Page 116 - How to write effective business English your guide to excellent professional communication by Fiona Talbot

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09

Punctuation

and grammar tips

Why punctuation and grammar matter

This extract shows what unpunctuated writing looks like:

mr jones the companys hr director called mrs smith into his
office for an update on the latest recruitment drive he wanted
to know whether the online application system was working
reports had filtered through that all was not going to plan mrs
smith explained that candidates were certainly experiencing
problems as the systems had crashed in her opinion it would
be better to extend the closing date would he be prepared to
authorize this

Did you have any problem deciphering this? A lot of people will
find it difficult. If we write poetry we may actively want people to
work out the meaning. We may even want them to create their own
meaning; but this should not apply to business writing!
In writing, punctuation is an aid that helps our readers to under-
stand our messages. The extract could be punctuated a number of
ways. I will use one way to show how it becomes easier to read:

Mr Jones, the company’s HR director, called Mrs Smith into
his office for an update on the latest recruitment drive. He
wanted to know whether the online application system was
working. Reports had filtered through that all was not going to
plan.