Thank you letters have become increasingly rare over the years, and one might argue that this is due to a decline in politeness. However, this rarity means that when you do send a thank you letter, it appears as an extra special gesture. Thank you letters can be sent for both personal and business related affairs, and while an email will suffice, a hand written thank you letter will go a long way in showing the true value of your appreciation.

Business Thank You Letters

The following is a list of business related circumstances when it is deemed appropriate to send a thank you letter:

• After attending an interview
• After receiving a pay rise or a promotion
• After receiving a letter of reference from senior management for a new job
• After attending a corporate dinner
• After attending a trade show or corporate day out
• After receiving a gift from a fellow employee

Obviously the language you use for a business related thank you letter will differ greatly to that which you use for personal thank you letters to the likes of your grandma or best friend. Keep business thank you letters concise, fairly formal but friendly and very polite; humor should be reserved for personal thank you letters.

Things to Remember…

• Business thank you letters should be typed, ideally on letter-headed paper. Handwritten or emailed letters are okay if you know the recipient personally.
• Send the letter promptly, within 48 hours of the event, where possible.
• Be friendly but also professional. It would be very inappropriate to end a business thank you with “love from”.

Personal Thank You Letters

The following is a list of personal related circumstances when it is deemed appropriate to send a thank you letter:

• After receiving a gift (wedding gift, house warming gift)
• After being a guest in someone’s home or residence
• When someone has gone out of his or her way to help you out

Things To Remember…

• Write your letter on paper rather than emailing it over.
• Use good-quality notepaper or a nice greetings card.
• If you do send an email make sure it is personalized and not a mass email sent to a group.
• Incorporate some recent, interesting personal news that will add a personal connection to the letter; don’t just say hello and thank you.
• End the letter with “looking forward to seeing you soon” or something to that effect.
• Start with “Dear” and end “With Love,” “Love From” or “Best Wishes.”

 “He came in in a state of shock.” This writing behavior looks weird and feels weird, yet it is actually perfectly acceptable to repeat words in this fashion. If you read a lot of books you will often see words doubled up by seasoned authors who care not that it may look a bit silly repeating themselves on paper. However, you will notice, if you use MS Word, that the grammar checker highlights such behavior as an error (repeated word). Personally, where possible, I avoid doubling up words in sentences because I think it looks inelegant and unprofessional. So, rather than be lazy, always search for a better way to phrase your sentence. See the examples below for ideas:

“When she came to my house I showed her her message.”

This sentence could easily be rephrased as, “She came over to my house and I showed her the message she had sent earlier.”

“I had had to go to the shops that Tuesday morning.”

This can easily be rephrased as,“I had gone to the shops that Tuesday morning.”

“We will discuss this this coming weekend.”

Replace the first “this” with a pronoun; “We will discuss it this weekend.” Or a noun; “We will discuss the matter at the weekend.”

“What it is is a complete mess.”

This is a poor way to start a sentence, anyway, so rephrase this as, “It is a complete mess…”

“He came in in a state of shock.”

Replace the prepositional phrase with a simple verb, as follows, “He entered in a state of shock”.

On occasion, an immediate repetition of a word, separated by punctuation, is appropriate for emphatic effect, for example, “I am far, far away from home.” So, the rule is, repetition of a word in a sentence that makes grammatical sense isn’t wrong, but there is actually no reason for this to occur if you put the extra effort in and revise your sentences accordingly.

Blogging is becoming a rite of passage from amateur to professional writer. In fact, the phrase “professional writer” is redundant these days. No longer do you need to take the path of news desk runner to junior journalist, or publishing company tea girl to author. Instead you can carve out your own path using mass exposure methods via the web. And the basis of that exposure is formed by the world of blogging, or Pro Blogging as some are now choosing to refer to the industry. So, why should you get off your bottom and start a blog today?

1. Google Loves You

You are a pretty good writer, right? Well, Google is leaning further and further toward rewarding quality content and content that is shared socially around the web. By rewarding I mean better rankings. So, write it well, share it with friends, get them to share it too, and watch your popularity as a writer rise along with the position of your pages in the Search Engine Ranking Pages (SERPs).

2. It Doesn’t Cost You a Bean

Okay, so you need to pay for an Internet connection, but aside from that, you can set up a WordPress.org or Tumblr blog, for example, for free! This is self-publishing in its most effective form. Being a writer without a blog in 2012 is like being a car without wheels, “you ain’t going no where!”

3. You Can Advertise Your Writing Services On Your Blog

Link to your freelance writing site, have a tab offering writing services, sell an eBook, swap guest posts with other bloggers; the world is your oyster! A blog gives you a gateway into the paid world of writing, although it might seem like a bobby pastime, believe me, there are a lot of people making a living out of blogging these days.

4. Showcase Your Work To The World

The web is growing daily, and more and more people are discovering new blogs to read every minute. Be one of those blogs and let the world stumble upon and share your work on a global scale.

When writing on Facebook or Twitter, or exchanging emails or text messages with friends, you might feel compelled to use exclamation marks at every opportunity, and that’s fine, but when it comes to your serious writing endeavors you must not abuse this poor fellow.

The exclamation mark rule: Only use the exclamation mark to express emphasis or surprise. Never use the exclamation mark in formal writing.

So, for example, in a cover letter, when applying for a job, there is no need for “I have extensive experience in writing articles”! Okay, so this could be considered emphasis, but it is entirely unnecessary because the impact has been made adequately and you aren’t telling a story. An exclamation mark would be appropriate, however, in a story, for example, “I jumped out from behind the bush and shouted, ‘where the hell do you think you’re going!”

Not Everything You Write Requires Emphasis

The way we speak and the way we write are, more often than not, two very different beasts. Some people have a tendency to escalate their voice at the end of each sentence, creating a big emphasis on each sentence. Naturally, people have transferred this to the page, and we now see exclamation mark abuse, everywhere. One key skill you need to master is being able to convey emphasis without needing an exclamation mark. Use the exclamation mark sparingly; overuse leads to a loss of impact, and subsequently a loss of purpose. Use verbs and strategic punctuation to put across a point and describe intense situations. Reading more will help you with master this skill and become a better writer.

Re-read your sentence, and if it doesn’t feel like you need an exclamation mark, then you probably don’t. Also remember: if you don’t use one it isn’t wrong, yet if you do use one and it feels odd then it probably isn’t needed.

I feel your pain, and I know how it feels when that annoying grammar checker in MS Word keeps highlighting fragmented sentences. When you break it down it’s an easy one to solve. First let us start by looking at the meaning of the word fragment:

Fragment Definition: an incomplete piece; something detached; a portion of a whole.

…Got it?

Right, so a sentence fragment is an incomplete sentence. This cardinal grammar sin is committed usually by misplacing a full stop and allowing a sub clause to become a sentence on its own; a main clause impostor, if you like. By that I mean the following:

“I wanted to go to the shop. Because I was hungry”.

Should read:

“I wanted to go to the shop, because I was hungry”.

In the first example “Because I was hungry: is a fragment. How do I know? Because my grammar checker just told me. No, really. The sentence is separated from the main clause and doesn’t require the full stop. You see, a main clause can be a complete sentence by itself. The main clause can come first or last; if it comes last, you need a comma. For example:

“Because I was hungry, I wanted to go to the shop”.

Often people will tell you that you can’t start a sentence with “because” or “and” because you will always create a fragment. This is false. You just need to put the comma in the correct place. For example:

“And so it was that she decided to leave me, and I forfeited myself to a life of solitude.”

Or…

“Because Moggy wanted to pass the exam so badly, she cheated by looking over Brian’s shoulder in the exam hall.”

But wait. Those sentence fragments could be statements, couldn’t they?

Indeed they could, and you will often see sentence fragments in novels and short stories, but more often than not they sit right at the end of a paragraph, not in the middle breaking up sentences unnecessarily.

Toodle pip!

Often confused, program, or programme, is one of those words capable of making you think twice halfway through a sentence, causing a mad Google search and interrupting the writing of your masterpiece. So let’s jump straight into it and look at the basic rules concerning this word.

• American English, regardless of the circumstance, always uses “program.”
• British English uses the variation “programme” unless writing about computers
• Australian English follows the English line, although officially recommend using “program.”

So why is the UK being awkward? Well, until the turn of the 19^th century, “program” was the dominant spelling. But then, influenced by the French, the English began to use the variation of “programme.” So, when we write British English, we use “program” as follows:

“We are creating a new programme for the television channel”.

“This computer program is so annoying”.

“The programme for the concert will run as scheduled”.

As mentioned previously, if these examples were written for American English, the spelling “program” would be used in all instances.

Program is also a verb. For example, “I will program the computer tomorrow.” Both American and British English use “program” in this instance. However, the spellings of “programmed” and “programming” in American English, are recommended by the Oxford English Dictionary to be spelt “programmed” and “programming.”

NB: It isn’t always strictly a case of distinguishing between American and British English, and you should always check the style guide of the publication/employer you are writing for. If you are unsure, stick to one style and maintain consistency throughout your work.

1. Do Your Research First

If you are writing a piece that requires the inclusion of statistics, facts, truths and or general knowledge, then get the research done before sitting down to write. Holes in your research will have you scratching your head and pondering; not good for speedy writing. I find it is best to do the research in a separate session; that way you will feel refreshed, fully prepared fully optimized for fast writing.

2. Don’t Worry About Your First Draft

If you stop at scrutinize every word as you go, rest assured you will write as slow as a snail. Let your thoughts dance across the page and worry about editing later. Remember: there will always be a second draft, so stop fretting over the first one.

3. Use … To Progress Quickly

This is my secret tool. Whenever I am stuck on a particular word or sentence, yet know what I want to write after that particular point, I simply write “…” and move on, of course with the intention of coming back later. Often the “…” appears suddenly in my mind, at which point I go back and quickly put down what I want to say. Using the “…” strategy helps me to write much faster.

4. Leave Notes As You Go

You will find that ideas spark ideas, however, these new ideas, if followed, may require looking up websites or research in books. In this case, the best thing to do is to leave a note for yourself in the text and keep going. New ideas can drag you off on tangents that will slow your writing down.

5. Turn Off Distractions

If something can distract you then it probably will. Turn off your mobile, or at least put it on silent. Close Twitter, Facebook, and even go offline for a while. Focus in solely on the task of writing. Distractions will not only slow your writing down, but may halt it altogether.

Writing with confidence is something you will have to build up overtime, but it doesn’t come easily, it requires dedication to the cause. You need to get to a point where you feel great about your writing, and know that it is on a par with writers you admire. Here are 4 key steps you must take to achieving that level of confidence.

1. Read A Broad Selection of Material

Novels, newspapers, manuals; if it has been written by someone who writes for a living it is worth reading and studying for style and voice. Remember: there is no one correct way to write, and you will bear witness to many differing styles on your journey. However, along the way you will also realize many standards that need to be adhered to. The more you read the more confident you will become, and it won’t be long before these influences start to penetrate your work and elevate your ability.

2. Take Your Time Crafting a Masterpiece

You can’t write a perfect piece in one draft, although it must be said, it often feels that way when words are free falling onto the page in spectacular fashion. Thing is, you will see immediately on a second reading, that attention is needed in a variety of areas; for example, you will need to pay particular attention to ambiguous sentences, and re-craft them for clearer definition.  There is also likely to be a number of grammatical and spelling errors that require attention.

3. Study Your Art Profusely

Writing is an art, and any writer will tell you that writing a book, for example, is one of the hardest endeavors one can attempt. To become great, and not just good, you need to put in hard study. Make it your duty to learn something new about writing every day. You can start by reading blogs like this one.

4. Put Your Work Out There For Critique

You need feedback to know where you are at, and no better way to start that to just put yourself out there for others to knock you down or build you up. Don’t be scared; you need this. Leverage from Facebook and Twitter to attract readers by posting/Tweeting links to your work. Facebook also has a great “notes” function where you can pen an article and invite readers in your friends list. You need to go beyond the critique of your mum – who will of course always say you are wonderful – and put your work out there for the masses to digest!

1. Define Your Age Group

You need to decide just how old the children that will read your writing are going to be. This will determine the difficulty level of wording and grammar you use. Decide on your target age group and check your work frequently to make sure you’re focusing on that child

2. What Form Will The Writing Take?

Will it be a story, a historically factual book, or a book with an underlying social message? Think about the age group you are writing for and make a decision based on that. Younger children love to have their imagination engaged with vivid imagery; children above the age of seven enjoy learning bits of history – nothing too intense, though, and children above 8-9 will respond well to basic metaphorical language that issues a positive social message.

3. Consider The Target Demographic

It isn’t just age you need to consider but also ethnicity, culture and religion. Will your book be suitable for children from all backgrounds? Will there be any grounds for particular cultures or religions to take offence? If you are hoping that your book will be used in schools, remember that today’s schools are mixed with children from a variety of backgrounds, and therefore you need to consider how “all-encompassing” your book will be.

4. How Long Will The Book Be?

It is important you work to a word count when writing for children. For example 4-5 year olds will lose interest after a 1000 word storybook, and they will enjoy something they can be read by a teacher or parent in one 20 minute sitting. For very young children, picture books – generally 28 pages in a 32-page book with up to a few sentences on each page – are the norm. Think carefully about the attention and concentration abilities of the children you are writing for.

5. How Do You Want The Children To Feel?

If you are using monsters or dragons, for example, you need to pay particular attention to the way the beasts are portrayed. The last thing you want is for children to have nightmares or become scared of the book.  Consider any psychological ramifications the book may have, or negative associations that may not be obvious to you, but may affect a child.

 The traditional way to address someone you don’t know in a letter has always been Dear Mr. or Dear Mrs./Ms, but then, what if you don’t know whether the person you are writing to is a man or woman. For example, names like Drew, Jordan or Alex could be man or woman, and of course, you don’t want to cause offence. In this case just use the full name: Dear Alex Jones, or, if you can, do your homework and find out before sending the letter. If you do not know the name of the recipient, you can keep the letter neutral and use Dear Sir or Madam.

If you do know the name of a female recipient, you then have the problem of knowing whether or not she is married, and whether to use Ms. or Mrs. In this age of political correctness, it is best not to presume a woman is married. Twenty years ago, using Mrs. incorrectly would have gotten nothing more than a chuckle, and would have been considered as an attempt of politeness on your behalf. Nowadays, a woman may take offence to the presumption that she is married, or be annoyed that you presumed she was single, even if she is. And therefore, if you aren’t sure, it is best to use the full name of the lady you are writing to: Dear Janet Jones.

If you do know the marital status of the female recipient you are writing to, then Ms./Mrs. Jones is appropriate. But then there is another potential issue; this lady might have a Ph.D., and prefer the title of Dr. Jones, and so again, my advice is to stay as neutral as possible and go with the full name: Dear Janet Jones.

Wow…so much to think about!