It’s no secret: I have always enjoyed writing. During the past few years, I’ve discovered I have a knack for professional and technical writing. I know, it seems kind of boring at the surface… but I love it. I enjoy creating how-to guides, drafting emails to colleagues, and editing/revising professional documents to make sure they are as clear and concise as possible.
During my undergraduate studies, the course I completed have helped me improve my craft tremendously, and I still use many of those practices I learned in the classroom today. This includes how to draft letters and emails to clients and colleagues, as well as how to communicate clearly with other professionals.
From my experience as a writing tutor, I realize writing is not a strong point for everyone. That’s OK – that’s why I’m here. :) In all seriousness though, I have one tip that can save you when communicating through writing.
It is absolutely necessary to proofread your messages before sending. Start to think about what you want to say and how you want to say it… before the words come out. When it comes to communication through written documents or over the internet, you have the upper hand. Take the time to proofread your message. I promise it will save you time and embarrassment in the future.
I cringe when I receive an email with bad grammar and spelling mistakes. Well, I cringe when I see bad grammar and spelling mistakes in general. I feel that to get your point across and be respected, there is little to no room for errors when communicating with colleagues. Now, I’m not saying I’ve never made a mistake and sent something without proofreading… but when I have, I learned my lesson almost immediately.
Before I send out any email to a client or colleague, I proofread it once or twice. I can guarantee you I catch something every single time I give it another look. I search for spelling and grammatical errors. Sometimes to double-check myself, I even paste the draft into MS Word to run a spell check if my mail client doesn’t offer the service. I get embarrassed when I send an email to someone and it has errors throughout the draft. When I receive an email like that, I won’t lie to you… I can’t take it seriously. The sender did not want to take the extra time to proofread for mistakes or make sure their message is clearly conveyed.
Don’t be afraid to ask for someone to read over your message.
Always have a fresh pair of eyes look over a document, no matter the length. Even if you are an expert writer, I guarantee you will miss something if you don’t take the time to proofread or have someone else double-check your work for you. In my last job, my co-worker and I would read emails out loud to one another to make sure we a) sounded clear and concise and b) found any/all errors. Granted, this doesn’t help catch spelling errors, but that is what the second pair of eyes (and spell check) is for.
Another scenario: the company I used to work for added another fellow English major to our staff, so we had two in-house writers with proofreading skills. The marketing department would constantly rely on both of us to proofread documents for errors before it was published. Also, we could use each other as a fresh pair of eyes. Every single time we read each other’s work, we would find something the other didn’t find before. See, even two English majors made mistakes – but we were there for each other to correct them before anyone else read the material.
When in doubt, Google it.
I do understand that grammar and spelling may not be a strong skill many people have – but with the internet, I don’t believe anyone can use that as an excuse. Even I use Google to double-check myself on occasion. Chances are if you have a question, someone else does too, and they’ve gone on the internet to find the answer. The internet is a wealth of knowledge, so don’t be afraid to use it.
I am a huge advocate for using the internet to do everything. Shopping, connecting, communicating, writing, researching… you can do virtually anything on the internet. So, when you’re having trouble getting the spelling right or you’re not sure if you’re using a word in the correct form, open up your browser and head to Google.
The moral of the story: always, always, always remember to proofread.
Read over your email a few times before you send it. You might find a spelling error or that you can better phrase a sentence. If it makes you feel better, just remember that even the best writers make mistakes. If you need some help, feel free to contact me. I can guide you along the way and be that second pair of eyes you know you will need sooner later. Good luck!