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Writing educational text, personal correspondence and business communication materials have similar grammatical principles, but also have differences. While traditional grammar is important, some of the most important principles of business grammar relate to the professional tone and connotation of the communication.
One of the first principles of business grammar is to check for grammar accuracy and mistakes. Fortunately, there are tools that can help check this automatically. Grammar checking software exists for almost any type of word processing program. Since it is difficult for any one individual to know all of the grammar rules, the software helps to catch the grammatical errors that may cause some embarrassing mistakes for the company.
Formality is another one of the principles of business grammar. Generally, grammar and tone is of more of a formal nature in business correspondence than it is in personal correspondence. This is not the case with all businesses, but as a general rule it is. Some businesses operate on more of an informal premise, which translates into more of a laid back and informal tone in its business communications.
Another one of the principles of business grammar is to pick a style for grammar. Most businesses choose between the Chicago Manual style or the AP Manual style. Grammar differences exist between the two styles. The manual style the business chooses to operate can alter the usage of grammar in business communications.
Some of the grammar differences pertain to how numbers are written. For example, the principles of business grammar state whether to spell out numbers from one to nine. These same principles say to use numeric numbers for any digits over nine. The principles may also provide guidance on whether the “and” in a list carries a comma before the last part of a list or not.
Principles of business grammar also dictate the handling of business correspondence. For example, it is wise for businesses to send business communications through an extensive proofreading process. It is wise to have at least two people review the spelling and grammar in a piece before it goes out as an internal or external form of communication. If possible, at least three people should review the piece to check for grammar and spelling errors, as well as information accuracy.