As a copyeditor, I receive manuscripts in various conditions. On occasion, I can tell that an author has gone back and read what he or she wrote, making some refinements. Such authors are like diligent dental patients, brushing and flossing before reclining in the hygienist’s chair—where torturous tools will be used to get those whites pearly. (I’m the ruthless dental hygienist in this scenario.) More often, I know I am in possession of a true first draft: the author has keyed the content and never looked at it again, perhaps assuming that a professional would follow behind, making the words shine. Such authors have done the equivalent of downing a bag of Cheetos in the dentist’s waiting room. But at least they’re in the right place to get the help they need.
Think of all the writing you do that isn’t reviewed by an editor—e-mails, letters, agendas, reports, blog posts, social media posts, etc. These communications reflect on you, and possibly your company, yet how carefully do you check them? Admittedly, seeing mistakes in your own writing can be difficult—and, while spell-check is a handy tool, it misses things. Comparing your compositions against this brief checklist can save you from a good number of linguistic missteps:
- Read what you have written. Make sure you have conveyed your points clearly and succinctly.
- Eliminate erroneous capitalization. Generally speaking, capitals are used for the first word after a period and for proper nouns. If you aren’t sure whether a word is a proper noun, consult Merriam-Webster. Here’s a cheat sheet of items that should be lowercase, unless they contain a proper noun: animals, foods, medical conditions, seasons, compass points, and general academic subjects. Capital letters are not used for emphasis. See my earlier post for additional capitalization errors.
- Ensure the proper use of tricky homophones. Homophones are words that sound the same but have different meanings. You know the ones I mean: your and you’re; their, there, and they’re; to, too, and two. I think it’s easy for your fingers, poised on the keyboard, to “hear” the wrong word as they take dictation from your brain. Here are some additional examples to watch out for: cite, sight, and site; for, fore, and four; rain, reign, and rein; palate, palette, and pallet; peak, peek, and pique; and right, rite, wright, and write.
- Delete apostrophes in plurals. Most nouns form their plural by adding s or—if they end in ch, j, s, sh, x, or z—by adding es. I know of only one case in which the plural of a noun is formed by adding an apostrophe before the s: for single lowercase letters. For example: “There are two c’s in cupcake.” See my earlier post for more on the subject.
- Change two spaces between sentences to a single space. Double-spacing between sentences suggests that you came of age in the era of the manual typewriter. Breaking this lifelong habit can be hard, especially as the life has been so long.
There’s one more thing, and I would consider it a personal favor: in your e-mails, after “Hi,” always use a comma to set off the recipient’s name (for example, “Hi, Thomas.”).
The use of commas to set off nouns of direct address is a sign of a truly refined character.