Write for Business - Blog

Within a sentence, sometimes you need to add information about a noun or pronoun, either to identify it or explain more about it. You can do that with an appositive phrase.

An appositive phrase usually follows the noun or pronoun, giving more information with another noun and its modifiers. For example, in the sentence Roger, the assistant manager, called the meeting, the appositive phrase the assistant manager explains who Roger is.

This appositive phrase offers helpful information, but it isn't entirely necessary to the sentence. Without the phrase, the sample sentence is still complete and makes sense: Roger called the meeting. Remember, when the appositive phrase is not necessary to the sentence, it should be set off with commas.

Appositive phrases clarify and explain, and they can help your writing communicate more effectively.

You can learn more about appositives and other phrases on pages 256-257 of Write for Business: A Compact Guide to Writing and Communicating in the Workplace. Podcast

Forming possessives is perhaps one of the most troublesome punctuation problems. That little apostrophe can sometimes cause big confusion. The general rule is this:

For singular nouns, add apostrophe s. For plural nouns ending in s, just use an apostrophe. For all other plural nouns, add apostrophe s. But there are some sticky spots.

• Compound nouns—such as attorney-at-law, secretary of state, and Bank of Springfield—can cause confusion. Just where do you put the apostrophe-s in these nouns? As a rule, place the apostrophe-s after the last word: attorney-at-law's office, secretary of state's comments, Bank of Springfield's report. This also holds true when the noun is plural, as in attorneys-at-law. The apostrophe-s still appears after the last word: attorneys-at-law's offices.
• Finally, shared possession can also cause confusion. Is it Ben and Jerry's ice cream, or Ben's and Jerry's ice cream? The answer is this: If Ben and Jerry both own the ice cream—as the two ice cream magnates do—it is Ben and Jerry's ice cream. But if Ben and Jerry each produce their own ice cream, someone could eat Ben's and Jerry's ice creams. Similarly, you could read Sara and Jane's report—or you could read Sara's and Jane's reports.

As with all writing, try to rework a sentence that contains awkward-sounding possessives, to make it smoother.

For more information on possessives, check pages 202-203 of Write for Business: A Compact Guide to Writing and Communicating in the Workplace. Podcast

First impressions count, right? Well, if you're looking for a new job, chances are your first impression on a prospective employer will be in the form of writing, specifically, a letter and a resume. How can you be sure that your first impression will get you the interview you want?

First of all, be brief. Include only the data relevant to the job you are pursuing, with enough detail to show you know your stuff. And if you must mention past employers, again, be brief.

Most important of all, your writing should reflect you as a professional. That means you care enough to be clear, to the point, and accurate. Read your letter out loud to hear how it sounds. Be sure it sounds like you, professional yet approachable.

Finally, attention to detail includes an appropriate format and correct grammar, spelling, and mechanics. Proofread for errors. Twice. Then have someone else proofread as well. Make neat final copies and send them on their way.

Then follow up. This is the tricky part. Send a follow-up letter or make a follow-up call a week or two later. But don't be a pest. One call shows your interest, more could have a negative effect.

Good luck!

Now you can tap into the know-how of UpWrite Press with short, easy-to-understand guides! These handy resources are called, appropriately enough, "Job Aides." Each four-page laminated guide covers one area of writing in an easy-to-use format. The first of the series, "emPOWERED Business Writing," is very affordable and available now. This helpful guide covers the seven steps to excellent writing: Prewrite, Organize, Write, Evaluate, Revise, Edit, and Design. Future aides will cover other areas of grammar, editing, and proofreading. These reference guides are perfect for everything from a quick e-mail to a formal business letter. The format presents information in a clear, visual manner, each section indicating a goal and a means to meet it. These job aides are a handy deskside reference and a sure way for all employees to increase the effectiveness of business communications. For information or to order, call 1-800-261-0637, ext. 10.

Don't forget! UpWrite Press is your guide to excellence in business communications.

Is it just me, or does it seem that there is a proliferation of handy-dandy grammar guides on the market today? And they are selling like hummus in Haifa! What is even more unbelievable is that our nation's grammar doesn't seem to be getting any better. For example, in my town, a shop window proudly proclaims itself the home of "Mid-Town Vacuum's." I always want to stop and ask, "What does your vacuum own?" But I don't. I also don't do business there. I figure if the owner doesn't care enough to check the mechanics in his writing, he might be just as lax when checking the mechanics in his repair shop.

Write for Business would be a good investment for these businesses. It's easy to follow and offers a quick reference for those little writing questions that come up in the darnedest places (like store windows!).