Here is a list of errors that I find myself correcting over and over. Please review them.
* In Canada, we speak of dorm rooms or my dorm rather than dormitories, which are large
rooms with a lot of beds in them, like in a boarding school.
* Actually, in Canada most first-year students at universities have to share a dorm room unless
they have a medical reason to apply for a single room. (Each country is different.)
Run-on sentences
You can't join two main ideas/sentences with just a comma in English or just run them together.
You need a comma and linking word: and, but, so etc. or make two sentences.
Subject lines
▪ Avoid vague subject lines that give no useful information (except in persuasive
messages.)
▪ Write Subject: or you can leave out the word altogether. (Not: Sub.)
Lists of direct questions
▪ If you have several questions to ask, write them ALL as DIRECT QUESTIONS in a
NUMBERED LIST. This allows the reader to respond quickly and easily. Don't mix
direct and indirect questions in the list of questions. The reader is busy answering
hundreds of these requests for information every day.
▪ Number the questions 1-8 so the reader knows how many answers to give in the reply.
Even if you divide the questions under separate headings keep the numbering going.
▪ Answers should also be in a numbered list mirroring the question numbers.
▪ Number your individual questions not your headings:
Wrong Correct
1. Facilities Facilities
-Is … ? 1. Is …?
-Is … ? 2. Is … ?
2. Social interaction Social interaction
- What … ? 3. What … ?
3. Accommodation Accommodation
-How …? 4. How much …?
-What …?
5. What … ?
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▪ Direct questions: (shorter, direct to the point)
How much is the course. When does the course start?
Do you offer discounts?
How much will it cost me to …
▪ Indirect questions: (wordy, polite but not necessary if your lead-in is polite.)
I was wondering if you could tell me how much the course is.
I would like to know when the course starts.
Could you tell me if you offer a discount? (omit do in indirect questions)
▪ Use a polite lead-in sentence that introduces each list item and fits grammatically.
Below ( or Here) are the answers to your questions:
Here is the information you require:
Could you please answer the following questions?
EFFECTIVE BUSINESS WRITING STYLE
▪ Layout: leave a line of white space between your short paragraphs.
▪ Too formal: Please be advised that… Better: Here are the answers to your questions:
Your prompt reply… Better: Could you please reply before November 2?
▪ Avoid old-fashioned expressions: Please find enclosed/ Enclosed herewith please find.
Write instead:
Attached is... for emails
Enclosed is... for letters with envelopes
Here is…
Wrong:
Please find the attached online brochure about it.
Please find the room cost in the below table:
Correct: Attached is a brochure with information on the events
Please refer to the table below for the various room prices.
▪ Wrong: Please email me back. / Please send an email to me…/ Please reply back
Correct: Please email me at….. / Please contact me at…./ Please reply
▪ Ending an e-mail or letter
If you have any more questions, please let me know.
If you have any further questions, please e-mail us at….
Don’t end your e-mails with Thank you, Thanks, Thanks for your attention…
• Avoid starting sentences with there is, there are, it is/was in business English:
Wrong: There is about five minutes walk from the accommodation to campus.
Correct: The accommodation is a five-minute walk to the campus.
Wrong: There are only double-bed room available for students.
Correct: Only two-bed rooms are available to/for first-year students.
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▪ Exception: You can use these expressions in questions: Is there a… Are there any…?
• There is/are depends on how many subjects follow.
There is a lot of equipment (uncountable noun: singular)
There is enough furniture in the room. (uncountable noun: singular)
▪ Avoid slang: a heap of questions Better: a number of questions, some, several
▪ Underlining: No need to underline. You can bold the subject line so that it stands out.
Underlining looks a little messy in documents actually. Using white space above and
below is more professional-looking.
Article use
▪ Every single countable noun needs an article: a or the
▪ Non-countable nouns never take an a but can be used with the.
▪ Furniture/information are uncountable. No plural. What furniture/information is...
▪ at McGill, at McGill University, at the University of British Columbia, at UBC, on the
BCIT website, on/at the BCIT campus, on campus, at BCIT, at the BCIT bookstore
▪ Wrong: have few questions Correct: have a few questions
▪ Wrong: for first time Correct: for the first time
Spelling
▪ Hyphens: offers 24-hour service, on-campus facilities, a three-storey building, a well-
written text, in-house printing service, an out-of-town road trip, five-star amenities, high-
speed internet access
Wording
• Avoid gerunds if there is a noun form: for my move NOT: for my moving (awkward)
▪ Avoid contractions in business writing: I am (not: I’m)
▪ If you use Dear..., then no hello after it.
▪ Avoid like. Use such as... when giving examples.
▪ Avoid: I want to know..
• your studies (in general): a study means a research project
• Word order in questions:
Wrong: How long it takes…?
Correct: How long does it take…?
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• Regarding the current situation, regarding your request or in regards to your e-mail…
(No preposition after regarding)
• Use of know: You know a fact or know a certain person as you have met them before.
This is different from getting to know a person whom you just met = to meet
• to become familiar with = get to know something well, not a person.
• Wrong: I appreciate you answering my questions at the end of April.
Correct: I would appreciate you/your answering my questions by the end of April.
▪ Use of both: Wrong: We both have a library with internet and a gym on our campus.
Correct: We have both a library with internet and a gym on our campus.
Verb forms
In English, we tend not to use I will for future plans. Instead, we would say: I will be moving.
Fixed expressions
• Wrong: It is based on first come first serve.
Correct: It’s on a first-come, first-served basis. Seats will be allocated on a first-come,
first-served basis.
▪ I would appreciate it if you could...
Singular & plural nouns/verbs
▪ Many of you are leaving out the plural ~s. Edit carefully as this affects the verb form too.
Wrong: to help student to look for part-time job
Correct: to help students look for part-time jobs
(help can be followed by either the plain verb or the infinitive. I personally drop the to:
help students look rather than help students to look.)
▪ Information is never plural: some information, a lot of information…
▪ Many events, some of the students
Preposition errors
• provide me with
• to connect with
• There is a demand for
• on campus, at/in the campus libraries
• at the school, at school, on campus
• apply to the university for a room/ for a program
• focus on my studies based on
• Verb: to access [Link]. or Noun: have access to [Link].
• in regards to
• I am excited about starting/ about the course...
• am interested in, your interest in
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• on the website
• qualify for student financial aid
• on the first day, in the first week, in the first month
• Avoid using the preposition for plus gerund when talking about actions.
Better: use the infinitive verb form with to. Instead of for moving, say to move.
• connect to Wi-Fi
• fill in/out an application form
• to be aware of
Adjectives
Some adjectives are formed from verbs but are adjectives and need the verb to be
▪ equipped: The room is equipped with automatic climate control.
Wrong: The room is equipped with furniture.
Correct: The room is furnished.
▪ registered: I am already registered in this program.
▪ included: What is included in the bundle?