include your name and contact information at left margin or centered

depending on letterhead for specific companies.

Include date with spacing above and below adjusted to center letter.

Include name and contact information of the person receiving letter.

Include greeting with courtesy title (Mr., Ms., Dr.) followed by colon.

Leave four blank lines after the closing for your signature.

Use Enclosure if additional document/s included.