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When all other means of communication fail,

try words.
Anonymous

Module Two: Working with Words

The building blocks of any writing, whether for business or social
purposes, are words. Failure to use words properly can affect the
over-all impact of your prose. In this module we will discuss the
spelling of words, grammar issues in writing, and how to prevent both
by creating a cheat sheet.

Spelling
The use of correctly spelled words is important in all business writing because
you are presenting a professional document. A misspelled word can reflect
negatively on your image. It may also result in confusion in meaning.

Here are some tips to improve spelling issues when writing:

1. Familiarize yourself with commonly misused words, particularly sets of words often mistaken for
each other.

Example: Affect vs. Effect

Affect is to influence or change. (Our income has been affected by the global recession.)

Effect is the impression, result. It can also mean ‘to cause’. (The global recession has a
dramatic effect on our income.)

This problem also happens with pronouns or pronoun-linking verb contractions which sound alike.
Examples: who’s vs. whose, their vs. they’re and your vs. you’re.

2. Make sure you pronounce words properly. Colloquial pronunciations can cause people to omit
certain letters in writing. Example: writing ‘diffrence’ instead of ‘difference’ because one
pronounces this word with a silent first e.

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 3. Note some friendly rules on spelling. Example: i before e, except after c (e.g. receive, belief)

4. If you’re writing for an international audience, note that there are acceptable spelling variations
in the different kinds of English. For example, American and British English tend to have many
differences in the spelling of the same words. Notable are the use of -ou instead of –o, as in
colour vs. color; -re instead of –er, as in centre vs. center; -ise instead of –ize, as in realise vs.
realize.

5. Lastly, use spelling resources! These days, spell checking is as easy as running a spell check
command on your word processing software. If you’re still uncertain after an electronic spell
check, consult a dictionary.

NOTE: Discussions on spelling liberties people take when sending emails would be discuss in a later
module.

Estimated Time 15 minutes

To underscore the importance of correct spelling in business writing.

Topic Objective
To give tips on how to improve spelling.

A misspelled word can reflect negatively on your image. It may also result
into confusion in meaning.

Tips on improving spelling:

1. Take note of words often mistaken for each other.

Topic Summary 2. Make sure you pronounce words properly.

3. Note friendly rules in spelling.

4. Be sensitive to spelling differences in variations of English.

5. Use the spell-check function in your software, as well as the

dictionary.

• Flip chart paper

Materials Required
• Marker

Prepare the questions on a flip chart paper or a PowerPoint slide. Note the
Planning Checklist
answers that can be found in the activities folder.

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 Post the following sentences on a flipchart paper or on a PowerPoint slide.

1. We have recieved the files that you sent.

2. This is official notice that your in charge of facilitating the next

meeting.
Recommended Activity 3. The project is allmost nearing its completion.

4. There is a significant diffrence between the sales in December of this

year and December of last year.

Ask the group to spot the spelling error in each. Solicit reasons why these
words are often misspelled.

The internet is filled with websites listing commonly misspelled words for
Stories to Tell
ready reference.

Ask the group what impression they get of people who send business
documents with spelling errors.
Delivery Tips Survey how many of the group recognizes that they have issues in spelling.
Share that even professional writers have spelling problems; it’s just a matter
of training yourself to always look out for them.

Grammar
Grammar details rules of language syntax. Like spelling issues, grammar violations in a
business document can reflect negatively on a professional or a company. Care should
be given that all business documents are grammatically correct.

Here are two grammar issues most business writers have trouble with.

NOTE: All grammatical rules discussed here have exceptions and complex forms.

1. Subject-verb agreement: Singular subjects go with singular verbs, and plural subjects go with plural
verbs. The singular form of most subjects contains the suffix –s or –es. The opposite is true for verbs;
it’s the singular verbs that end with –s.

Note though that some subjects have unusual plural forms (e.g. medium- media, man-men, etc.)

2. Verb tenses: Modern English has six tenses, each of which has a corresponding continuous tense.
The first three: present, past and future are less problematic.

The other three tenses, perfect, past perfect, and future perfect, are formed with the helping verbs
have, has, and had.

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 Perfect tense is used to express an event that happened in the past, but still has an effect on the
present. Example: Mr. Michael Johnson has managed this company for the past 5 years.

Past perfect tense is used to express an event that took place before another action, also in the
past. Example: Mr. Myers had been sitting on a meeting when the client called.

Future perfect tense is used to express an event that will have taken place at some time in the
future. Example: I will have finished by 10pm.

In business writing, there are standard tenses used depending on the type of document you are
writing. Business cases (to be discussed in a later module) may be written in past or future tense
depending on whether the purpose is to discuss how a project was executed, or propose how it
would be executed.

Verb tenses can also vary within the same business document. The Organization Overview section of
a proposal may be written in perfect tense, while the Financial Projection Section written in present
tense.

Estimated Time 15 minutes

Topic Objective To share 2 grammar issues frequently found in business documents.

Two grammar issues frequently found in business documents are:

Topic Summary 1. Subject-verb agreement

2. Verb tenses

• Flip chart paper

Materials Required
• Markers

Survey the group for other grammar issues that they commonly observe in
Recommended Activity
the business documents that they receive.

This section is just a review of basic grammar rules. The objective is to raise
awareness of the three most common grammar issues, not to discuss each
Delivery Tips rule comprehensively. Keep the discussion practical and rooted on what they
have the most problem with. Refer the class to more extensive references
for additional information.

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Creating a Cheat Sheet
The number of spelling and grammar rules can feel daunting, but you don’t have to
memorize everything. What you can do is create a cheat sheet.

A cheat sheet is a ready reference of rules you need to remember, written in a brief,
simple and easy to understand fashion. Tables and bullet points can make a cheat
sheet more effective. Some cheat sheets are poems, alliterations, and songs.

For best results, make your cheat sheets personalized, targeted to spelling and grammar issues that you
often have problems with.

The following is a sample template for a cheat sheet:

Issue Rule Example

Here is a sample accomplished cheat sheet:

Issue Rule Example

Its vs. It’s ‘Its’ is the possessive, third person, singular adjective, The machine spread its claws.
typically referring to something other than a person.
It’s the fastest engine for this job.
‘It’s’, short for ‘It is’, refers to something that ‘it’
possesses.

Estimated Time 10 minutes

To illustrate how a spelling and grammar cheat sheet can help in business
Topic Objective
writing.

You can create a record of basic spelling and grammar rules for ready
Topic Summary
reference.

• Flip chart paper

Materials Required
• Markers

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 • Sample Cheat Sheets

Source out grammar and spelling cheat sheets. Print out copies for each
Planning Checklist
participant.

Present sample spelling and grammar cheat sheets to the group. You can use
this poem by William Safire:

Do not put statements in the negative form.

And don't start sentences with a conjunction.
If you reread your work, you will find on rereading and editing that a
great deal of repetition can be avoided by rereading and editing.
Never use a long word when a diminutive one will do.
Recommended Activity
Unqualified superlatives are the worst of all.
De-accession euphemisms.
If any word is improper at the end of a sentence, a linking verb is.
Avoid trendy locutions that sound flaky.
Last, but not least, avoid clichés like the plague.
~William Safire, "Great Rules of Writing"

Ask the group if they feel the cheat sheet is something that can help them.

Discussion Tips Solicit other ideas for making cheat sheets.

Practical Illustration
Jacob was preparing to write an important paper for one of his partners. He worked hard on it, and after
he was done, he asked his colleague to review the text after he had run spell check. Upon close
inspection, the colleague found some errors and discussed them with Jacob. One was spelling. Although
spell check caught most of the errors, it missed many that had to do with context, such as “its” and
“it's”. Some of his sentences had verb tense errors and such that were not picked up by spell check.
After he had checked the document over well, the colleague made some cheat sheets for Jacob to help
him remember the rules he neglected to address. Jacob was able to improve after that.

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Module Two: Review Questions
1) Which of the following statements is true?

a) Using the spelling resources takes too much time

b) Every word in English can be spelled only one way
c) There are acceptable spelling variations in different kinds of English
d) It is not important if you make a mistake with a commonly misused word

2) Which of the following IS NOT a good advice for improving your spelling?

a) Using the spell-check function in your software

b) Taking note of words often mistaken for each other
c) Noting friendly rules in spelling
d) Learning harder words by heart

3) Which of the following is one of the two grammar issues most business writers have trouble
with?

a) Verb tenses
b) Articles
c) Conditionals
d) Direct and indirect speech

4) Which of the following is an example of past perfect?

a) Mr. Myers was sitting on a meeting when the client called.

b) Mr. Myers sat on a meeting when the client called.
c) Mr. Myers had been sitting on a meeting when the client called.
d) Mr. Myers has sat on a meeting when the client called.

5) Which of the following is not a common part of the cheat sheet?

a) Example
b) Issue
c) Rule
d) Hints

6) Which of the following statements IS NOT true?

a) Cheat sheet is used for easier learning by heart

b) Cheat sheet is written simple
c) Bullet points can make a cheat sheet more effective
d) Some cheat sheets are poems, alliterations, and songs

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Icebreaker: Related Topic
Include a short activity here that is related to the topic of the workshop. You can use the one below if
you like.
1. Have the participants at each table answer the following questions:

a. Why are they here?

b. What is their level of experience with managing and archiving records?

c. What they hope to get from this class?

d. What was their most memorable vacation or trip?

2. Have someone be designated a scribe and have them jot down the answers to question C above.

3. On a separate piece of paper, have the scribe write down the most interesting or exotic vacation
or trip from only one table member.

4. Have the scribe hand the note with the answers to question C to you.

5. Have the scribe stand and introduce the table to the class.

6. Then have the scribe share the most interesting vacation or trip from their group.

7. Have the class guess the person that had the most interesting or exotic trip or vacation.

8. Go around to each table until all have given you their answers to question C and shared their
most interesting trip or vacation.

9. Debrief by sharing all the answers to question C with the class.

10. Thank participants for sharing.

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CERTIFICATE OF COMPLETION
[Name]
Has mastered the course

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Business Writing
Awarded this _______ day of ______e____, 20___
Presenter Name and Title