CHAPTER 1:

Introduction

Professionals in the legal, business, and government sectors work under immense pressure. Tight deadlines, complex information, word or page limits, plain language requirements, and collaboration with government organizations challenge you daily. To succeed in this demanding environment, you must master the art of clear, effective writing.

WRD_PlainLanguage_img_14

CHAPTER 2:

Grammar Basics

As a professional, your writing must be impeccable, reflecting a solid understanding of grammar. Despite their education, professionals still make grammar mistakes due to the complexities and nuances of the English language. Over time, rules are forgotten, and bad habits form. By revisiting grammar fundamentals and applying them consistently, you can improve the clarity and precision of your writing. In this section, we’ll give you a refresher on essential grammar rules, including pronouns, subject-verb agreement, and common pitfalls to avoid.

Pronouns and Their Proper Usage

Pronouns are words that replace nouns in sentences, making your writing less repetitive and easier to read. To use pronouns correctly:

  1. Ensure Clear Antecedents: The noun that a pronoun replaces is called its antecedent. Make sure the antecedent is clear to avoid confusion.
  2. Maintain Agreement in Number: If the antecedent is singular, use a singular pronoun such as that; if it’s plural, use a plural pronoun such as those.
  3. Use the Correct Case: Pronouns have different forms depending on their function in a sentence: use I as a subject, me as an object, and my as a possessive.
  4. Possessive Pronouns: Possessive pronouns and possessive adjectives have similar functions but different grammatical roles. While possessive pronouns replace an owner and their object (e.g., mine, yours, ours), possessive adjectives require a noun (e.g., my, your, our).
wordrake-pillar-1920x1080-writing-mechanics-01
Subject-Verb Agreement

Subject-verb agreement is necessary for clear, accurate writing. To address this complex topic:

  1. Make Sure Nouns and Verbs Agree: Match singular subjects with singular verbs and plural subjects with plural verbs. For example, “The manager is” (singular) and “The managers are” (plural).
  2. Be Cautious with Indefinite Pronouns: Words like everyone, anyone, and nobody are singular, even though they may seem plural. Use singular verbs with these pronouns.
  3. Watch Out for Compound Subjects: When subjects are joined by and, use a plural verb. When subjects are joined by or or nor, the verb should agree with the subject closest to it.
  4. Collective Nouns Are Complicated: Words like team, family, and company are collective nouns. British English and American English often handle them differently, and the way the subject is being used (as one of many all doing the same thing, or as a singular entity acting as one) can change the way you conjugate the verb. Check out this blog post for more information, and do your best.
wordrake-pillar-1920x1282-writing-mechanics-02
Common Grammar Pitfalls to Avoid

Here are some pitfalls to watch out for:

  1. Dangling Modifiers: A modifier is a word or phrase that provides more information about another part of the sentence. Make sure your modifier clearly refers to the intended word or phrase.
  2. Incorrect Parallelism: In a list or comparison, items should have the same grammatical form. For example, use "reading, writing, and speaking” instead of “reading, to write, and speaking.”
  3. Misuse of Commas: Commas are essential for clarity, but using them incorrectly can create confusion. Know when to use them, as in a list or to separate independent clauses, and when not to, like between a subject and its verb.
  4. Subjunctive Mood and Conditional Phrasing: Particularly in legal writing, it’s important to be clear about whether a situation is hypothetical or actual. Mastering the subjunctive mood and conditional phrasing is critical in contract writing and other formal contexts.

By mastering these grammar basics, you’ll create clear, error-free documents that reflect your professionalism.

wordrake-pillar-4080x1440-writing-mechanics-03

CHAPTER 3:

Vocabulary and Word Choice

Accurate, straightforward language is more effective in conveying ideas to a wider audience than fancy words or technical jargon. The words you choose improve your document’s clarity and effectiveness. 

Here, we explore the nuances of vocabulary and word choice, discussing the correct usage of commonly confused or misused words and the importance of selecting precise language to convey meaning effectively.

Commonly Confused Words and Their Proper Usage

Professionals must understand and use commonly confused words correctly. Some examples include:

  1. Affect vs. Effect: Affect is a verb that means to influence or change, while effect is a noun referring to the result of a change.
  2. Farther vs. Further: Farther is used for physical distance, while further is used for figurative distance or extent.
  3. Less vs. Fewer: Use less with singular, uncountable nouns (e.g., less time, less milk) and fewer with plural, countable nouns (e.g., fewer mistakes, fewer crackers).

By understanding the proper usage of these and other commonly confused words, you’ll avoid misunderstandings and communicate your ideas clearly.

Choosing the Right Words to Convey Your Message

To choose the right words for your professional writing, follow these guidelines:

  1. Be Specific: Use precise nouns and verbs to paint a clear picture of your message. Avoid vague or general terms that can lead to confusion.
  2. Keep It Simple: Choose clear, familiar words that your audience will understand easily. Avoid jargon and overly formal language when possible.
  3. Be Consistent: Use consistent terminology throughout your document to prevent confusion for your readers.

The words you choose establish your credibility. By focusing on precise vocabulary and word choice, you’ll make sure your legal, business, and government documents are clear, effective, and professional.

CHAPTER 4:

Precise Punctuation Rules

Proper punctuation is essential for legal, business, and government writers to ensure their documents are professional and easy to understand. But punctuation is challenging for most writers, since rules can be intricate, and some errors may go unnoticed. By reviewing and practicing proper punctuation, you can prevent misunderstandings, improve the clarity of your writing, and convey your knowledge to your reader. In this section, we’ll discuss the importance of proper punctuation, common errors in punctuation, and tips for mastering these rules.

Importance of Proper Punctuation in Professional Writing

Using punctuation correctly serves many purposes:

  1. Clarity: Punctuation marks like commas, periods, and semicolons help guide the reader through your text, making it easier to understand your message.
  2. Tone and Professionalism: Proper punctuation helps convey the proper tone in your writing and shows your attention to detail.
  3. Reducing Ambiguity: Correct punctuation usage can eliminate ambiguities, making sure your intended meaning is clear to the reader.
wordrake-pillar-7520x4858-writing-mechanics-08
Common Punctuation Errors and How to Avoid Them

Watch out for these frequent punctuation mistakes and learn how to prevent them:

  1. Comma Splices: When two independent clauses (phrases that have a subject and a verb) are joined with a comma without a coordinating conjunction, it creates a comma splice. To fix this, use a period, semicolon, or coordinating conjunction (and, but, or)
  2. Misuse of Apostrophes: Apostrophes are used for contractions (can’t) and to show possession (Alex’s), but almost never for plurals. Double-check your apostrophes to ensure they are used correctly (it’s vs. its).
  3. Incorrect Use of Semicolons: Semicolons are used to join two closely related independent clauses or to separate items in a list with internal commas. Avoid using semicolons incorrectly, such as in place of a colon or a comma.
  4. Neglecting the Oxford Comma: The Oxford comma is the comma before the last and in a list or series. The Oxford comma prevents ambiguity in a sentence, so the only time you should skip it is if removing that single keystroke would put you in compliance with a strict character limit.
  5. Misuse of -, –, and—: Yes, there is a difference between the hyphen, the en dash, and the em dash, and yes, it does matter (to some people). An em dash ( — ) is the width of a lowercase m, an en dash ( – ) is the width of a lowercase n, and a hyphen ( - ) is half the width of a lowercase n. The rules for using these are complex, so check out the linked resources for an explanation of each.
wrd_AdobeStock_184472774
Mastering Complex Punctuation Rules

To improve your punctuation skills, consider these tips:

  1. Review Punctuation Rules: Regularly review grammar and punctuation guides to refresh your knowledge and stay up to date with any changes in usage.
  2. Practice with Exercises: Complete punctuation exercises to reinforce your understanding and build your skills.
  3. Proofread Carefully: Always proofread your work, paying close attention to punctuation, and consider using editing software that helps identify punctuation errors.

Be vigilant for common errors and continuously work to improve your punctuation skills. By mastering precise punctuation rules, you ensure your writing is professional and effective.

wordrake-pillar-8256x5504-writing-mechanics-05

CHAPTER 5:

Writing Process and Techniques

Even skilled professionals encounter challenges in their writing process, including writer’s block or inefficient editing techniques. By developing a writing routine, exploring strategies to overcome obstacles, and refining your editing process, you can improve your writing skills and produce better quality work.

Developing a strong writing process and mastering various techniques can significantly improve your work. In this section, we’ll explore creating a writing routine, overcoming writer’s block, and following strategies for efficient editing and revision. We highlight the benefits of planning, checklists, and outlines and discuss techniques for task-switching and coping with disruptions.

WRD_PlainLanguage_img_13
Developing a Writing Routine

Establishing a writing routine helps you become more productive and maintain consistency in your work. To develop an effective routine:

  1. Set Aside Dedicated Writing Time: Schedule regular time slots for writing and treat them as non-negotiable appointments.
  2. Create a Comfortable Workspace: Set up a dedicated, distraction-free writing environment that encourages focus and creativity.
  3. Set Realistic Goals: Determine specific, achievable writing goals for each session to maintain motivation and track progress.
Techniques for Overcoming Writer’s Block

Writer’s block is a common challenge. To overcome it, try:

  1. Freewriting: Set a timer for 10-15 minutes and write without stopping, editing, or censoring yourself. This can help release creative energy and generate new ideas.
  2. Break Tasks Into Smaller Steps: Instead of focusing on the entire project, break it down into smaller, more manageable tasks to avoid feeling overwhelmed.
  3. Make an Outline: Sketch an overview of your content and start filling in details. This will give you concrete sections to work on, and a picture of where your piece is going.

Change Your Environment: Sometimes a change of scenery or a brief walk can help stimulate creativity and reset your focus.

Strategies for Efficient Editing and Revision

Editing and revision are important for producing polished, professional documents. Use these strategies:

  1. Take a Break: After completing a draft, step away from it for some time to gain fresh perspective before editing.
  2. Edit in Stages: Focus on one aspect of writing at a time, like organization, grammar, or word choice, to avoid becoming overwhelmed.
  3. Read Your Work Aloud: Reading your writing aloud can help you identify awkward phrasing, repetition, and other issues that may be less noticeable when reading silently.

By mastering these strategies, you can improve your productivity and the quality of your work.

What About Interruptions?

Whether you work in a cubicle in a bustling coworking space, a quiet corner office, or at home, there are always going to be things that interrupt your flow. Here are some recommendations for how to stay on task.

  1. Start With A Checklist: Make a writing outline and a checklist of what needs to be done at each step of the writing process. This makes it easy to see where you are and where you’re leaving off.
  2. Take a Moment: As soon as you are aware of an interruption, pause before responding. Take a minute to note where you are in your work and make a plan for how you will resume once the interrupting task is complete. This can be as simple as marking where you’re pausing on your outline or checklist.
  3. Re-Center and Re-Focus: When you get back to your task, take a moment to note where you left off and think about next steps.

When you’re ready, dive back in and resume where you left off—until the next interruption comes.

CHAPTER 6:

Writing Style and Tone

Adapting writing style and tone to different audiences and contexts can be challenging for even the most educated professionals. You may default to a formal or academic tone, which is not suitable for all situations. You may write as you talk, which is too casual for professional purposes. However, by learning to adjust your style and maintain a consistent tone, you can communicate more effectively and convey professionalism across various platforms.

In this section, we focus on improving writing style and tone, with tips for enlivening dull sentences, avoiding adjectivization, and maintaining a consistent voice throughout the text.

Adapting Your Writing Style for Different Audiences
  1. Know Your Audience: Understand who you’re writing for and what their needs, expectations, and knowledge levels are. This will help you tailor your message and choose the proper wording.
  2. Use Clear, Concise Language: Regardless of your audience, strive for clarity and brevity in your writing. Avoid jargon and complex terms that may alienate or confuse your readers.
  3. Talk to Your Audience Directly: When appropriate, use second person (you) to create a sense of connection and engagement with your readers.
wordrake-pillar-1920x1440-writing-mechanics-06
Maintaining a Consistent Tone throughout Your Document

A consistent tone is essential for clear, professional writing. To maintain a consistent tone:

  1. Choose a Tone that Fits Your Purpose: Determine whether your document should be formal, informal, persuasive, or informative, and adjust your wording accordingly.
  2. Use Consistent Language: Avoid mixing formal and informal language, as this can create confusion and undermine your credibility.
  3. Revise and Edit: Review your document carefully to make sure your tone remains consistent throughout.
wordrake-pillar-7952x5304-writing-mechanics-13
Showing Professionalism and Authority in Your Writing

To convey professionalism and authority in your writing:

  1. Use Correct Grammar and Punctuation: Errors in grammar and punctuation damage your credibility and distract from your message.
  2. Be Objective and Factual: Base your arguments on evidence and facts, rather than opinions or emotions. This shows your knowledge and builds trust with your readers.
  3. Use Active Voice: Active voice creates a sense of directness and authority in your writing. For example, instead of “The report was submitted by the team,” write “The team submitted the report.”

By being deliberate with your writing style and tone, you’ll create clear, professional content that effectively communicates your message to your reader.

wordrake-pillar-7934x5292-writing-mechanics-13

CHAPTER 7:

Writing with Clarity and Brevity

Highly educated professionals often grapple with writing concisely due to their inclination to use complex wording or excessive detail. Prolonged exposure to dense academic writing can further impact your writing style. Still, with dedicated practice and conscious effort, you can simplify your language, making it more accessible and engaging for your target audience.

As a professional, your work requires precision and clarity. This section emphasizes honing your ability to write concisely and effectively, ensuring your audience understands your message. Discover strategies including eliminating unnecessary words, sidestepping clichés and jargon, and reducing redundancies.

Tips for Concise Writing

To write concisely, follow these guidelines:

  • Use Simple, Direct Language. This means choosing familiar words and stating the main point of your sentence early and clearly without interruptions or side journeys. 
  • Focus on One Idea per Sentence. This makes it easier for your readers to follow your argument.

  • Use Active Voice. Active sentences are usually shorter and more engaging than passive ones. They also make it clear who is performing the action, which is essential in legal, business, and government writing.

Avoiding Unnecessary Words and Phrases

To write with brevity, eliminate unnecessary words and phrases:

  • Remove Redundancies: To avoid redundancies, be on the lookout for phrases that repeat the same idea, such as “free gift” or “advance planning.” Choose one word to convey the message and delete the rest.
  • Cut Filler Words: Words like basically, actually, and essentially rarely add value to your writing. Removing them makes your message clearer and more concise.
  • Limit Qualifiers: Words like very, really, and quite can weaken your writing. Use them sparingly, and let your nouns and verbs carry the weight of your message.
  • Skip Clichés: When you rely on clichés to make your point for you, your writing appears lazy and derivative. Clichés in writing are annoying at best. Skip them in favor of direct speech.
Strategies for Simplifying Complex Ideas

Legal, business, and government writing often involves complex topics. Use these strategies to simplify your message:

  • Avoid Jargon: If you’re writing only for peers who will understand the contents, it’s okay to include insider terms. Most of the time, you aren’t writing for insiders though—you’re writing for superiors, clients, marketers, or the public. In these cases, you need to use clear, accessible language.
  • Break Down Ideas: Divide complex topics into smaller, more manageable parts. Explain each piece clearly before moving on to the next.
  • Use Analogies and Examples: Analogies and real-life examples can make abstract ideas more relatable and easier to understand.
  • Write Short Paragraphs: Keep your paragraphs short and focused on a single point. This makes your writing more accessible and easier to digest.

By following these tips and strategies, you’ll create documents that are concise, accessible, and effective, ensuring your audience grasps your message.

CHAPTER 8:

Proofreading and Editing Tips

Even the most thorough professionals can overlook errors in their writing due to familiarity with their own work or time constraints. By adopting effective self-editing practices, being vigilant for common errors, and seeking external help when necessary, you can elevate the quality of your writing and ensure it meets the highest standards. Below are strategies for effective proofreading and editing.

Tips for Effective Self-Editing

To improve your self-editing skills, consider these tips:

  1. Edit in Stages: Focus on one part of your writing at a time, such as organization, grammar, or word choice, to avoid becoming overwhelmed.
  2. Use Editing Tools: Take advantage of editing software and tools like grammar checkers to catch errors you might miss.
  3. Give Yourself Time: Allow some time to pass between writing and editing to gain a fresh perspective on your work.
wordrake-pillar-6588x4392-writing-mechanics-10
When to Get Outside Help for Editing and Proofreading

While self-editing is essential, there are times when seeking outside help can be beneficial:

  1. Complex or High-Stakes Documents: For important or complicated documents, having a fresh set of eyes can help identify errors or areas for improvement.
  2. Tight Deadlines: If you’re under pressure to meet a deadline, enlisting the help of a colleague or professional editor can ensure your work is error-free and polished.
  3. Ongoing Improvement: Receiving feedback from others can help you grow as a writer and learn to spot your own mistakes more effectively.

By following these proofreading and editing tips, legal, business, and government writers can produce professional, polished documents.

wordrake-pillar-8192x5464-writing-mechanics-11

CHAPTER 9:

Never Stop Learning: Educational Resources

WordRake also provides educational resources and materials designed to support writers, editors, educators, and professionals in mastering effective writing practices. From quizzes and infographics to eBooks and a free weekly email series, these resources offer valuable insights and practical tips to improve your writing skills and make a lasting impact on your professional communication.

Quizzes
  • Nominalizations: Test your understanding of nominalizations and learn to avoid common pitfalls.
  • Bright & Lively Writing: Evaluate your ability to create engaging, vibrant content that captures your audience’s attention.
  • Clarity & Brevity: Challenge yourself to write concisely and effectively convey your message in fewer words.
  • Punctuation: Assess your mastery of punctuation rules and identify areas for improvement.
Infographics

Check out our infographics that break down complex writing ideas into digestible, easy-to-understand formats, covering topics such as grammar, punctuation, writing style, and more.

eBooks
Free Weekly Email Series

Subscribe to our free weekly email series for a steady stream of valuable writing tips, insights, and strategies to help you continually improve your writing skills and grow in your professional life.

By leveraging these educational resources, you’ll be well equipped to further develop and refine your writing skills, making a lasting impact on your professional communication. Don’t miss out on these opportunities to invest in yourself and elevate the quality of your writing.

CHAPTER 10:

Editing Software: Your Secret Weapon

Elevate Your Writing Skills with WordRake

We’ve now emphasized the importance of clear, concise, and professional writing for legal, business, and government professionals. From mastering grammar basics to using precise punctuation rules, we’ve covered essential topics that will help you become a more effective writer. But even highly educated professionals can benefit from an extra helping hand—enter WordRake, your secret weapon for perfecting your writing.

WordRake is powerful editing software that seamlessly integrates with Microsoft Word and Outlook; it’s designed to improve clarity, brevity, and simplicity in your writing. It offers over 50,000 context-specific edits, helping you eliminate jargon, redundancies, and weak language. Don’t let wordiness, confusion, or lack of clarity hold you back. Try WordRake for free for 7 days and unlock the full potential of your professional communication.

Seamless Integration with Microsoft Word 

WordRake editing software integrates effortlessly with Word, letting you access its features directly within the program’s interface. With this seamless integration, you need not switch between programs or disrupt your workflow—all the tools you need to refine your writing are at your fingertips.

wordrake-pillar-4608x2592-writing-mechanics-12
WordRake’s Key Features for Enhancing Clarity, Brevity, and Simplicity 

With WordRake’s suite of key features, legal, business, and government writers can enhance clarity, brevity, and simplicity in their writing, making it more accessible and engaging for their target audience.

  1. Remove Redundancies: Improve clarity by cutting repetitive content so that essential information stands out.
  2. Edit for Plain Language: Transform complex legal jargon into understandable language, clarifying contract agreements for all parties involved.
  3. Eliminate Excess Introductions: Remove superfluous opening phrases that muddle your writing so you can present a brief business proposal that quickly captures attention.
  4. Reduce Wordiness: Comply with strict word or page limits in grant proposals, delivering a concise and compelling case for funding.
  5. Cut Down Descriptions: Prune unnecessary words in government reports, focusing on key details and improving readability for stakeholders.
  6. Simplify Clunky Language: Clarify policy documents by rephrasing nominalizations and complex structures for a more direct message.
  7. Correct High-Level Errors: Spot and correct advanced grammar and punctuation errors, maintaining a polished and professional appearance.
  8. Improve Your Professional Presentation: Refine casual language in emails, adopting a more formal tone that reflects your knowledge and professionalism.

By refining your documents, proposals, and emails, you’ll establish a professional appearance, elevate your communication skills, and achieve greater success in your career. Try WordRake today and see the results for yourself.

WRD_pillar_Rectangle 4930
Examples of How WordRake Helps

The evaluation of Evaluating our sales data revealed a need for additional more staff training in product knowledge.

By utilizing Using cutting-edge trading technologies, we are able to can execute trades faster and more accurately than our competitors.

After extensive discussion and analysis, we stand in agreement agree that diversifying our product line is necessary for future growth.

The purpose of this This document is to explain explains the rationale reasoning behind our decision to invest in a new product line.

Our success is dependent depends on each and every team member’s ability to collaborate effectively and communicate openly.

The restructuring of Restructuring the company’s management hierarchy has resulted in improved communication and collaboration.

wordrake-pillar-1440x1941-writing-mechanics-04

“This is more than checking your grammar; any program can do that. This actually helps you to improve your writing.” ,
Ed Poll
Principal, LawBiz Management
“It’s a comfort knowing I can just write, without agonizing over it like I usually do, and then ‘rake’ my text with WordRake. WordRake’s suggestions are so quick and succinct, and they add punch to my writing.”
Roberta Johnson
Director of Student Financial Aid, Iowa State University
“WordRake is more than editing software, it’s peace of mind before I send my writing out the door. Even when I don’t accept the suggested edits, WordRake opens my eyes to new ways of phrasing my language.”
Jeana Campbell
Novelist
“Love this tool–especially after a late-night writing session–it says what you should have written in the first place.”
Jan Emslie
Writer, The Mentalpause
“WordRake is an invaluable tool, even for good writers. It helps identify flaws and weaknesses in the writing resulting in a better work product. I would recommend it to everyone who cares about producing a great work product.”
Shaun Murphy
Partner, Slovak Baron Empey Murphy & Pinkney LLP

WordRake helps organizations apply plain language ideas to their writing by using a powerful and secure platform with easy-to-follow edits that suggest plain English words and phrases.

Stop making excuses for confusing content and let WordRake help you simplify your documents & communications.

Start writing in plain language with WordRake today!
Try WordRake for Free