7 Proofreading Methods for Lazy Proofreaders

Finished.

That’s every writer’s goal. You finally completed your article (press release, newsletter, white paper, etc.).

Sort of.

You can’t fully enjoy your victory margarita until you proofread the document.

A smart writer knows that proofreading for errors makes the critical difference between a reader viewing you as incompetent or professional.

If you feel that proofreading is boring and tedious, you’ll likely perform a sloppy job and fail to correct reputation-crushing mistakes.

Here are seven proofreading methods that help produce error-free writing.

1. Write a rough draft. Writing and editing are two different practices. Don’t stifle your thoughts as you write by editing concurrently. Let your ideas flow freely, even if you make a lot of grammar, syntax, and spelling errors. Mistakes can be corrected. First, communicate your message—the insight that shapes your document.

2. Schedule a fake deadline. If you proofread immediately after finishing your first draft, you’ll work twice as hard to spot errors and be less productive. Let the text rest for a bit before you tackle it. Approach proofreading your document as if someone else wrote it; a little simple planning can alleviate the pain of proofreading.

3. Take breaks. Treat the editing process as special as the writing process. If you took breaks while writing different sections of your document, take breaks when you edit, as well. Similarly to scheduling a fake deadline, arrange time to improve your text. Eliminate the pressure of finding mistakes quickly. Proofreaders possess a different skill set than writers; proofreading focuses on clarifying and refining. Correct your writing in the draft stages so that you don’t spot mistakes in the final, published version.

4. Use your vocal chords. Sometimes you just don’t have time to proofread. If you can only manage a quick read-through, make it count. Read the text out loud and slowly enunciate each word. If any phrases or punctuation marks confuse you, they will likely confuse another reader. Revise any weak sections.

5. Delete colloquialisms. Transcribing conversational speech is a side effect of writing a rough draft. Idioms and words that we commonly speak are not always effective when writing. Change “should of” to “should have,” “like” to “such as,” “things” to “items,” etc. Also, avoid ending sentences with prepositions. Remove informalities from your writing for an immediate polish.

6. Shorten descriptions. In other words, get to the point. For example, the phrases, “Stay focused on getting to the point,” and “Get to the point,” share the same meaning. The latter is short-attention-span-friendly (which is actually everyone-friendly). Choose wisely.

7. Print a copy. You will always find a mistake in a printed draft that you missed on your computer screen. Under strict deadlines, proofread a printed copy to quickly improve your writing. Mark errors with a pen and then correct the electronic version.

Learn more about crafting flawless documents in my new free report, Business Proofreading Tips Other Proofreaders Don’t Want You to Know.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

What Does a Small Business Proofreader Do?

I've been reading IttyBiz on-and-off for about a year and a half. Naomi Dunford's writing, in and of itself, is a writing lesson. I was immediately intrigued by the content, and Naomi is my kind of gal—straightforward, creative, intelligent. Naturally, her posts are useful and interesting. Her storytelling ability is out-of-this-world humorous and heartfelt.

Since a big head on IttyBitty Naomi would be unsightly, I'll put the praise section of this post on pause and jump back on my train of thought.

IttyBiz had me at hello, but I never subscribed to the blog. I didn't make the posts a priority or closely follow what's been going on in Naomi's world.

However, Naomi's recent guest post on ProBlogger reminded me of the awesomeness that is IttyBiz. Why hadn't such a helpful blog made it to my Google Reader?

I dropped the IttyBall. But like a diamond, the Web is forever, so I added IttyBiz to my routine reading.

I knew this action would pay off, and last week Naomi resurrected a past challenge based on the question, "How many of YOUR readers don't really understand your business?"

To help her readers out (Naomi's thoughtful like that), she listed five questions that prompt IttyBiz proprietors to think about what makes them the cat's meow. She welcomes the non-scaredy cats to post the answers on their blogs. One final "hats off" to Naomi for being the lion's roar.

Here are my answers for Revision Fairy® Small Business Proofreading Services.

What’s your game? What do you do?

I'm a proofreader, copy editor, and wordsmith. I run the online proofreading service Revision Fairy.

A Revision Fairy-corrected document is an enhanced, error-free version of your original writing.

That's the final product that everyone wants, right?

Why do you do it? Do you love it, or do you just have one of those creepy knacks?

I love working with small business owners, copywriters, and marketing professionals to craft ideas into flawless, clear, and effective writing. My clients appreciate my eye for detail and intuitive sensibility that extracts their thoughts, spices them up, and makes them grammatically sound.

If you're scared of fairies, I'm definitely creepy.

Who are your customers? What kind of people would need or want what you offer?

Small businesses do just as much writing, if not more, than large companies—including, but not limited to: white papers, newsletters, brochures, instruction manuals, Web site content, blog posts, advertising campaigns, and press releases.

A fresh set of eyes can make a huge difference between sloppy copy and professional, compelling content, but smaller firms do not always have a proofreader on staff. Where do you find a reliable proofreader on call?

Enter Revision Fairy.

I correct small business documents in 24 hours.

What’s your marketing USP (unique selling proposition)? Why should I buy from you instead of the other losers?

Accessibility. You want your writing corrected; I want to correct your writing—so I made the process simple.

If your document is under 10,000 words, you can choose the level of service and turnaround time that you need and upload your document through the Revision Fairy Place Order page.

If your document is longer than 10,000 words, we'll chat via email first, but the process is just as efficient.

Unlike a proofreading factory that assigns your important documents to multiple proofreaders, I'm one proofreader—an individual who becomes familiar with your company's style, mission statement, and goals.

I'm not your employee, but I work for you.

What’s next for you? What’s the big plan?

Look out for more original Revision Fairy-written content. To start, check out my new free report, Business Proofreading Tips Other Proofreaders Don't Want You to Know: 8 Essays About Crafting Flawless Documents.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Is Your Writing Bland?

Ever feel like your writing is boring?

Unfortunately, creativity isn’t always born once you’ve had your morning coffee and sit happily with your fingers resting on your keyboard. And although laughter ensued last night when you shared a round with your buddies after work, your favorite bar joke isn’t the best opener when writing advertising copy, website content, a press release, or your résumé.

Still, all the factors that make you you contribute to the brand that you advertise, whether it is your company or yourself—that’s why you are writing the task at hand and not Joe OtherGuy. How do you combine charisma with your copywriting goal of having the reader take the action that you desire?

Follow these three steps to spice up your writing.

Introduce an Emotional Connection

After a recent product recall, Toyota launched an ad campaign about the safety of their cars. In a 30-second television ad, Toyota states the word “safety” seven times. Driving a car is a potentially dangerous experience, and Toyota wants consumers to associate their vehicles with safety (especially in light of the incident that could have damaged their reputation).

Toyota recognizes that buyers are concerned about their safety and the safety of their loved ones. Therefore, it is Toyota’s job to make safety their top priority.

In this case, a straightforward discussion on passenger safety appeals more to customers’ emotions (or fears) than highlighting aesthetic or superficial features of Toyota brand cars.

The concept of engaging your audience’s emotions is simple. Why did the headline of this article interest you?

Check Yourself Before You Wreck Yourself

Here are two “preventative” strategies to sharpen your writing skills before you produce your final document.

1. Study and categorize advertising that you like and dislike. Use your favorite techniques in your writing. As an exercise, can you improve the campaigns that you loathe? You’ll discover ideas that may help with your own copywriting.

2. Using colloquial phrases in rough drafts is an effective way to develop and organize your ideas. However, you need a filter to recognize concepts that are not successfully translated from your mind into your document or digressions that may not be appropriate for your current project.

Copy that you think is clever, poignant, or clear may not register with your readers if it is not crafted correctly. A proofreader acts as your own personal American Idol judging panel. Feedback will determine whether you get a standing-O, or if the text was not your best performance, Dawg.

Write Without Expectations

Express one position. You rarely need to oblige every point of view. The text that you write should have one specific purpose. It’s not about pleasing everyone. Don’t expect people to love or hate your writing because you’ll encounter both reactions. Make a genuine impact with your target audience.

Bravo television currently promotes a new spin-off reality series called “Top Chef: Just Desserts,” hosted by “Top Chef” judge Gail Simmons. One of the television ads states, “You love ‘Top Chef.’ You adore Gail Simmons. Now they’re together for a brand new show that’s going to be sweet.”

The ad speaks to “Top Chef” viewers who do “adore” Gail Simmons and will watch a new show that she hosts because they are “fans.” The ad doesn’t state, “You may or may not like Gail Simmons from ‘Top Chef.’ And even if you hate her or ‘Top Chef,’ you should still watch this new reality series.” Bravo’s word choice is bold and direct.

Your audience will always have opinions. When writing for an online publication or blog, the “comments” section of your article allows the peanut gallery to weigh in on the topic. Let the conversation begin after you express your point. You will dilute your writing if you unnecessarily play devil’s advocate in order to cover “everything.”

Want to learn more simple techniques that will immediately improve your writing? Check out my new free report, Business Proofreading Tips Other Proofreaders Don’t Want You to Know: 8 Essays About Crafting Flawless Documents.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Beside vs. Besides

A proofreader is familiar with the following essential definitions that clarify when to use the word "beside" and the appropriate context for the word "besides."

Meanings of the preposition “beside”:

1. next to
2. compared to/next to
3. not connected to

Meanings of the preposition “besides”:

1. in addition to
2. other than/except

The first distinction that must be made between “beside” and “besides” is the easiest one. If you want to convey the meaning of “next to, or alongside” always use “beside.”

Associate the word “beside” with the word “alongside”. Both words end with the letters
“s-i-d-e”.

The confusing part involves the fine line between “compared to/next to” or “not
connected to” (uses of “beside”) and “in addition to” or “other than/except” (uses of
“besides”).

Let's make these differences explicit.

Beside

How do you make a comparison?

You may compare/contrast items by arranging them alongside/beside each other.

For example, if you have three apples and one orange lined up in a row alongside each
other, the orange is the one that is not connected to, or not like, the other pieces of fruit.

Beside--> Alongside--> Compared to--> Not connected to the others

“Beside” as “alongside”:

On the train, I sat beside Ellen.

“Beside” as “compared to/next to”:

Beside the world top pianist, the other piano players felt inadequate.

“Beside” as “not connected to”:

An economics lesson would be beside the theme of this post.

Besides

The phrases “in addition to” and “other than/except” may be substituted with the word “besides.” Let's make use of the fact that the word ends with the letter "s" to help us remember when to use “besides” accurately.

The letter “s” reminds us of words that are plural.

Besides--> With an "s"--> Plural--> In Addition To (Think Two or More—Plural)

In addition to the steak, we had potatoes.

Besides the steak, we had potatoes.

Besides--> With an "s"--> Except

Associate the “s” sound in the word “except” with the word “besides,” which ends with the letter “s.”

The movie was quite entertaining except for the ending.

The movie was quite entertaining besides the ending.

Although these two words look interchangeable to the untrained eye, a proofreader recognizes minor details that may be detrimental to your writing.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

What Batman Can Teach You About Proofreading

Everyone wants to be Batman.

He’s cool and edgy, but has benevolent intentions—and the man gets results.

Luckily for you, it’s easy to adopt Batman’s intriguing qualities to perfect your writing and make others believe that you rock as hard as the Caped Crusader.

Whether you’re writing for yourself (a blog, a novel, a business document, etc.) or a client, mistakes aren’t going to cut it. Your text has to be poignant, useful, and error-free.

Here are three aspects of the Batman persona that you can apply to your proofreading habits.

Costume – The importance of writing drafts

When speaking in front of an audience, it is said that the crowd forms 70% of their opinions on how you look, 20% on how you sound, and only 10% on what you say. When you apply the theory to written text, the 70% of “how you look” reflects the content and structure of your writing.

How your writing “looks” involves its appeal to the reader, and proofreading enhances appeal. Text that a writer initially believes to be straightforward may actually be vague, unclear, or forgettable.

While the design of your document can certainly play a role in your visual presentation, you perfect your composition’s “look” by not only fixing typos, spelling, grammar, and punctuation mistakes, but also checking for consistency, clarity, and cohesiveness (among other factors, which may or may not be words that begin with the letter “c”). Readers are more receptive to your ideas when they can easily comprehend your writing. A document full of blemishes will not hold the reader’s interest.

You often know what you want to say, but your concept is not always translated to the reader. It’s essential to review your document as if you were not the person who wrote it. If you casually proofread your own text, you may skip reading every word in a sentence, but it will likely still make sense—it won’t necessarily to someone else.

Schedule an editing session after you take a break from writing. Spending time away from your ideas and the words on the page helps you decipher how can you improve the quality of your work.

No one gets it right on the first try. Take advantage of drafts.

Writing is as much a process as drawing, painting, or sculpting. A project needs to be carefully crafted. Each step contributes to the next action, whether it’s cleaning your paintbrushes, sketching a mock-up of your vision, or writing the seedlings of your ideas down in a rough draft.

Each draft is a costume. Batman had to experiment with different versions of the “bat suit” until it was the ideal combination of aesthetics and functionality—an outfit that communicates that you don’t want to mess with Batman.

Change costumes by proofreading until you get it right. When complete, you’ll have a suit that tells a powerful story.

Gadgets – When to use resources to improve your weaknesses

Crime fighting is Batman’s goal. Communicating a clear message is yours. Stay as focused on your goal as Batman by genuinely connecting with your audience. Work with what you know, and do the appropriate research when you discuss unfamiliar topics.

Seems impossible to swiftly travel from the ground to the top of a tall building? Didn’t stop Batman. He uses resources to overcome obstacles, invent complementary gadgets, and enhance his ability to stifle bad guys.

If you forgot a punctuation rule, look it up. If a sentence is incomplete, elaborate. If a paragraph is convoluted, simplify. Thorough proofreading examines each word and kicks it to the curb if it can be replaced with a more effective option.

Don’t take any aspect of your text for granted. Everyone knows that grammar mistakes make your writing look sloppy, but fixing them isn’t always a writer’s priority.

It reminds me of a Chinese story about the monk, Birdsnest, who lived in a tree and gave the most profound advice in China. When the governor of the land visited Birdsnest, the guidance that the monk told the officer was simple, “Don’t do bad things. Always do good things.”

Feeling cheated by this obvious statement, the governor exclaimed, “I knew that when I was three years old!”

“Ah, yes,” Birdsnest replied. “The three-year-old knows it, but the eighty-year-old still finds it difficult to do.”

Tone – The benefits of writing and editing with confidence

The sound of Bruce Wayne’s voice changes when he becomes Batman. The deeper, firm tone of the winged vigilante is not a frivolous characteristic; it is an intentional display of confidence.

Batman doesn’t worry about pleasing everyone. Unapologetically write from your point of view, but don’t be sloppy or careless.

After writing a draft, confidently make changes to weak sections. To proofread meticulously, you don’t merely spot glaring errors, you recognize the message that the text intends to convey and ensure that each word in the document contributes to that purpose.

Batman doesn’t ask for permission; he’s in a class of his own.

When people find out that I’m a proofreader, I’ve often received the flippant reaction, “Oh, that’s nice. I’m a sales manager, but I’m thinking of picking up some extra proofreading work on the side. What do you really want to do?” Another popular reply is, “But you actually want to be a writer, don’t you?”

If you’re an entrepreneur or aspire to leave a nine-to-five job to pursue creative interests, the same individuals may also smile politely at the sound of your dreams, arrogantly thinking the ubiquitous phrase, “Don’t quit your day job.”

As a proofreader, I get to write, re-write, and revise. I’m not just any proofreader; I’m the Batman of proofreaders. I play a vital role in the writing process and transform copy to a polished level of flawlessness.

No matter what you do, be Batman. It’s about doing what no one else does.

It wasn’t a radioactive spider bite, non-Earthling birth status, or mutated genetics that bestowed Bruce Wayne with the talent to be a superhero. He’s a guy that decided to kick ass no matter what.

Batman reminds us:

Don’t quit your night job.

Bruce Wayne may be a necessary part of life, but listen to your Batman-calling to be something extraordinary.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Regard vs. Regards

The word “regard” can be used as a verb or a noun.

As a noun, the word expresses "an aspect or thought":

In regard to your question, no, I do not prefer sugar in my coffee.

The noun also references “a point or aspect”:

In this regard, I like bitter coffee.

“Regard” can also be utilized as a verb to signify “having esteem”:

After hearing his presentation, I highly regard Dr. Smith’s intelligence.

Regard

“Regard” is the word that you want to use if you aim to express any of the above thoughts (or any of the other meanings of the word “regard”).

Regards

“Regards” should be used in two specific circumstances.

1. “Regards” is used only as a noun related to emotions.

For example:

- “Linda has not been feeling well.”
- “Oh, really? I’m sorry to hear that! Please send her my regards.”

In the above example, you are feeling an emotion or sentiment about Linda’s illness, so you want to send her your good wishes.

2. The verb “regard” transforms into “regards” when related to a singular noun or pronoun:

-I regard
-You regard
-He/she/it regards
-They regard

That’s it! Use “regard” (or a form of "regard") unless you are sending your feelings of empathy to someone else!

In conversation, if you say “regard” instead of “regards,” or vice versa, what you intend to express may still be understood by listeners; if you tend to confuse these two words when writing text, check that you use the appropriate option while proofreading.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Access vs. Assess

While deadlines are a great motivator to get things done, they are also a factor that often causes work to be completed quickly. If written content needs to be produced under tight, pressure-driven circumstances, it’s best to have a proofreader on-call to massage out the knots that may occur in first-draft copy.

Careless errors are always a possibility, even if a writer actually knows the difference between two words.

Since “c”s and “s”s in the English language may have the same pronunciation, rushed writers might mistakenly type the wrong sequence of letters when it comes to the words “access” and “assess.”

Here are quick tips to determine the difference between these two words, and type them correctly during Round 1, if you’re working in a fast-paced environment.

“Access” is a verb and a noun.

As a verb, the word means “to acquire, to have”:

I won’t be able to access the password-protected file until I receive
the password.

As a noun, the word means “to possess permission”:

Since the file did not require a password, I already have access to the information.

The word expresses the same idea regardless of the form of speech.

“Assess” is a verb.

To “assess” is “to judge, to determine based on evidence”:

Now that I have access to the pertinent background information, I can accurately assess the situation.

Similar spellings. Not-so-similar meanings. So, how do you regulate your wandering fingertips so that they don’t type “cc” when they intend to type “ss”, or vice-versa?

Access

Having access to something is a privilege. When you get something that you want, most commonly money, the conversational phrase “Cha-Ching!” comes to mind.

Tip: “Cha-Ching” --> “cc” --> Access --> Privileged Access

Assess

“Assess,” the word with the letters “ss,” means “to form a judgment.”

The judgment is made regarding a situation. The word “situation” begins with the letter “s.”

Tip: Assess the Situation

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

How to Be in the Right Place at the Right Time

Timing is everything.

It’s easy to disregard that phrase as a manifestation of “luck”—you either have it or you don’t. The concept certainly arises when job searching. You may feel stuck and hopeless; nothing seems to be working for you.

A simple change of attitude makes a world of difference. It boils down to what you make with what comes your way. You have the ability to overcome unfortunate conditions.

Timing, luck, and serendipity are factors that you control.

“Failure is an opportunity.” ~ Lao Tzu

Don’t force it.

Realizing that you’re not good at something (or you do not enjoy it) is as beneficial as finding one of your strengths. When you discover a weakness, you can choose to make it stronger, or you can let it go.

If something isn’t working for you, it’s your responsibility to change it. The uncertainty that comes with losing a job shakes up your world, but that doesn’t mean that you’ve also lost the ability to be grounded again.

Get used to things changing.

You have the power to change the direction of your life every moment. The concept of that power can be frightening, so individuals often choose to ignore their capacity to impact their own happiness. It doesn’t take much effort to have a mediocre life and blame your frustrations on someone or something else.

“Arrange whatever pieces come your way.” ~ Virginia Woolf

Focus on the experience.

Individual circumstances influence your professional life, not a formula.

Although I took multiple types of journalism classes all four years of high school and continued to copy edit throughout college, the looming idea of “what I wanted to do” was baffling. External and internal pressures evoke a quick answer to the “what do you want to do” question: go hide under the covers of your bed.

But I decided to have a career as a copy editor. Power lies in taking action. Never underestimate that first step, even if you decide to change directions shortly after you make it. I realized that I love editing and working with writers to perfect their ideas. If I didn’t, however, I would change the way that I spend my days in a heartbeat. There’s no reason to continue on a path that you know is not right for you. Retire the word “should.”

“Don’t ask what the world needs. Ask what makes you come alive, and go do it. Because what the world needs is people who have come alive.” ~ Howard Thurman

Create opportunities.

Every experience has a positive pay off if you let it. If you genuinely care about the job that you do, you’ll naturally stand out as an asset in that field—opening yourself up to future opportunities.

Exploring freelance work in between full-time jobs is an effective way of learning about new types of careers, as well as your own abilities. Consulting or a full-time freelance profession may be a healthy fit for you. You’ll discover possibilities that you might have never thought of before.

When you prepare self-promotional materials during the job application process (resumes, writing samples, cover letters, etc.) writing mistakes are inevitable. It has nothing to do with intelligence. Take the time to fix careless errors and improve weak areas.

My clients want to do everything that they can to ensure that their image is flawless. They know that they are capable of putting out a fantastic product, whether it is website copy, marketing materials, or a novel. Utilizing my proofreading services enables them to take timing, luck, and serendipity into their own hands. They take action to meet their goals and create new life paths.

Focus on your passions, experiences, and resources at all times, and you’ll continually find yourself in the right place at the right time. It’s not supernatural; it’s the way it is.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Between vs. Among

A proofreader doesn’t get to take the day off because two words don’t look alike. Enter Between & Among.

“Between” and “among” are both prepositions. And each word may be used a lot of different ways. A lot. We’ll go over these so that you are clear on the proper circumstances for each use. This will take some time, but it will be okay.

While it’s my job to make sure that your grammar is impeccable, grammar gurus still debate about “between vs. among” rules.

Debating about rules doesn’t help you figure things out. I want you to be able to choose the correct word in your writing so that the meaning that you intend to express is as clear as possible.

Choose the word “between” to discuss an engagement between two nouns (people, places, or things).

Examples:

Just between you and me …

The flight is between New York and Chicago.

I’m choosing between peach pie and apple pie.

Choose the word “among” to describe an association among many items.

Examples:

My dogs like to play among the trees in the park.

Sally is the top student among her classmates.

Among his other talents, Tom was also a skilled pianist.

For each of these examples, it is clear that the meaning of each word (“between” or “among”) is slightly different, but the context is consistent.

With the “between” examples, the sentences end with ____ and ____.

With the “among” examples, a plural noun follows each use of the word “among.”

I’m going to throw you a curve ball now, so brace yourself.

If a sentence is about a united group—yes, more than two nouns—then you should use “between” instead of “among”:

Between the five of us, we had enough money for what we needed for the apartment.

Pay attention to the word “five.” Ignore the preposition that contains the word “us.”

If you focus on “us,” you’re going to think “plural noun = among.” But the word “five” is what you should recognize as significant.

“Five” is a number greater than “two”, but it is still a limited group.

“Trees, talents, and classmates” in the above examples, regarding when to use the word “among," are ambiguous and essentially indefinite.

It is time to divide and conquer. What have we learned from previous posts? We’ll make these words seem like they have nothing in common.

Between

The word “between” contains the letters “tw” to help remind you that you should use “between” if the preposition relates “two” items.

When choosing a preposition that refers to a finite group of items, also use “between.”

If the possibilities can be defined, use “between.”

Among

The word “among” contains the word “on”. “On-and-on-and-on” is a colloquial way to describe infinite possibilities. When the possibilities are ambiguous, vague, or infinite, use “among.”

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Effect vs. Affect

When your writing is finalized without a thorough proofreading, it can affect the quality of your document in a harmful way. A negative impression is not the effect that you want to have on your audience.

The misuse of the words “effect” and “affect” usually occurs when one believes that the two words can be used interchangeably—that they have the same meaning. Here’s a straightforward way to understand how to use each word properly.

The noun “effect” is “the result of something else.” The “effect” will occur after something else happens.

The outcome of an event is a result; it may also be thought of as an “effect.”

The verb “affect” “causes a change, or manipulates something else.”

It is an action, often associated with changing or causing emotions.

Effect

According to IMDb.com, 2001: A Space Odyssey (1968), created a “new high-bench mark for special effects” in films. The illusion of spaceships transported the viewer into a more advanced world. That’s the effect. Special effects.

Associate “special effects” with “effects” and you’ll remember that “effect” should be used as the noun to describe an outcome.

The phrase “cause and effect” is also helpful if you’re confused about whether to use the word “effect” or “affect.” A cause produces an effect.

Tip: Event Result = Effect

Affect

Let’s keep with the movie theme. Say you’re leaving a movie theater with a friend after sobbing your heart out during a tearjerker. (Those dramas are so manipulative!)

Concerned, your friend turns to you and says, “What’s wrong with you?”

Since fiction does not usually have that effect on you, you exclaim, “I don’t know! It just really affected me!”

The movie caused a change in your emotions. Causing a change is an action.

Tip: Action = Affect

Although the words “effect” and “affect” are commonly confused, the difference between the noun and the verb is quite simple.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Can vs. May

Since we’ve already discussed the meaning of the word “can,” the common “can” vs. “may” confusion is a reasonable error to examine next.

Picture yourself in seventh grade English class. You’re excited that Julie’s boring oral book report on Bridge to Terabithia is almost over. You want to grab the bathroom pass like it’s nobody’s business and stroll the middle school hallways for at least one more presentation.

“Mr. Jones, can I have the bathroom pass?” you ask, as you rise from your seat-desk combination.

“Yes; you can,” Mr. Jones replies without looking up from his notes. He quickly continues, “Okay, who’s next? Matthew, it’s your turn to present now.”

Matthew walks to the front of the room and begins rambling about Of Mice and Men.

The bathroom pass is still hanging on the nail next to Mr. Jones’ desk.

“What? Why didn’t Mr. Jones give me the pass?” you think as you look around the room awkwardly before you slump back down in your chair.

Of course, you can have the bathroom pass. You have the ability to possess it. (Remember, “can” and “able”). Mr. Jones felt, however, that you may not gain possession of the coveted item at that time.

Can

My third grade teacher was an advocate of the “I Can” attitude. You have the ability to do anything. On the first day of class, we decorated actual cans that had a big letter “I” glued onto them. An “I May” attitude is not as powerful.

May

“May,” besides a beautiful spring month, is a word used to express “possibility, intention, or permission.”

In the seventh-grade-bathroom scenario, you needed to ask permission to receive the bathroom pass; you asked for the ability to receive the bathroom pass by using the word “can.”

If you had asked, “May I have the bathroom pass?” then you would have already been romping down the hallway.

Fortunately, you did not need to actually use the bathroom. You just wanted to skip class. And if you skip the step of proofreading your text, you leave your document vulnerable to displaying this error.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Could vs. Would

You would be foolish to skip the step of proofreading a document. Your text could contain typos, inconsistencies, or other blunders that make you look stupid. Don’t be stupid. To start, use the words “could” and “would” correctly.

“Could” and “would” need to be dissected. Both words are past tense.

“Could” is the past tense of “can.” “Would” is the past tense of “will.”

There are complex phrases, such as “past plural,” “present participle,” and “past participle” that more specifically describe exactly which tense is the appropriate label for the words “could” and “would.”

Since I’m not in the “confusing you” business, for all intents and purposes, “past tense” will work.

Tip: The minute the words “could” and “would” begin to confuse you, immediately review what each word means in the present tense. “Can” and “will” clearly do not express the same meaning.

“Can” refers to “the ability to do something.”

“Will” refers to “the intention or determination to do something.”

Could

When you use the word “could,” you describe actual ability.

In the Old Testament, the pair are “Cain and Abel.” When writing, pair “can” and “able” to ensure that you are using the word “could” properly.

Would

If an action is optional, based on one’s intent, “would” is most likely the correct word to use. Is the person willing? Is it a possible option?

Willing + Option = Would

I think Oprah would call this explanation an “Ah-ha!” moment.

Of course Oprah could call this chapter anything that she wants (she has the ability to speak), but I am proposing that she would. After reading the information in this chapter, it is probable that she would be willing to label it an “Ah-ha!” moment.

Carefully proofread your text. “Would” and “could” are not used interchangeably, just as “can” and “will” are not synonyms.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

The Secret to Executing Your Writing Goals

I won’t leave you hanging. The secret to creating the best possible piece of writing is the ability to believe in yourself.

Before you click your browser’s “back” button and recoil in disgust, let me clarify that I’m not just spewing rainbows, lollipops, and unicorns at you. “Think positive” and “do your best” may seem like empty proclamations, but you can turn those optimistic assertions into an actual writing tool, as pertinent as a word processor, a keyboard, and your phalanges.

There’s no shortcut to brilliant writing. A flawless final product emerges from talent, creativity, and meticulous proofreading. Believing in your abilities without action will not yield results. The practice of optimism helps ignite a passion that transforms your intentions into an artistic arrangement of words. It’s the beginning of your story as a writer.

Optimism as a writing instrument is a two-part strategy that consists of theory and mechanics.

Here’s an exercise. Think of all the films that you’ve never heard of or seen. I’ll throw a title out there as a starting point: The Room. The Room is arguably one of the worst movies ever made—horrible acting, inconsistencies galore, nonsensical plot. However, the DVD of The Room features a Q&A with writer, director, producer, and star of the film, Tommy Wiseau, and he states one thing that does make sense.

Wiseau explains that he had an idea for a screenplay that he wanted to write and that writing it wasn’t enough for him—he wanted to actually turn the screenplay into a film. Wiseau wasn’t concerned with what critics would say. He didn’t care if anyone “got” his idea. He made his own reality. And the result? The Room doesn’t have to be known as one of the best movies ever made, but it is known. It has a nationwide cult following who attend midnight screenings of the cinematic disaster and excitedly venture to sold-out talks featuring Wiseau and his cast.

What would have happened if Wiseau kept the plot of The Room, as incoherent as it may be, in his thoughts? Nothing. Instead, he believed in himself and executed his plan accordingly.

You have to make yourself invincible. There’s no amount of handholding, five-fives, or pats on the back that can achieve that for you.

No matter what you do, someone is going to disagree with your viewpoint or simply not like it. Don’t write for those individuals. Write because you’re passionate about a subject. That’s all you need. Tommy Wiseau may not have envisioned that those who enjoy bad movies would appreciate his film, but nonetheless his vision found an audience.

Everyone has avoided a task that he or she wants to accomplish. Feeling guilty about this lack of action is pointless. But when you’re ready, and looking for inspiration, focus on the possibilities that lie ahead once you take the initiative to reach your goal, rather than the excuses (it will be difficult, it will take a long time, I don’t have the energy, etc.) that keep you in procrastination mode.

What project have you been putting off?

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Accept vs. Except

A proofreader excitedly analyzes your text with a discerning eye that corrects blemishes. If you instinctively choose the correct word, there’s less dirt to dust off your writing—giving you more time to focus on your subject matter. Let’s take a look at two words that end with the four letters “c-e-p-t.”

Since “accept” and “except” each begin with different letters, one can easily identify that these are indeed two distinct words. The relaxed, mindful writer clearly knows the appropriate context for each of these words. However, when one is caught up in translating an idea from her mind into coherent words on a computer screen, the creative process can often take priority over grammar, spelling, and word choice.

There are many ways to use the verb “accept.” All we need to examine, though, is why “accept” is a different word from “except” and how to employ each word to transcribe the meaning that you intend to convey.

The verb “accept” means “to take in, receive.”

The word “except” is not a verb. It belongs to the second-tier of parts of speech (noun, verb, and adjective belong to the first-tier).

“Except” can be used as a preposition, a conjunction, or an idiom. But who cares about that? In each form, the word “except” is utilized to mean “with the exclusion of ____.”

Accept

When using the word “accept,” associate it with the word “acceptance”—you take something in, you receive something, you accept something.

Accept --> Acceptance --> Take In

Except

When you use the word “except,” you want to signify “exclude.”

Except --> Exclude --> Leave Out

Don’t be paranoid about mistakes; accept that they will appear in your writing, and take the necessary steps to eliminate them before you release your final product. Even if you think that the confusion of two words is idiotic, it’s important not to take any word for granted when you’re proofreading.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Compliment vs. Complement

Typos aren’t always glaring errors, such as the insertion of erroneous letters (i.e. “errroneaious”). A proofreader also ensures that each word that you type is the most appropriate. Similar words may convey different meanings.

The two distinct words “compliment” and “complement” are essentially pronounced in the same way (especially if one is mumbling) and essentially spelled the same way—there’s only one letter that is different.

The word “compliment” is a noun and verb.

The word “complement” is a noun and verb.

You’re thinking, “How is this going to help me tell these words apart? I want to know why they are different, not similar.”

We will get there, but the good news is that while each word can be used as two parts of speech, when you understand the noun-usage of these words, the verb-usage of these words is logical.

The verb-usage of both “compliment” and “complement” transforms the noun-form into an action.

A “compliment (noun)” is an “expression of praise.” When you “compliment (verb)” someone, you tell her an expression of praise.

A “complement (noun)” is “something that completes something else.” When something “complements (verb)” something else it “makes it whole/adds value to it.”

See? Easy. You really only need to learn one definition for each word.

Most people have a separate drawer for socks, a separate drawer for t-shirts, a separate drawer for sweaters, etc. Think of the following as a separate drawer for “compliment,” and a separate drawer for “complement.”

Compliment

“I like the outfit that you have on” is a compliment. The word “compliment” that is spelled with the letter “i” should remind you of saying “I like”—the phrase that you begin with when you give someone a compliment.

Complement

A “complement” “completes, or makes whole”. Complement. Complete. Get it?

The next time that you need a proofreader to review your writing, Revision Fairy® Small Business Proofreading Services is the perfect complement.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Precede vs. Proceed

When proofreading a document, think of the words “precede” and “proceed” as opposites. Leave it to the English language to create two words with similar pronunciations, but quite individual meanings.

“Precede” is “to go before.” It is a verb.

“Proceed” is also a verb, but it is used to signify “carry on, continue, move forward.”

What are the opposite stages of a makeover? Before and after.

Precede” is “before,” and “proceed” is “after.” Here’s some more reinforcement.

Precede

Star Wars: Episode I - The Phantom Menace (1999) was a “prequel” to the original Star Wars film (1977).

The events that took place during Episode I came before (or preceded) Star Wars. Prequel. Precede.

Proceed

Think of “proceed” as “proactive, taking initiative.”

“Proceed” is spelled with a sequence of two of the letter “e”, similarly to the word “speed.”

Proceed --> Speed --> Speed Pushes You Forward

If you'd like to proceed to the next chapter before next week, check out the anti-grammar ebook Revision Fairy Tales in its entirety.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Premier vs. Premiere

When you’re a proofreader, you see the same mistakes frequently. In my anti-grammar ebook, Revision Fairy Tales: 21 Writing Mistakes You’ll Never Make Again, I outline common mistakes that can be easily avoided with a little clarification.

Each week, I’ll share a “tale” from my book to eliminate your confusion about each pair of similar words. Choose the proper word when you write your first draft, and you’ll have fewer errors to fix later.

Premier vs. Premiere

Who would have thought that a little “e” could make such a big difference? Well, it does.

The adjective “premier” means “first-rate, best, number one in its class.”

The noun “premiere” means “the first public showing of an event.”

"Premier” may be used as an adjective or a noun, while “premiere” may be used as a noun, a verb used with an object, a verb used without an object, and an adjective.

Wait for it, wait for it … Huh? Let me break it down for you.

Premier

“Premier,” as an adjective, is the most common usage of the word that gets confused with “premiere.”

The adjective “premier” is used to describe “the best ____”:

How would you describe your company?

“Bamboo Emporium” is the premier outlet for premium bamboo stalks from around the globe.

Tip: Premier = premium. Both words do not end with the letter “e”.

“Premier,” as a noun, is less common. The term describes a person who is first in rank.

For example, a “premier” may be a chief executive officer or a president of a company.

Premiere

“Premiere,” as a noun, is “the first showing of an event.” “Premiere,” as other parts of speech, conveys a similar meaning.

“Premiere” as a verb with an object:

• “When will you debut your new paintings?”
• “You can see them on Saturday when I premiere my new exhibit at the Corner Gallery.”

“Premiere” as a verb without an object:

• “What is the occasion for the event on Friday?”
• “Oh, *Insert Awesome Movie Title Here* will premiere.”

“Premiere” as an adjective is similar to its noun-form:

• I’m excited for the premiere showing of *Insert Awesome Movie Title Here* on Friday.

Tip: Premiere = movie premiere. The words “premiere” and “movie” both end with the letter “e”.

Do you see how each word has distinct circumstances for its use?

To download the complete set of Revision Fairy Tales, click here. If you’re the patient-type, check back weekly for proofreading service secrets.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

What Laundry Can Teach You About Persuasive Writing

There are many tasks that you may not finish in a short time period: spring cleaning, filing paperwork, organizing your DVD collection, etc. Laundry is not one of these activities.

Once you start your laundry, there’s no turning back—you complete the ritual in a limited amount of time. Each step directly helps achieve your goal. The endeavor is efficient, and once you’re done, you have a fresh batch of clean clothes.

Persuasive writing should be approached in the same finite number of steps, where a tight, cohesive product emerges from your focused effort.

Here are three steps from your laundry routine that you can apply to your writing habits.

Sort it.
Before you whip out the detergent and fabric softener, get organized. You may need to separate your clothes into individual batches. Do you set aside a specific load for white items? Are there garments that need to be washed with cold water? Or delicate fabrics that need to be hand washed?

In order to clean your clothes properly, you don’t just throw everything together in the washing machine. You make special accommodations for high priority items. When writing, get your priorities in order. Make sure that you clearly state your motives. Capture the reader’s attention by immediately expressing the benefits of reading your text—let your audience know what they’ll learn or gain if they continue reading.

A number of your creative ideas may not be appropriate for your current project. Save those thoughts for another time, and concentrate on the essential pieces of information that you need to convey your message.

Clean it.
The wash cycle is the main event during laundry festivities. It’s the crucial step that transforms your dirty, un-wearable clothes back into a functional part of your wardrobe. In front of your keyboard, your intentions turn into text.

Once you figure out what you need to express to your audience, support your point with details. You’ve intrigued the reader with a provocative proposition; now turn the reader into a serious client or buyer.

Whether you’re selling a product, advertising an event, or promoting your blog, there is an action that you want the reader to take—buy your product, attend your event, or subscribe to your blog. Each sentence should reinforce this aim. Compel the reader to follow up with the appropriate action by adding elements to your text that make inaction seem foolish. What advantage will the reader obtain if he or she responds to your request?

Dry it.
Since you don’t want to put wet, soggy clothes away in your closet, your task is not complete simply because your soiled items are now clean. Time in the dryer preps your laundry for proper storage among your other clean clothing.

When you have transformed a blank page into a clear piece of writing that communicates your message, take a break. Give your eyes and your brain a rest from the subject matter before you begin proofreading. Also, have another individual proofread the text before you consider it complete. A proofreader who is unfamiliar with your objective can help determine if your writing is effective—as well as help correct spelling, grammar, and punctuation errors.

What writing practices help you stay on topic?

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Three Quick Ways To Perfect Your Resume

We’re taught from an early age not to “judge a book by its cover.” Although this is a general rule of thumb if you prefer not to pre-judge someone, in practice, judgments are often made quickly—when a “cover” is all you have. In the job market, this is your resume.

Writing your resume is scary. You have to contemplate your best qualities and express them in a clear and engaging way. One page must contain information that makes a potential employer want to interview you.

When you approach resume writing from a place of passion, instead of fear, you’ll get a fresh perspective on the process. Don’t just display your work history; connect with the person reading about your professional experience. Here are three questions to ask when reviewing your resume.

Would you want to read it?
The format of your resume is the true first impression. Before an onlooker reads any words, she gets a sense of your organizational style. Do you use an easy-to-read font? How do you separate sections? How do you present your contact information?

The person inspecting your resume has many other resumes, cover letters, and personal advertisements to read. If your document looks overwhelming, it makes the employer’s job easier—she gets to put it in the “no” pile before she even concentrates on the text. To ensure that your resume lands in at least one “yes” pile, eliminate long blocks of text.

Make someone want to take a closer look at your resume. While you need to be specific about your qualifications, the one page that showcases your skills needs to have visual appeal. A glance at the document should cause intrigue. Every word on the page should highlight your personality in a succinct way. Don’t be afraid of white space. Wouldn’t you rather read short, informative text than excessive, vague descriptions?

What makes you unique?
When job hunting, you may think about how to express that you match a position’s specifications. Instead, shift your focus to what makes you stand out from the crowd. Assume that everyone applying for your desired job has the skills that the employer wants. What personal experiences make you different? What distinctions or awards have you earned at past jobs? What knowledge or abilities make you special?

If you write that you have great time-management and customer service skills, would anyone applying for the job say that they don’t have great time-management and customer service skills? You want to show that you have the necessary experience to handle the job, but you’ll distinguish yourself from other candidates if you demonstrate in a personal way that you have what it takes to rock the position.

Have you proofread each word?
Although resumes are read quickly, glaring errors are still problematic. When you’ve designed your document to look fresh and easy-to-read, mistakes are easily noticeable. The tiniest error can make your resume look sloppy—or worse—make you look careless.

Another aspect of proofreading is viewing the document from the perspective of someone who knows nothing about you. If you state that you worked for “XYZ Company,” but do not give any details about that organization, how is that listing going to benefit you? Your resume should directly promote you as the best candidate for the job. Omit or revise any words that do not support that goal.

Now is not the time to be shy. Make bold statements, have confidence in your intelligence, and get noticed. One of my favorite inspirational quotes pairs well with resume writing: It’s not who you are that holds you back, it’s who you think you’re not.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

How to Use Twitter as the Ultimate Writing Exercise

The micro-blogging platform Twitter has changed communication.

Traditional blogs have evolved into channels for more leisurely reading. They contain the “meaty” stuff that you read when your brain has time to digest long blocks of text. Twitter pages erupt with information that is quick to read, easy to digest, and satisfying—instant gratification.

Although 140-character tweets may not be for everyone, condensing your thoughts into 140 characters can be a helpful writing exercise. While maintaining proper grammar, spelling, and punctuation, your ideas should be universally understood and autonomous. Make each blurb detailed and clear.

Here are three ways that you can benefit from the “philosophy of a tweet” without actually posting anything on your Twitter page (remember, it’s just writing practice).

Outline 2.0
An outline is a traditional way to organize your thoughts before writing a draft. Instead of listing out ideas, headings, or titles, write complete 140-character summaries. You can then arrange these tweet-inspired pieces in the proper order. Your outline will consist of meaningful and direct ways to start the different sections of your draft.

Characters in 140 Characters
“Just because you are a character, doesn’t mean you have character,” is one of my favorites lines of dialogue from Winston Wolfe (Harvey Keitel) in the film Pulp Fiction. Whether you’re writing a screenplay, a novel, or any other type of fiction, succinct descriptions of your characters are important throughout the writing process. When you first introduce a fictional character, you have a limited amount of time to reveal crucial background information to the reader. By the same token, if an investor said that he’d give you $100 million to make a film out of your screenplay based on a brief description of your main character, what would you say? The description better be impressive.

Think of a business objective, joint venture proposal, or advertising campaign pitch in the same terms. How would you communicate your most vital points in 140 characters to win over a prospective client, partner, or boss?

On a personal level, narrow down your character traits and professional interests for networking events. When you only have a moment to describe your employable skills, you’ll be ready. The ability to articulate your top characteristics is ideal for job interviews, as well.

You never know when you’ll be put on the spot to describe something important to you in concise terms. Plan ahead and create perfectly phrased tidbits of your most beloved creative ideas. Use 140 characters as a model.

Fewer Words, Fewer Errors
Unless you are just posting tweets on your Twitter page, your writing project is likely much longer than 140 characters. When you formulate your ideas in 140 characters, however, you’ll find that those potential tweets fit well in your final draft. You won’t have an excessive amount of run-on sentences or unnecessary words to cut out. Each sentence will be initially more cohesive. It’s not that your completed draft won’t need a thorough proofreading, but when text is more refined, it needs less editing and errors are easier to spot.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.

Proofreading Pointers: 3 Ways to Polish Conversational Writing

When proofreading a document, you want to make sure that your message is clear. You have an idea in your mind; you transform it into words, and hope that the person reading your words understands your idea.

Sometimes the words that we choose when writing are too conversational. If you nonchalantly spoke certain words or phrases in conversation, your idea would likely make perfect sense and not disrupt the cohesiveness of the discussion. In writing, even if it is appropriate to use an informal tone, little differences can affect the clarity and effectiveness of your message. You want to choose formal words even amidst a humorous, witty, or casual subject matter.

You can quickly polish your writing by looking out for these three errors that frequently appear in writing that is too colloquial.

Which and That
Let’s look at a sentence that I just wrote as an example: “You can quickly polish your writing by looking out for these three errors that frequently appear in writing that is too colloquial.” Note that the word “that” appears twice in the sentence.

When speaking, if you substituted the first instance of the word “that” for the word “which,” you’d probably get away with it, and your conversation would continue smoothly. However, the word “which” is not appropriate in the written sentence, unless you also change the structure of the sentence.

The word “that” initiates a phrase that specifically describes a noun, while the word “which” initiates a clause in the sentence. Use a comma and the word “which” when you set off a clause, enclosed in two commas.

That: You can quickly polish your writing by looking out for these three errors that frequently appear in writing that is too colloquial.
Which: Look out for these three errors, which frequently appear in writing that is too colloquial, in order to polish your writing.

As you can see, the use of the word “that” begins a “restrictive clause” because it limits the description that it prompts to the noun that it follows; the use of the word “which” is a “non-restrictive” clause because it just prompts a tangent within the sentence.

Some
I like to use examples from my own writing to show how easy it is to add imprecision to your writing. A thorough proofreading can fix these minor flaws. Minor as they may be, without them your writing transforms to a more professional level. Your reader effortlessly comprehends what you intend to communicate, rather than struggling to understand overworked sentences.

The word “some” is usually a word that we type out when writing a first draft. For example, I could have written above, “I like to use some examples from my own writing to show how easy it is to add imprecision to your writing.”

Tighten your text by removing empty words. The version of the sentence without the word “some” conveys the same meaning and is even stronger. Look for the word “some” and other vague adjectives in your writing. Delete accordingly.

Start to/Begin to
Similarly to the word “some” and vague adjectives, certain phrases that may be perfectly fine for conversation add no value to persuasive writing.

It’s almost always beneficial to delete the phrases “start to ___” and “begin to ___.” Other than word count, there is no substantial difference between the instructions “start to look for …” and simply “look for….”

Instead of instructing you to “start to look for ways to trim words in your text that are ineffective,” I’ll simply state, “look for ways to trim words in your text that are ineffective.” It’s all part of the proofreading process.

About the Author: Stefanie Flaxman corrects business, marketing, and educational documents in 24 hours to eliminate reputation-crushing mistakes from your writing. She's a professional proofreader and the founder of Revision Fairy® Small Business Proofreading Services. Connect with Stefanie on Twitter.