There is a Facebook group called “I Judge You When You Use Poor Grammar.” It currently has over 460,000 members.
I am one of them.
Perhaps because I'm the daughter of an English teacher, I believe in the importance of proper spelling and grammar. Employers of recent college grads agree with me. In a 2007 survey, outplacement firm Challenger, Gray & Christmas asked executives, “What skill do entry-level job seekers lack the most?” The number one answer by far was written communication.
This means that good writing skills can really help you stand out from the crowd. Good grammar is a competitive advantage. If your writing skills need some improvement, here are 7 quick tips to help you:
1. Lead with your main point. In professional writing, you are communicating in order to accomplish something, so get to the point. For instance, when you’re writing an email, state the purpose of your email in the first paragraph. When you’re writing a cover letter, state the exact job you’re applying for in the first sentence or two. Don’t make people wade through loads of details before they understand why you’re writing in the first place.
2. Be concise. Speaking of getting to the point, do it quickly and then wrap up. We live in a world of multi-taskers, so conciseness is the only way to keep people's attention (140 characters is quickly becoming our average attention span). When I review resumes, cover letters and networking emails, my first piece of advice to the writer is almost always, “make it shorter.” When you write concise, powerful sentences and paragraphs, people are more likely to pay attention. Long, rambling communications get deleted.
3. Don’t trust spell check. Because you’re a generation that’s grown up with spell check, you tend to rely on it way too much. Spell check doesn’t catch errors like confusing “effect” and “affect” or “there,” “their” and “they’re.” And it never catches misspellings of the names of people, products or companies. When in doubt, have a human being check your work, not a computer.
4. Use proper capitalization and punctuation. my biggest pet peeve when it comes to emails i receive from college students is when everything is in lower case and there is very little punctuation if any at all trust me its not cute its really unprofessional so please dont do it thnx. AND NOTE THAT ALL CAPS MAKES IT LOOK LIKE YOU ARE YELLING.
5. Limit those exclamation points! This is another big pet peeve among the older professionals I meet!! Young people use way too many exclamation points!!!
6. Consult a writing manual. What do you do when you are unsure of a grammar or punctuation usage? If you’re like most people, you shrug your shoulders and say, “Well, hope I got that right!” This is not a wise strategy. Instead, consult a writing website or manual such as The Chicago Manual of Style or the Associated Press Style Guide. Taking a few extra seconds to look up a rule can land you a job or a promotion -- it’s more than worth it.
7. Don’t hide behind your keyboard. Finally, don’t write when you should pick up the phone or talk to someone in person. Remember that the written word -- especially in the form of an email -- doesn’t always correctly convey the tone you intend. And, in situations like giving bad news, quitting a job or criticizing someone’s work, writing is simply a cop-out. Although it’s hard to have difficult conversations in person, you’ll thank yourself for doing the right thing.
What are your best writing tips? Please share!
