In the business world, effective communication is paramount. However, even seasoned professionals can fall prey to common sentence errors that undermine their message and credibility. In this article, I explore frequent mistakes in business writing and offer guidance on how to avoid them, ensuring your communications are clear, professional, and impactful. There are 12 errors in all that I examine, and I share examples – both incorrect and correct ones – to help you understand how best to avoid the errors.

1. Run-on sentences

One of the most prevalent errors in business writing is the run-on sentence. This occurs when two or more independent clauses are joined without proper punctuation or connecting words.

Incorrect: The meeting is scheduled for 2 PM please arrive on time.

Correct: The meeting is scheduled for 2 PM. Please arrive on time.

Correct: The meeting is scheduled for 2 PM; please arrive on time.

To fix run-on sentences, separate independent clauses with a period, semicolon, or coordinating conjunction (and, but, or, nor, for, yet, so) preceded by a comma.

2. Sentence fragments

Sentence fragments are incomplete thoughts that lack either a subject or a verb. In business writing, they can lead to confusion and appear unprofessional. Note the two ways I suggest you can correct fragmented sentences.

Incorrect: Regarding the new project timeline.

Correct: We need to discuss the new project timeline.

Correct: Regarding the new project timeline, we need to schedule a meeting.

Ensure each sentence contains a subject and a verb, expressing a complete thought.

3. Comma splices

A comma splice occurs when two independent clauses are joined by only a comma, without a coordinating conjunction. There are several ways of correcting comma splices.

Incorrect: The report is due tomorrow, please submit it by 5 PM.

Correct: The report is due tomorrow. Please submit it by 5 PM.

Correct: The report is due tomorrow, so please submit it by 5 PM.

To fix comma splices, use a period, semicolon, or add a coordinating conjunction after the comma.

4. Misplaced modifiers

Modifiers are words or phrases that describe other elements in a sentence. When placed incorrectly, they can create ambiguity or unintended humour.

Incorrect: Walking into the office, the computer crashed.

Correct: Walking into the office, I saw that the computer had crashed.

Ensure modifiers are placed next to the words they’re intended to modify.

5. Dangling modifiers

Similar to misplaced modifiers, dangling modifiers occur when the word being modified is missing from the sentence.

Incorrect: After reviewing the proposal, changes were made.

Correct: After reviewing the proposal, the team made changes.

In the example above, it is suggested that ‘changes’ reviewed the proposal, which is not correct. Therefore, ensure that the subject of the modifier is clearly stated in the main clause.

6. Subject-verb agreement

In English, the verb must agree with the subject in number (singular or plural).

Incorrect: The stack of reports were left on your desk.

Correct: The stack of reports was left on your desk.

Be cautious with collective nouns and don’t let intervening phrases confuse you about the true subject.

7. Pronoun-antecedent agreement

Pronouns must agree in number with their antecedents (the nouns they replace).

Incorrect: Each employee should submit their report by Friday.

Correct: Each employee should submit his or her report by Friday.

Correct: All employees should submit their reports by Friday.

Ensure pronouns match their antecedents in number, or restructure the sentence to avoid the issue. Currently, however, there is the school of thought that the singular ‘they’, ‘their’ and ‘them’ forms are allowed, thus negating the above stated principle. 

8. Faulty parallelism

Parallel structure is essential in lists and comparisons. Items in a series should have the same grammatical form.

Incorrect: The new policy requires employees to be punctual, dress professionally, and that they maintain a positive attitude.

Correct: The new policy requires employees to be punctual, dress professionally, and maintain a positive attitude.

Maintain consistency in the grammatical form of listed items. Make all items or compared structures equal.

9. Vague pronoun references

Pronouns should clearly refer to a specific antecedent to avoid confusion.

Incorrect: John told Mark that he had been promoted.

Correct: John told Mark, “You have been promoted.”

Correct: John informed Mark about Mark’s promotion.

Ensure pronouns have clear, unambiguous antecedents.

10. Incorrect word usage

Using the wrong word can significantly alter the meaning of a sentence and diminish your credibility.

Incorrect: The affect of the new policy on productivity was significant.

Correct: The effect of the new policy on productivity was significant.

Common pairs to watch out for include:

Affect/Effect

Their/There/They’re

Your/You’re

Its/It’s

To/Too/Two

Always double-check word usage, especially with commonly confused pairs. Some editing tools might be able to point this error out to you, while some may not. You, though, be on guard.

11. Wordiness

In business communication, conciseness is key. Avoid unnecessary words that don’t add value to your message.

Wordy: Due to the fact that we are experiencing inclement weather conditions, we have made the decision to close the office.

Concise: We’re closing the office due to bad weather.

Eliminate redundant phrases and choose strong, specific words to convey your message efficiently. Cut the fat. Remember the KISS (keep it short and simple) principle.

12. Passive Voice Overuse

While not grammatically incorrect, overuse of passive voice can make writing unclear and less engaging.

Passive: The report was submitted by the team.

Active: The team submitted the report.

Use active voice when possible to create more direct, vigorous prose.

Conclusion

Mastering these common sentence errors will significantly improve your business communication. Clear, error-free writing enhances your professional image and ensures your messages are understood as intended. Remember to proofread carefully, seeking not just spelling errors but structural issues as well. Consider using grammar-checking tools as a supplement to your own review, but don’t rely on them exclusively.

By avoiding these pitfalls, you’ll craft more effective emails, reports, and presentations, leading to better understanding, fewer misunderstandings, and increased productivity in your business communications. The time invested in honing your writing skills will pay dividends in your professional relationships and career advancement. Whether you’re composing a quick email or preparing an important presentation, attention to these details will set you apart as a skilled communicator in the business world.

*Would you like to get a group/one-on-one customised training on speaking/writing? Feel free to contact me at ruthkboji@gmail.com for training solutions.

*Dr Oji is a Senior Lecturer of English at the Institute of Humanities, Pan-Atlantic University, Lagos