Woman writing on laptop

Why You Should Write Your Business Correspondence Yourself

LinkedIn just notified me a colleague received a promotion and offered me a one-click option to congratulate her. Unfortunately, that resulted in the following post being created and attributed to me: “Congrats [Name].”

Do you see the problems? For starters, that should read: “Congrats, [Name].” Also, I don’t like “congrats” because it connotes the person bestowing this good will cannot be bothered to write out the word congratulations. I deleted the post and wrote it my normal way.

Maybe “congrats Susie” doesn’t bother you. But it grates on my nerves. Just like poor grammar in holiday cards drives other people insane. Do not place an apostrophe after your surname to make it plural, e.g. “the Smith’s.” For further information on that topic, watch this fabulous PSA on how to make surnames plural (make that the Smiths).

“Congrats [Name]” is not something I would ever write. Thus, it is insincere. I keep hearing about how AI is making life oh-so-much easier for the busy professional.

Now, to be fair, I use Grammarly.com and the utilize the spelling and grammar check in Word. I just have no use for auto-generated digital communications.

It’s been a couple of years since Twitter users taught a chatbot developed by Microsoft to become an overnight racist. Social media has revealed another disturbing problem: many flesh-and-blood people do not know grammar and eschew spelling.

If you are one of those people with horrible grammar and spelling, banged out in all capital letters, I recommend you slow down and try to focus on one thought at a time. This way, your writing will be more cohesive. Another pro tip: forget about voice-to-text. It doesn’t work.

If you do either – crazy all caps rants or voice-to-text – in business email, texts or social media, then stop to ask yourself this: do I just not care about making a good impression? Do I want my customers to think I am a few sandwiches short of a picnic? C’mon, take a few minutes to check your own writing. And, check yourself, if you know what I mean.

Now, let’s review the positives of writing your own business correspondence. The recipient will recognize you took a moment to convey your thoughts, appreciate, advice or questions because the wording sounds like you. We all have our own signature manner of speaking and writing.

When I was a cub reporter at a business newspaper, a man in circulation sat at an adjoining table in the breakroom listening to reporters chatting over lunch. He picked out each person based on word choices and sentence structure that he recognized from reading our articles. He had never met anyone at that table before. But, of course, he did know the voices of the writers.

We also all have our own writing ticks. I will write you in lieu of your and also write your when I mean to type you. This is a nightmare I don’t care to share! Again, grammar checking is your friend. Better yet, read your wording out loud. By doing so, you will catch mistakes in grammar and spelling. Best of all, you will ensure the presentation comes across in your voice.