Carpenter Document Consulting

Redundant expressions are a part of today’s lexicon. Novice writers often think that turning a basic phrase into a more verbose one makes the writing more legitimate. In reality, unnecessarily wordy phrases are simply the mark of an amateur writer and serve no purpose other than to muddle an otherwise clear sentence.

We all have a tendency to overuse certain phrases in our writing. If you find that any of these redundant phrases are on your list, then opt for using the more concise term next time. Your readers will thank you.

• As per usual = as usual
• As to whether = whether
• During the course of = during
• Each and every = each
• Exactly the same = the same
• In the event that = if
• Most unique = unique

Another week of editing is winding down at Carpenter Doc, and we’ve collected the week’s most frequent editorial comments here. Check them out, and improve your writing in no time.

1) Check your pronouns.

Assign one person a singular pronoun (him/his or her/hers). More than one person gets a plural pronoun (they/their). Pronoun agreement is an easy mistake to make, so make sure that your subject is assigned a pronoun that agrees with it!

2) Define terms.

If you’re using acronyms in your document, spell them out on first reference followed by the acronym in parenthesis. Define uncommon terms. Do the work for your readers by making sure your document is easy to understand.

3) Avoid vague questions.

Including questions in your document can be tricky. Often, they distance your reader from the piece and require the reader to do the work for you. Instead of asking a question, answer it.

4) Use reputable sources.

The Internet has given us access to a wealth of information in just a few clicks. However, this accessibility also means that there are sites that offer less-than-accurate information. Always check the validity of your Internet source before you use it as a reference for your paper.

5) Double-check your commas.

Commas are a punctuation pitfall for many writers. So, conduct a quick comma check: If a sentence has two subject/verb phrases, separate them with a comma. If a sentence has two verbs and one subject, do not use a comma between the verbs.

E-mail is the primary form of communication in many business and academic settings. We e-mail coworkers with questions about our work, professors for clarification about our assignments, and potential employers with job applications. It’s important to craft clear, concise, and professional e-mails in all of these situations. Here are a few basic rules to consider when writing e-mails for work or school:

1) Use business letter formats.

Think back to when we used to write business letters and put them in the mail. These letters included a formal greeting, body, and signature. Use that format in your e-mails as well. If you call your boss by her first name instead of her last, it’s appropriate to begin the e-mail with “Hi Cindy,” or “Cindy,”. If your client is new, offer a more professional greeting like “Dear Mr. Bennett,”. End the e-mail with your name and perhaps your contact information. Most e-mail programs allow you to create an automatic signature, where you can include your title, company name, business address, and phone number.

2) Use proper sentence structure.

Because e-mails can feel like less professional documents than an academic paper or business plan, we often forget to adhere to proper writing rules. Include proper capitalization and punctuation, and don’t let a lengthy e-mail turn into a long run-on paragraph. If you’re writing to ask a question or get clarification on a project, briefly explain the project in your first paragraph. Use the second paragraph to pose a clear question. Avoid ambiguity. The more direct your e-mail is, the more likely you are to get a response.

3) Omit smileys.

Instant messaging, social networking, and texting have made smiley faces a standard in our lexicon. However, they simply aren’t appropriate for professional e-mails. Leaving these items out of your e-mail will instantly make it more professional.

The best way to write professional e-mails is to treat each message like you would any other professional document. E-mail is convenient, but that doesn’t mean you can overlook basic rules of grammar, structure, and punctuation when composing a message.

Strunk and White’s The Elements of Style, long regarded as the source on clear and concise writing, is now accessible with the click of a mouse. Check out The Elements of Style Online for a nice compilation of writing tips. In particular, we like the section on commonly misused words and expressions. It’s likely you’ll find some words on that list that you use from time to time. Bookmark this page, and refer to it often, and you’ll find yourself writing more concisely in no time.

The Elements of Style is an easy read that reinforces many excellent writing tips. If you’re a writer—whether it’s for school or your job—consider picking up a copy and reading it every now and then to strengthen your writing skills. Or, check out the online version for some instant writing tips.

With the New Year upon us, many folks are hitting the gym and resolving to stay active in 2010. Just as you aim to stay active physically, you should also focus on active writing. Active writing engages your reader, making your document more effective. Here are a few ways to get active this year.

1) Use subject-verb-object construction.

This basic sentence structure, which you first learned in elementary school, is the most direct and active way to write. Awkwardly constructed sentences can hinder clarity, so rely on the traditional construction to enhance reader understanding.

2) Eliminate unnecessary use of passive voice.

Most style guides caution against the use of passive voice, and rightfully so. Passive voice distances your reader from the content. Revising passive sentences to active ones is an obvious and effective way to actively engage your readers.

3) Use the imperative.

The most direct way to engage your readers and charge them to perform an action is by using the imperative. I use it in every blog post. Eliminate “you” as the subject since the “you” is implied, and begin your sentence with a strong verb.

With another year—and decade—upon us, many people are focusing on sticking to those New Year’s resolutions. Here at Carpenter Doc, we resolve to improve our writing and editing skills this year, and we challenge our clients to do the same. Whether you’re a student, professor, or business professional, strong writing is essential to your success. Students are graded on their writing; professors further their research by publishing in scholarly journals; business professionals write e-mails, memos, and other documents on a daily basis.

Here are some strategies you can use to boost your writing this year:

Know your audience.

Your audience’s knowledge level of your subject has a direct impact on what you write. With a clear understanding of your audience’s needs and knowledge level, you can focus your paper and guide your research.

Research first.

Make sure you have a strong knowledge of your subject before you start writing. If you write before you really know what you want to say, you will spend far too much time revising draft after draft. Brainstorm, outline, and research first.

Avoid common mistakes.

Overuse of passive voice, confusion between “that” and “which,” and misplaced modifiers can confuse readers and muddle your writing.

Learn from your mistakes.

Writers often commit the same mistakes repeatedly (myself included). Take time to understand your editor’s, proofreader’s, or professor’s changes or comments. Have a coworker read over an important memo before you send it out, and embrace her comments. Having another set of eyes look over your document is an invaluable way to improve both the document and your writing.

Unfortunately, my regular blog posts have fallen by the wayside thanks to end-of-the-semester projects, the busy holiday season and, most importantly, a new ongoing editing project. In addition to my freelance work with my regular clients, I am copy editing articles for a number of websites. These articles follow a thorough style guide, part of which requires the writers to adhere to a specific word count. As some writers will tell you, word counts can be a blessing or a curse.

Word counts are a great way to focus your article. A 2,000-word article will be much more detailed and have many more references than a 400-word overview. While word counts can guide your research and outlining, they can also leave writers counting words rather than focusing on the quality of their content.

As an editor, it’s easy to spot when writers are trying to meet a word count. Excessive use of vague, fluffy words like “very” or “really” and too many passive sentences are my first clues. I also look for repetition or sentences that state the same thing in a different way.

It’s important to follow your document’s style guidelines and meet the word count. However, quality always takes precedence over quality. If a writer is 50 words under the suggested word count, but her content is strong, I always let it slide. If you find yourself well under your word count, then go back to the drawing board, and identify any gaps in your research.

It’s the time of the year when students are filling out graduate school applications, which often require a one- or two-page personal statement. Writing about yourself—and tactfully boasting about yourself, no less—can be a daunting task.

Carpenter Doc has been busy working with students on their personal statements, and we’ve identified some common miscues in these documents. Here are three ways to improve your personal statements so that your application falls in that highly sought after “yes” pile.

1) Qualify your success.

Your personal statement will inevitably include your accomplishments as an undergraduate student. In order to make these accomplishments stand out, provide as much detail as you can. For example, rather than saying “I got good grades,” you could say “I have a record of academic success, graduating with a 3.85 grade point average and dean’s list honors.” Remember, the more details, the better.

2) Show what you can do for the school.

You’re applying to the school—and the program—for a reason. Do your research interests align with the program’s current research? Can your undergraduate background offer a unique perspective for the graduate program? Your personal statement can illustrate your knowledge of the graduate program while explaining why you are a good fit.

3) Look beyond the books.

Academics are key, and you will certainly touch on your academic success in your personal statement. However, you should consider other experiences that show who you are and why you’re right for the program. Did you hold any leadership positions during your undergraduate years? Did a summer job generate your interest in the program? Do you have any relevant volunteer experience?

If you’re struggling with your personal statement or simply want another set of eyes to read it over, we can help. We’re running a special rate right now: A comprehensive edit of your personal statement for just $20. Contact us today!

It’s hard to believe that the fall semester is winding down! The holidays are just around the corner, and students are furiously writing their final papers and preparing for finals.

Carpenter Doc is ready to help! Until the end of the year, we are offering discounted rates for students. Let us help you with your final papers for the semester — make the last paper your best! Here are a few of the specials we’re running right now:

• Comprehensive edit of any paper under 25 pages for just $20
• Comprehensive edit of resume and cover letter for $25
• 20% off hourly rates for thesis and dissertation edits

Contact us today for these special rates! Remember, if you write it, we can edit it!

A common problem we come across in the documents we edit is unnecessarily wordy sentences. Often, writers use verbose phrases to convey a point, not realizing that such wordiness often muddies the clarity of the sentence. The key in writing concisely is to make each word count. If a word in a sentence has no meaningful impact, then it doesn’t need to be there.

Here are a few tips that will help you write concisely:

1) Eliminate unnecessary adjectives.

Adjectives are effective when they offer a vivid description and, as a result, improve reader understanding. However, adjectives can confuse readers when they are used indiscriminately. Here are some examples:

• It was a dark night.
• The small infant would not stop crying.
• The tornado was a serious disaster.

2) Be succinct.

Some wordy phrases can be stated more succinctly. Here are some examples:

• in regard to = about
• prior to = before
• in the event that = if

3) Avoid redundancy.

Redundant words can also impact reader comprehension. Here are some examples:

• the final outcome = outcome
• first and foremost = first
• yellow in color = yellow