WorkKeys Business Writing key terms

A group of words punctuated as a sentence but missing a subject, a verb, or a complete thought. In business writing, fragments confuse readers and should be joined to a nearby sentence or expanded into one.

Two or more independent clauses joined with no punctuation or conjunction. Readers cannot tell where one idea ends, so fix it with a period, semicolon, or coordinating conjunction.

Two independent clauses joined only by a comma. Repair it by adding a coordinating conjunction, replacing the comma with a semicolon, or splitting the clauses into separate sentences.

A word group containing a subject and a verb that expresses a complete thought and can stand alone as a sentence. Every complete sentence has at least one.

A word group with a subject and a verb that cannot stand alone because it starts with a subordinating word such as because, although, or when. It must attach to an independent clause.

Using the same grammatical form for items in a list or comparison, such as all verbs or all nouns. Matching forms make sentences easier to read and show ideas are equal.

A descriptive phrase that does not clearly attach to the word it describes, often because the intended subject is missing. Rewrite so the phrase sits next to the noun it modifies.

A sentence with one independent clause and at least one dependent clause. It shows which idea is main and which is supporting, a useful pattern for explaining reasons or conditions.

A punctuation mark that separates items in a list, sets off introductory or nonessential material, and joins an independent clause to a conjunction. Misuse is one of the most common writing errors.

A punctuation mark that joins two closely related independent clauses or separates list items that already contain commas. It signals a stronger pause than a comma but weaker than a period.

A punctuation mark that introduces a list, explanation, or quotation after a complete sentence. The words before a colon must be able to stand alone as a sentence.

A punctuation mark used to show possession, as in the manager's report, or to form contractions such as don't. Confusing possessive forms with plurals is a frequent business-writing error.

Using uppercase letters for the first word of a sentence, proper nouns, titles, and official names. Consistency matters because incorrect capitals make a document look careless.

Reading a final draft carefully to catch errors in spelling, grammar, punctuation, and formatting. It is the last defense before a message reaches its audience.

The rule that a verb must match its subject in number: singular subjects take singular verbs, plural subjects take plural verbs. Errors often occur with intervening phrases, collective nouns, and inverted sentences.

The rule that a pronoun must match the noun it refers to in number and gender. Ambiguous or mismatched pronouns force readers to guess who or what is meant.

The form a pronoun takes depending on its job: subject (I, he, she), object (me, him, her), or possessive (my, his, her). Choosing the wrong case sounds unprofessional.

Keeping verbs in the same tense within a sentence or passage unless a shift in time is intended. Unnecessary shifts make the order of events confusing.

A descriptive word or phrase placed too far from the word it describes, creating an unintended meaning. Move it next to the noun it modifies.

A word that sounds the same as another but has a different spelling and meaning, such as their and there or its and it's. Choosing the wrong one is a common, noticeable error.

The literal dictionary meaning of a word, apart from the feelings it suggests. Precise business writing relies on denotation so readers interpret instructions the same way.

Repeating an idea with unnecessary words, such as free gift or advance planning. It wastes the reader's time and can make the writer seem less credible.

Using more words than needed to express an idea, as in due to the fact that instead of because. Tight writing respects the reader's time and clarifies the message.

The emotional or cultural feeling a word carries beyond its literal meaning. Words with similar definitions can differ sharply in connotation, so choose the one that fits your intent.

Specialized language used by a particular profession or group. It saves time among insiders but confuses outsiders, so use it only when the audience shares it.

The attitude a message conveys toward the reader and subject, such as friendly, firm, or apologetic. Word choice, sentence length, and formality all shape it.

Adjusting vocabulary, detail, and tone to what the reader knows and needs. A message to executives differs from one to new employees or outside customers.

Writing that uses simple words, short sentences, and direct structure so readers understand on the first pass. It is encouraged or required in many business and government settings.

A sentence pattern in which the subject receives the action, as in The budget was approved by the team. Use it when the doer is unknown or unimportant, but avoid it when it hides responsibility.

The sentence that states the main idea of a paragraph, usually placed first in business writing. It tells readers what the paragraph will cover so they can skim.

The quality of a paragraph that stays on one idea, with every sentence supporting the topic sentence. Stray details distract readers and weaken the message.

The quality of writing whose ideas connect logically and flow smoothly from one to the next. Transitions, repeated key terms, and consistent order create it.

A word or phrase such as however, therefore, or in addition that shows the relationship between ideas. Transitions guide readers and prevent them from misreading connections.

The central point a message must convey, often stated up front in business writing. Everything else in the document should support or explain it.

Expressing an idea in the fewest words that still keep it clear. Concise writing respects the reader's time and is a core expectation in business communication.

A fact, example, statistic, or explanation that backs up a main point. Without details, claims sound empty and readers may not be persuaded.

Using exact numbers, names, and descriptions instead of vague words like many or soon. Specifics make a message credible and give readers something they can act on.

The degree to which a detail supports the point being made. Irrelevant material weakens a message and should be cut even if it is interesting.

Including all the information a reader needs to understand and act: who, what, when, where, why, and how. Missing details cause follow-up questions and delay.