Common Pitfalls

Now that we have covered the prerequisites for good business writing, let us take a look at some of the most common errors in business writing.

Here are the top 10 mistakes people make in business communication :

• Too many words: Often people use more words than are required to get the point across. There is little or no editing and the sentences can stretch on for miles.


• Frequent and unnecessary use of jargon and clichés: People often use jargon and outdated clichés in their business writing. They believe that by using such terms, their writing looks professional. However, such words have the opposite effect and tend to alienate the reader.


• Punctuation mistakes: Even though people believe that they have a good grasp of their language, they often end up making punctuation mistakes. The use of commas, periods, colons, semicolons, and quotation marks is often wrong.


• Grammar mistakes: You might be very good with the language, but more often than not, business communication falls prey to grammatical mistakes. Pay close attention to grammar. If you are not sure, find help.


• Spelling mistakes: Inattention to detail and lack of revision ends up in a document riddled with spelling mistakes; this lends an unprofessional impression to your writing. There is absolutely no excuse for spelling mistakes with the spelling check programs available.


• Overuse of flowery language: Big words and complicated sentences do not show that you are an intelligent person. Business writing should be crisp and simple. It has to sound professional and like a normal one-on-one conversation.


• Too many negative expressions: Business writing should always have a positive tone. Instead of stressing what you cannot do, give the reader options of what you can do.


• No clarity: Use of vague expressions and a noncommittal stand can confuse the reader. Be clear and specific in your message, and readers will understand the action you will take.


• Condescending tone and sexist language: Your business communication should not offend or hurt anyone. Use a polite and warm tone, use neutral terms, and avoid reference to race, sex, and class.


• Inaccurate information and no attention to details: If your business writing comes across as sloppy and with inaccurate information, it will never be taken seriously. Cross-check all the information you provide in your business writing to ensure accuracy.