We have talked about the organization of documents and paragraphs, but what about the organization of sentences? You have probably learned in English courses that each sentence needs to have a subject and a verb; most sentences also have an object. There are four basic types of sentences: declarative, imperative, interrogative, and exclamatory. Here are some examples:
- Declarative – You are invited to join us for lunch.
- Imperative – Please join us for lunch.
- Interrogative – Would you like to join us for lunch?
- Exclamatory – I’m so glad you can join us!
Declarative sentences make a statement, whereas interrogative sentences ask a question. Imperative sentences convey a command, and exclamatory sentences express a strong emotion. Interrogative and exclamatory sentences are easy to identify by their final punctuation, a question mark and an exclamation point, respectively. In business writing, declarative and imperative sentences are more frequently used.
There are also compound and complex sentences, which may use two or more of the four basic types in combination:
- Simple sentence. Sales have increased.
- Compound sentence. Sales have increased and profits continue to grow.
- Complex sentence. Sales have increased and we have the sales staff to thank for it.
- Compound complex sentence. Although the economy has been in recession, sales have increased, and we have sales staff to thank for it.
In our simple sentence, “sales” serves as the subject and “have increased” serves as the verb. The sentence can stand alone because it has the two basic parts that constitute a sentence. In our compound sentence we have two independent clauses that could stand alone; they are joined by the conjunction “and.” In our complex sentence, we have an independent clause, which can stand on its own, combined with a fragment (not a sentence) or dependent clause which, if it were not joined to the independent clause, would not make any sense. The fragment “and we have the sales staff to thank” on its own would have us asking “for what?” as the subject is absent. Complex compound sentences combine a mix of independent and dependent clauses, and at least one of the clauses must be dependent.
The ability to write complete, correct sentences is like any other skill—it comes with practice. The more writing you do, as you make an effort to use correct grammar, the easier it will become. Reading audiences, particularly in a business context, will not waste their time on poor writing and will move on. Your challenge as an effective business writer is to know what you are going to write and then to make it come across, via words, symbols, and images, in a clear and concise manner.
Sentences should avoid being vague and focus on specific content. Each sentence should convey a complete thought; a vague sentence fails to meet this criteria. The reader is left wondering what the sentence was supposed to convey.
- Vague – We can facilitate solutions in pursuit of success by leveraging our core strengths.
- Specific – By using our knowledge, experience, and capabilities, we can achieve the production targets for the coming quarter.
Effective sentences also limit the range and scope of each complete thought, avoiding needless complexity. Sometimes writers mistakenly equate long, complex sentences with excellence and skill. Clear, concise, and often brief sentences serve to communicate ideas and concepts in effective and efficient ways that complex, hard-to-follow sentences do not.
- Complex. Air transportation features speed of delivery in ways few other forms of transportation can match, including tractor-trailer and rail, and is readily available to the individual consumer and the corporate client alike.
- Clear. Air transportation is accessible and faster than railroad or trucking.
Effective sentences are complete, containing a subject and a verb. Incomplete sentences—also known as sentence fragments—demonstrate a failure to pay attention to detail. They often invite misunderstanding, which is the opposite of our goal in business communication.
- Fragments – Although air transportation is fast. Costs more than trucking.
- Complete – Although air transportation is fast, it costs more than trucking.
Effective business writing avoids bureaucratic language and phrase that are the hallmark of decoration. Decoration is a reflection of ritual, and ritual has its role. If you are the governor of a state, and want to make a resolution declaring today as HIV/AIDS Awareness Day, you are allowed to start the document with “Whereas” because of its ritual importance. Similarly, if you are writing a legal document, tradition calls for certain standard phrases such as “know all men by these presents.” However, in standard business writing, it is best to refrain from using bureaucratic phrases and ritualistic words that decorate and distract the reader from your clear, essential meaning. If the customer, client, or supplier does not understand the message the first time, each follow-up attempt to clarify the meaning through interaction is a cost. Table "Table 12.4" presents a few examples of common bureaucratic phrases and standard English alternatives.
Bureaucratic Phrase |
Standard English Alternatives |
At the present time |
Now, today |
Concerning the matter of |
Regarding, about |
Despite the fact that |
Although, while, even though |
Due to the fact that |
Because, since, as |
Implement an investigation of |
Find out, investigate |
Inasmuch as |
Because, since, as |
It has been suggested |
[name of person or organization] has suggested, said, or stated |
It is believed that |
[name of person or organization] believes, thinks, or says that |
It is the opinion of the author |
I believe, I think, in my opinion |
Until such time as |
Until, when |
With the exception of |
Except, apart from |
In oral communication, repetition can be an effective strategy to reinforce a message, but in written communication it adds needless length to a document and impairs clarity.
- Redundant – In this day and age air transportation by air carrier is the clear winner over alternative modes of conveyance for speed and meeting tight deadlines.
- Clear – Today air transportation is faster than other methods.
When a writer states that something is a “true fact,” a group achieved a “consensus of opinion,” or that the “final outcome” was declared, the word choices reflect an unnecessary redundancy. A fact, consensus, or outcome need not be qualified with words that state similar concepts. If it is fact, it is true. A consensus, by definition, is formed in a group from diverse opinions. An outcome is the final result, so adding the word “final” repeats the fact unnecessarily.
In business writing we seek clear and concise writing that speaks for itself with little or no misinterpretation. The more complex a sentence becomes, the easier it is to lose track of its
meaning. When we consider that it may read by someone for whom English is a second language, the complex sentence becomes even more problematic. If we consider its translation, we add another
layer of complexity that can lead to miscommunication. Finally, effective sentences follow the KISS formula for success:
Keep It Simple—Simplify!
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