Five Common Errors to Correct Before Submitting a Letter or Report

First impressions count in writing too! So it is always a good idea to carefully check documents such as letter, reports, and proposals before submitting them. Below are five of the most common errors.

1. The document isn't tailored for its audience. For example, a proposal does not speak to a client in a "you" tone. Sometimes, it includes terms that a client may not understand. After giving your document some time to cool off, reread it as your client would. Remember to mark jargon and underline unclear sentences.

2. The document isn't organized well. In other words, its paragraphs do not flow smoothly from one to the next. That is, a given paragraph may cover a totally different aspect instead of clarifying a point. This problem can be fixed or avoided altogether by numbering paragraphs in a draft and writing a few words that summarize what you said. What you'll have is a quick outline of the entire document. You'll also see any organizational flaws in a glance and be able to deal with them directly.

3. The document's sentences don't flow well. One sentence does not flow smoothly from the last. No examples, clarification or short explanations are included. To avoid this problem, never assume that your reader automatically understands what you mean. Help your audience to visualize. Instead of writing "some" or "many," use numbers or percents. This will help to prevent misunderstandings. For example, I may interpret "many" as one thousand instead of a million.

4. The document merely ends or uses trite words such as "in conclusion." Doing something like this leaves an audience cold. Fix this problem by capitalizing on one last opportunity to emphasize your main point and summarize and highlight your point or points in the final paragraphs. Even if your readers forget all of the other details, they will likely remember your main point.

5. Check for mechanical and spelling errors. Have you used "there" when you meant "their?" Do your subjects and verbs agree?

Dorothy Zjawin, a technical writing mentor and instructor, has helped and continues to assist her clients in improving their writing skills. She has also written technical documents and developed her own website, http://www.profitable-pen.com

---

Writing Good Dialogue.

There's nothing that kills a scene like hackneyed dialogue. Just... Read More

Writing Your Best-Selling Non-Fiction Book Title

Your struggling to sell just a few copies of your... Read More

A Book Note Vs a Book Report

IntroductionSince our early days of elementary education we have been... Read More

Five Golden Rules for Writers

Regardless of what sort of writer you are and how... Read More

How to Write Words Worth a Thousand Pictures

Our Image-Driven SocietyWe live in a new image-driven society. It... Read More

Untrue Father (A short Story)

Kallu was a tenant of Santosh Kumar Nayak. Santosh Kumar... Read More

The Many Paths to Plotting

For several years before I left teaching to write full... Read More

Ten Tips To Get Started Writing Your Book

You are far more likely to successfully write and publish... Read More

Fight The Fluff!

The first and final rule of quality writing is this:... Read More

Writing the KAIZEN Way

Over the past eight years or so, I have tutored... Read More

For Beginners: Ten Ways To Prepare To Get Published

(Skip directly to ten for the fastest shortcut!)Like any field,... Read More

Book Publishing Contracts For Writers: What Should I Look Out For?

Dave, I just got a contract for a book... Read More

The Writers Angst

What is this annoying, insidious angst that permeates my psyche?... Read More

Becoming A Successful Author: The Price!

So you want to be a successful author? You want... Read More

Written Communications ? 6 Tips on Language & Tone

In most aspects of business, we will be expected to... Read More

Writing Tips for your Journey

Tips for your writing journeySo, you'd like to be a... Read More

Nonfiction Idea Generators

The hardest part of nonfiction writing is finding a subject... Read More

Writing Query Letters

A QUERY LETTER is written to an editor or agent... Read More

If You Want to Succeed As a Writer, Dont Just Think It, Do It

It never ceases to amaze me when a prospective writer... Read More

Ten Tips to Help You Finish Writing Your Novel

1. Set aside a time to write and keep it... Read More

Create Confidence With Your Writing

Whether you are writing a magazine article, composing a press... Read More

What Is The Single Worst Writing Mistake?

The following answer sounds simplistic?but think about it. The single... Read More

A Plan

All writers should use a plan whether written or reflected.... Read More

Masquerading As Novel ~ Can Author?s Work Convey Important Perceptions?

While novels do not usually attempt to convey concepts about... Read More

The Self-indulgent Writier

A writer can never be self indulgent whether writing fiction,... Read More

Writing and Self-examination

Good writing requires self-examination. Why is one writing? What part... Read More

How To Avoid Viewpoint Slips

Sit back, and imagine what it feels like to be... Read More

Does The Title Reflect The Story?

Short Story Writing Tips ?We all have different tastes in... Read More

Publisher Ethics For Reprint-able Articles

Let's Discuss Publisher Ethics:If you are an ezine publisher or... Read More

What Does It Take To Make Your Memories Into Publishable Memoirs?

Why should you consider creating a memoir of your personal... Read More

3 Quick Tips on Plotting Your Book

Plotting a book can seem an overwhelming task when you're... Read More

Get Published: The Nuts and Bolts of Good English, and How to Impress a Publisher (1)

Not all writers write good grammar. That's a fact. It's... Read More

Writing the 8 WebCopy Headline Categories

My article this issue is an excerpt from a book... Read More