Business and technical grammar and writing tips from The Text Doctor® Tip 1: Spaces after end punctuation Use one space after end punctuation in printed and online documents. This differs from typewritten text, in which characters are monospaced; two spaces are required after periods to visually separate one sentence from the next. Word-processed text is proportionally spaced, so there is no longer a visual need to separate sentences with two spaces. (See Robin Williams, The PC is Not a Typewriter, pp. 13-14.) Tip 2: The serial comma In a series, the comma before the "and" or "or" is called the "serial comma." Some people object to using this comma, having learned in school that the comma before the "and" or "or" is optional or not required. Here's what we know today about the serial comma Writers who use the serial comma Business Scientific Technical Medical Government Academic | Writers who shun the serial comma Journalism Marketing Advertising | So, like most everything in writing, what you write depends on your audience. If writing for readers in the left column above, use the serial comma. Avoid using it if writing for audiences in the right column. Tip 3: Does spelling count? An Internet comment circulating in September 2003: Did yiu know that aoccdrnig to a rscheearch at an Elingsh uinervtisy, it deosn’t mttaer in what oredr the ltteers in a word are. The olny iprmoatnt tihng is taht the frist and lsat ltteer is at the rghit pclae. The rset can be a toatl mses and yiu can still raed it wouthit porbelms. This is bcuseae we do not raed ervey lteter by it slef but the wrd as a wlohe. TIP: Yes, most people can process the text above. However, the statement "You can still read it without problems" is not true. These spellings, and any misspelling in your writing, will seriously slow your reader. Is that your gaol? For more information on this issue, go to http://www.mrc-cbu.cam.ac.uk/~matt.davis/Cmabrigde/ Tip 4: Serif? Sans serif? In general, use sans serif typefaces when resolution is an issue (online text, screen text as in PowerPoint). Also use sans serif typefaces for contrast (short bursts of text) in a printed document: 
Use sans serif typefaces in small amounts of printed text (titles, heads, callouts, table cells), | 
Use serif typefaces in large bodies of printed text. | For a contrary opinion, see Geoff Hart, "Ten Technical Communication Myths", www.raycomm.com/techwhirl/magazine/gettingstarted/tenmyths.html. He argues that typeface choices are much more complex than my simple tip above. You can decide for yourself! Tip 5: Avoid full justification. In general, avoid full justification (where both right and left margins are justified, or even), for these reasons: - Readers may perceive justified text as "rigid."
- White spaces are inserted as the software tries to balance the text across the line. The shorter the column length, the more pronounced the spaces.
Tip 6: Don't use an apostrophe to create the plural of an acronym. Don't write: "He had three BMW's." Instead, write: "He had three BMWs." I know: It looks strange. But so does the "apostrophe-s" in the first line, and that signifies possession. Tip 7: Put text and graphics on a diet. Tighten out deadwood. | Lengthy, rambling version (122 words) | Clear, concise, complete version (45 words) | Megabucks Corporation reimburses you for lost wages when you serve on Jury Duty. Payment requires the following: A tally sheet for the hours you were scheduled to work during this time.
The employee needs to present the certification from the court in order to be paid for his lost wages. This would be something that the employee receives from the court at the time they served. It states the dates they served and how much (if any) money they received from the courts. As soon as we receive the tally sheet with the number of hours and the certificate with the dates and pay information we can calculate the difference and pay it to the employee on their next regular payroll check. | Megabucks Corporation reimburses you for lost wages when you serve on Jury Duty if you submit the following: - A list of hours you were scheduled to work during this time.
- Certificate issued by court stating dates you served and your pay (if any).
| Tip 8: Avoid underlining. Don't underline anything if you can avoid it: - Underlining splits letters that descend below the line (like "g" and "y"). Experts tell us this can slow down readers, who are actually skimming each word, rather than reading each word.
- Underlining is just plain ugly (in my opinion).
- With the advent of the Internet, underlining now implies a URL. When readers see something underlined, they may mentally want to click on it. It is amazing how technology changes our communication styles.
So what can you do to call attention to a word or two in a body of text? Try ONE of these effects: bold face
italics
CAPITALIZATION Just don't apply these effects to a lot of text, and don't use more than one attention-getting effect. THIS KIND OF OVERKILL MAKES TEXT UGLY AND HARD TO READ. Tip 9: Learn all the word processing tricks you can. Speed in word processing translates into speed in writing. Two resources can help you: - A six-page "crib sheet" for Microsoft Word is available at www.resourcenetwork.com or at 1-888-280-0424. Their guides are well-designed and offer lots of graphics to help you learn. They even offer one product for free!
- Learn to touch-type. Many people missed learning this valuable skill and are confined to two-finger, hunt-and-peck tactics. Mavis Beacon Teaches Typing software is a good product; find it at Best Buy or www.broderbund.com.
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