Grammar Rule No. 3: It's wrong to begin a sentence with 'but' or 'and'

This is one rule that you just don't to worry about. Go ahead and begin your sentences with but or and.

When you need to connect ideas in a paragraph, and comes in real handy. It gives your writing a logical and easy fluency that would otherwise be missing.

It's the same rule with but. The only time that you should avoid using a but at the beginning of the sentence is when you are writing to your clients. I say this to my participants who write to clients because a but at the beginning of the sentence sounds like you are turning down an offer right away. It's better to use however it provides other options. Look at these sentences below:

1. We do not have apartments in Tower 5 that meet your requirements, but we do have them in Tower 8, which is located in Phase 11, ten kilometers from Tower 5.
2. We do not have apartments in Tower 5 that meet your requirements. However, we do have them in Tower 8, which is located in Phase 11, ten kilometers from Tower 5.

Ignore this rule even if a purist tells you that you are wrong!

Where is the library at?

Grammar Rule No. 2 that you can ignore.

Here is an interesting anecdote on ending sentences with prepositions.

A Southerner stopped a stranger on the Harvard campus and asked, "Could you please tell me where the library is at?" The stranger responded, "Educated people never end their sentences with a preposition." The overly polite Southerner then apologetically repeated himself: "Could you please tell me where the library is at, you jerk?"

Never end a sentence with a preposition. Well, this needs a rethink.

According to Bryan A. Garner, widely respected language authority and author of A Dictionary of Modern American Usage, in Latin, preposition means “stand before,” and in Latin a preposition does indeed stand before other words; it’s the one part of speech that can’t end a Latin sentence.

But, English is not Latin. Although English grammar is modelled on Latin grammar, the languages are very different and some rules just don’t translate well. However, ‘could you please tell me where the library is at?’, is not correct grammatically because the preposition in this sentence has no object. But, look at these sentences:

What do you need this book for? (For what do you need this book?)

2. Whom are you waiting for? (For whom are you waiting?)

3. Which box is the pen in? (In which box is the pen?)

The prepositions in these sentences have objects, but try rewriting, ‘where is the library at?’

I would suggest avoid ending a sentence with a preposition in professional writing.

Grammar Rule No. 1 that you can ignore

Never split an infinitive. The fact is, some infinitives beg to be split.

Consider this sentence: Our CEO expects to more than double revenues this year. Try rewriting it so as to eliminate the split infinitive; there’s no way to do it without losing the precise meaning of the original.

Here is another example: We are trying to immediately solve the financial mess that is bleeding the organization. Although you can rewrite this sentence by placing immediately at the end of the sentence, the intended urgency is lost.

With split infinitives, the best bet is to steer a middle course. If you can avoid a split infinitive without altering meaning, introducing ambiguity, or interrupting flow, you should do so.

Do I Look Good Online?

Have you asked this to yourself after you have finished writing your email? I just started asking myself this after my last session in Elsevier.

One particular email that a participant brought in for feedback came across as very strong. His counterpart in UK had raised a couple of questions on some tasks, and had addressed the email to his manager. She also questioned him on why he wasn't following the process. Her tone was accusing and it really wasn't this participant's fault that the tasks had not been completed. The participant reacted and wrote a very strong response.

I passed copies of the response email to all in the class and asked them for feedback.

Here are some of the comments from the rest of the class:

1. This looks like the writer is trying to justify what he has done. He is talking too much about himself.
2. It would have been better if the response had focused on educating the lady on the correct process, rather than trying to prove that the writer had done his job.
3. The writer has reacted in an immature way.
4. The lady may stand corrected this time, but may not be a helpful colleague in the future.
   
5. It's important to communicate without bringing personal feelings in professional matters.

Surprisingly, nobody said that the writer was justified in writing the way he did because the lady was rude and condescending.

It's hard not to react, but it is a good to handle the situation in a mature manner, just as in other matters.

Are you a bore?

How many times have you smiled while reading an email. It's usually with a frown that we read emails because they are just tasks that need to be done. I regularly interact with one of my clients with whom I share a very good rapport, and the emails are a testimony to it. She writes just as she would speak, and I like to read the easy flow of thoughts captured so neatly in a structured way. It takes a little effort to do that, and to make sure your email is not just another chore for the reader.

Here are a five tips that will help you write like you are speaking to the person:

1. Be conversational. Avoid writing sentences like 'Attached with this email...'. You can try changing this to 'I am sending you...'. Keep the tone friendly and formal.

2. Don't be pompous. Use simple words that can be easily understood by your reader.

3. Use the reader's name if you need to build rapport. It personalizes your email. But, at the same time never overuse the reader's name. This will taste like adding too much sugar in your coffee.

4. If you are responding an email the second time, there is no need to address the reader again. Just continue as if you are speaking.

Example: Yes, Anita. The report will be ready by Wednesday for review.

Regards
Sharmila

So, there is no need to start with 'Dear Anita' again.

5. Use positive words like, 'Sure, we can go ahead', 'This sounds good', 'We appreciate your efforts', etc...

The best thing is that you will receive responses the way you write!