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grammar & details

Writing and grammar: Valentines Day is almost here

It is February and we’re almost at Valentines Day. I love (love heart) writing

Personally, I don’t care about the commercialism of the day. I consider it a reminder to acknowledge those people we care about, both romantically and otherwise, in a way we probably don’t think of throughout the year.

I aim to send a note, letter or email to people close to me for Valentines Day, just so they know I care all year, even when I forget to tell them.

For those romantically inclined, I wrote an article on writing love letters, and another on how to present love letters in a special way. I also wrote a number of Valentines articles for Save Time Online, including Valentines ideas for singles!

Writing Valentines Day

And for those interested, Valentines Day, Valentine’s Day and Valentines’ Day are all grammatically correct! It depends which grammar rule you believe is more important as to how you write the word!

Valentines Day – the name of an event, such as Good Friday or Christmas Day

Valentine’s Day – the day owned by or relating to Valentine

Valentines’ Day – the day owned and celebrated by valentines (lovers) everywhere

The same answer applies to Mothers and Fathers Day, too.

So what is your preference for writing Valentines Day? Is that just what feels right or have you thought about what is ‘correct’?


A funky gift is
nice without sending inappropriate romantic messages!

Checklist for finalising an annual report

Producing an annual report is a huge job – there are so many details to co-ordinate. Before signing off a final draft, I always get the following items checked at least once, often using different people for specific list items so they can focus and are more likely to spot any errors.

Annual report checklistchecklist for an annual report project

  • company data
    • ABN and similar numbers
    • phone number
    • address
    • online addresses
  • logo is present and used according to the style guide
  • contents page numbers
  • spelling (especially company, people and product names)
  • technical details (eg is it $36 per 100g or 100kg?)
  • figures and data (eg financial tables, returns data)
  • people in photos are named correctly
  • labels on images are correct and with the appropriate image
  • mandatory details are included (various industries have specific items that must be included)
  • images and graphics are appropriate for the brand and ok to use (copyright, model permissions, etc)

THEN

  • report flows from cover to cover (ie read every word in order)
  • check everything fits correctly (eg remove orphans and align page breaks)

 

If all the above have been checked thoroughly, your annual report is correct and can be signed off ready for publication.

It’s easy to rush through this section because time is running out nad everyone’s a bit over the whole project by the end. However, it is such an important part of the process and needs to be carried out diligently (such as having multiple people involved).

When planning the annual report process, I always allow a week and preferably two weeks for the review. Not only does this reduce the rush, it gives me spare time if changes are required and a second review becomes necessary.

Do you have a checklist for finalising an annual report or similar large project? Do you involve multiple people in the review process?

Poor spelling impacts on your content

Quality  content is more than the message – it also has to be presented in a way that is easy for people to read and understand.

Many people will tell you that the message is more important than spelling or grammar – and it is, but only to a point. A great message is lost if the spelling and grammar are poor.

Last night, I saw a page on a website that shows how important spelling can be – as even one wrong letter can make a big difference.

We make real-estate CD’s. [Business] can also make and host your web site, with promotion as the key fucus.

Using a u instead of an o is not just a typo we can ignore – the new word is too close to another word and that is what now catches our attention – not the original message.

It also changed the reader’s interpretation of the ‘presenting in a unique way’ in the following sentence, creating giggles instead of interest in their professional services.

It comes back to proofreading your work – not just a quick glance or use of a spell check, but a genuine check of what you have written. And the best proof reading is done a day or so after the writing or by another person. The quality of your content will improve through this simple process and maintaining a ‘focus’.

The grammar of blog headings

It may seem like a strange blog heading, the grammar of blog headings, but I was asked the question so here is my answer!

Headings and gramamrThe heading or title of a blog post is usually the first thing someone will see and has a huge impact on whether anyone reads the actual content of the post, and therefore on the success of that blog post. Making it enticing is worth spending some time on, and you don’t want to undo those efforts by using inappropriate grammar and spelling.

So what is the correct format for a blog heading?

  1.  Do not write it all in capital letters – that is considered to be yelling and therefore arrogant, plus it is harder to read anyway
  2. Unless you have a formal and old-fashioned brand style, use sentence case rather than title case for the heading – that is, use as few capital letters as is necessary
  3. Use basic grammar and punctuation rules such as a capital letter for a noun, match plural/singular nouns and verbs, and put apostrophes in the correct places
  4. Check all words are spelt correctly
  5. Make sure the title makes sense. Titles can sometimes have fewer words than an equivalent sentence (e.g. ‘the grammar of blog headings’ is fine for a title but in the body of a post I need to add more such as ‘the grammar of a blog heading can impact on your credibility.’) but include enough words to convey the meaning (I couldn’t use ‘The grammar blog headings’ for instance)
Have you noticed bad grammar in any titles? How did that impact on you reading that blog post (or article)?

Does a suite suit you?

I was happily reading a blog post nicely laid out with tables and sub-headings when I came across a sentence “change your pricing strategy to suite your business needs.”
I’ll say no more other than to give a new pair of misused words…

suit: (verb) to be acceptable to or enhance something
Will it suit you to meet at 10am on Wednesday?
Does your pricing strategy suit your business needs? 

suit: (noun) a set of clothing, generally consisting of a jacket with pants or skirt; legal action; one of fur divisions in a pack of cards club, diamond, spade, heart); a romantic interest.
Most men wear a suit to a funeral.
Jason was very pleased when he won the law suit against his competitor.
Rachel’s hand of cards included every suit.
After three years, Elizabeth accepted his suit. 

suite: related things together as a set, such as a group of rooms in a hotel or a set of furniture for one room; music in one key but several parts
Jane ordered a new bedroom suite at the sales.

Unintended meanings

I was recently reminded that it is important to take care not to communicate anything different to your words and intentions. That is, your words may tell one story but the context will also communicate a message and you want them to match.

A sign in our motel during last week’s trip to Canberra read

Due to “health regulations” no pets allowed in rooms

The quotation marks are completely unnecessary and mean either the person writing the sign didn’t know that (not a great message to send out, but common enough) or they were making a point about the regulations. That is, the writer thinks the regulations are silly, inappropriate, ineffective, irrelevant or such and therefore calls them “regulations’ to point out they are not well accepted.

Maybe disagreeing with the regulations shows some support of pets and pet lovers, but to me it is not very professional or reassuring. If you have no respect for the regulations, how can I be sure you are sticking to them in ways I would want you to? If a health inspector visits, how will they respond to implications of inferior regulations?

When you consider every word you write, remember to also consider the surrounding details such as punctuation, images and placement so that you are not giving any unintended messages.

Three dots to continue…

Ellipsis points, or suspension points, have a couple of uses, but they always come in threes.

Although not generally used in business writing, ellipsis points can be used to show a continuation or an undefined idea. This allows for the reader to complete the sentence in a number of ways which can create interest or indicate uncertainty.

“I wasn’t sure what she meant, maybe it was a mistake…” (shows some confusion about how to react to her words)

“Sally called me yesterday and told me the news…” (makes the reader curious as to what the news is)

Ellipses are also used to show some missing information in a quote. When quoting some text from elsewhere, it isn’t necessary to quote every word but it is also important to not misrepresent the text as being complete. Adding … between words indicates that part of the original is missing.

“Australians all let us rejoice … Advance Australia Fair” shows that some words are missing between those quoted.

However, do not use ellipsis to change the meaning of the original text.

Compare “The root of all evil is in the love of money” and “the root of all evil is … money”

Note that the use of the ellipsis removes the need for other punctuation. If the original quote has a comma or full stop, this isn’t included next to the ellipsis. A question mark, exclamation mark or quotation marks, however, are included with the ellipsis.

What is title case?

Style guides and related documents sometimes specify a system of capital letter use.

Word processing packages often give four styles to choose from:

  • all lower case
  • ALL UPPER CASE
  • Title Case
  • Sentence case

The first two are fairly self-explanatory but here is a definition of the other two common case styles.

Title case - traditionally used for the titles of everything (books, plays, movies, etc), title case has a capital letter for the start of every significant word – where words like and, of, the and a are not counted as significant. {If every word begins with a capital letter, we call it start case.}
The Little House on the Prairie
One Flew Over the Cuckoo Nest
Breakfast at Tiffany’s

Sentence case – just like you use in most sentences, only the first word and any proper nouns start with a capital letter.
The little house on the prairie
One flew over the cuckoo’s nest
Breakfast at Tiffany’s

Sentence case is the default now for most writing, including headings.

Proof read your work…

You have heard it before, but I’ll say it again – it is critical to proof read your work before sending it out to work for you. Even if it is boring and you are short on time, proof reading is important and a valuable use of your time.

I just came across a perfect example of someone not proof reading after using a spell checker (at least I am assuming they used a spell checker!) Too often people let a spell checker do the proof reading for them but it just isn’t a safe option.

I hate to use the word “disguised”, simply because you’re NOT hiding anything from your prospects, nor are you tricking them. But the bottom line is – “disgusted” *best describes* what your “free information pack” really is. It’s disgusted from THE FACT that it’s an ad, or that it WILL BE selling them something.

{That is an exact copy – capitals, punctuation and spelling are not mine!}

Easy enough to make a mistake while typing disguised and having a spell check suggest disgusted as the closest word. Very easy to ignore that and give a silly message, too, unless you proof read properly after using the spell check.

Of course, some of us may be amused at a marketing eBook referring to marketing techniques like information packs as disgusting, but I doubt that was their intent!

Proof reading is more than checking everything is spelt correctly – you also need to check the correct word is being used. And having a habit of proof reading everything you write, even the shortest emails and blog comments, will make it easier to project a professional and caring image for yourself and your business.

Having said that, what is your favourite story about a failure to proof read?

repeat the boring stuff…

Do you get bored with hearing the same stuff a number of times? What do you do about repeated information?

As I wrote a few days ago, some repetition of stuff is necessary to succeed – either because it takes a few goes to really understand it or the timing wasn’t right initially or even just as a reminder that it is still important.

I agree with Jack that looking professional is important – and that includes care with grammar, spelling, effective links and care of details. So I write about those topics quite often, which may seem boring to some I know, but I do try to cover a range of topics within clear and professional communications.

Given the amount of poor writing I come across every day, I see there is a need for a repetition of grammar and spelling tips, too!

If you are good at grammar and spelling – my apoliges for repeating what you already know! But why not take this opportunity to tell me what other topics you would like me to write about?