Business grammar principles include accuracy and formality, choosing a style, and handling correspondence. Grammar checking software can help catch errors, and companies should review communication before sending.
Writing educational texts, personal correspondence, and business communication materials have similar grammatical principles, but they also have differences. While traditional grammar is important, some of the most important principles of business grammar relate to the professional tone and overtones of communication.
One of the first principles of business grammar is to check for accuracy and grammatical errors. Fortunately, there are tools that can help you check this automatically. There is grammar checking software for almost any type of word processing program. As it is difficult for anyone to know all the grammar rules, the software helps to catch grammatical mistakes that can cause some embarrassing mistakes for the company.
Formality is another of the principles of business grammar. Generally, grammar and tone are more formal in nature in business correspondence than in personal correspondence. This is not the case for all companies, but as a general rule. Some companies operate on a more informal premise, which translates to a more relaxed and informal tone in their business communications.
Another of the principles of business grammar is choosing a style for the grammar. Most companies choose between the Chicago Manual style or the AP Manual style. There are grammatical differences between the two styles. The manual style that the company chooses to operate can alter the use of grammar in business communications.
Some of the grammatical differences pertain to the way numbers are written. For example, business grammar principles dictate whether numbers should be entered from one to nine. These same principles say using numerical numbers for any digit above nine. The principles can also provide guidance on whether the “and” in a list carries a comma before the last part of the list or not.
Principles of business grammar also govern the handling of business correspondence. For example, it is recommended that companies submit commercial communications through an extensive review process. It is advisable that at least two people review the spelling and grammar of a piece before it goes out as an internal or external form of communication. If possible, at least three people should review the piece for grammatical and spelling errors, as well as the accuracy of the information.
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