10 simple things you can do to improve your writing

#1: Echoes

Bad practice: Repeated words or phrases set up an echo in the reader’s head or a “Didn’t I just read that?” glitch that can be distracting.

Example:

• Several “but”s or “however”s or “for example”s in one paragraph (or in nearly every paragraph); a series of paragraphs that begin with “Next”
• A favorite crutch word or phrase used throughout an article (”ensure that,” “as such”, “that said”)

Best practice: Vary the language to avoid annoying or distracting readers with repeated words. Even better, get rid of some of the repeated verbiage, which usually turns out to be overkill anyway.

#2: Nonparallel list items

Bad practice: We often use an inconsistent structure for lists or headings.

Example:

We will cover these topics:

• Backing up the registry
• The Registry Editor is your friend
• Using REG files
• Use a GUI tool
• Searching the registry
• Take advantage of Favorites
• Clean the registry

Best practice: Reword where necessary to make the items parallel.

#3: Agreement problems

Bad practice: Sometimes we lose track of what the subject is, and our verb doesn’t match.

Examples:

• Neither of the editors are very smart.
• The dog, as well as the goat and chicken, are easy to parallel park.
• One-third of the company are color blind.

Best practice: Scrutinize the subject to determine whether it’s singular or plural. It’s not always obvious.

#4: Referring to companies, organizations, etc., as “they”

Bad practice: A company — or any collective group that’s being referred to as a single entity — is often treated as plural, but it shouldn’t be.

Examples:

• I wish Wal-Mart would get their pot hole fixed.
• Microsoft said they’ll look at the problem.

Best practice: Unless there’s some compelling exception, use “it.”

#5: Hyphenating “ly” adverbs

Bad practice: “ly” adverbs never take a hyphen, but they pop up a lot.

Examples:

• We like to avoid commonly-used expressions.
• Click here for a list or recently-added downloads.

Best practice: Don’t hyphenate ly adverbs. The “ly” says “I modify the word that comes next,” so there’s no need to tie them together with a hyphen.

#6: Using “which” instead of “that”

Bad practice: We sometimes use “which” to set off an essential clause (instead of “that”).

Examples:

• The meeting which was scheduled for 1:00 has been cancelled.
• The option which controls this feature is disabled.

Best practice: The commonly-accepted (haha) convention in American English is to set off a nonessential clause with the word “which” and a comma. One good test is whether the information is extra — not essential to the meaning of the sentence. If the clause is essential, use “that.”

#7: Wordy constructions; deadwood phrases

Nothing is worse for a reader than having to slog through a sea of unnecessary verbiage. Here are a few culprits to watch for in your own writing.

#8: Using “that” instead of “who”

Bad practice: Some writers use “that” to refer to people.

Examples:

• The bartender that took my money disappeared.
• The end user that called this morning said he found my money.
• The folks that attended the training said it was a waste of time.

Best practice: When you’re referring to people, use “who.”

#9: Inconsistent use of the final serial comma

Bad practice: One convention says to use a comma to set off the final item in a series of three or more items; another (equally popular) convention says to leave it out. But some writers bounce between the two rules.

Examples:

• Word, Excel, and Outlook are all installed. (OR: Word, Excel and Outlook are all installed.)
• Open the dialog box, click on the Options tab, and select the Enable option. (OR: Open the dialog box, click on the Options tab and select the Enable option.)

Best practice: Decide on one convention and stick to it. Those who read what you’ve written will have an easier time following your sentence structure if you’re consistent.

#10: Using a comma to join two dependent clauses

Bad practice: Commas are a great source of controversy and often the victim of misguided personal discretion. But there is this rule: Two dependent clauses don’t need one.

Examples:

• I hid the ice cream, and then told my sister where to find it.
• The user said he saved the file, but somehow deleted it.

Best practice: If the second clause can’t walk away and be its own sentence, don’t set it off with a comma.