OCT. NEWSLETTER: Are your firm’s bios incorrect?

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Copyediting your firm’s bios seems like it should be easy. After all, bios simply report dry facts, right?

No! One problem is that employees may report the names of their employers and schools incorrectly. There’s probably no intention to deceive. Perhaps they knew the company by a short version of its name that wasn’t its legal name that should appear in a bio. Maybe their former employer or school has undergone a name change or been acquired. I’m familiar with the pain of acquisitions. I started working for Fleet Investment Advisors, which later became Columbia Management and is now Columbia Threadneedle Investments. It’s hard to keep up with all of the changes.

This kind of confusion is why, when copyediting bios recently for a client, I created a master list of school and company names, along with website addresses to document the organizations’ correct names.

You have options for how to refer to a past employer in a bio. For example, “ABC Investment Management (now XYZ Company)” or “XYZ Company (originally ABC Investment Management).” Whichever approach you choose, be consistent.

Paying attention to these details enhances people’s view of your organization as one that also pays attention to the details of how it manages client accounts.

Comma before “as well as”?

Early in my career, I learned to put a comma before “as well as” when using it to mean “and.” However, apparently the recommended practice has changed, according to my recent research.

“As a general rule, you don’t need a comma before as well as.” That’s because “Using a comma turns the thing you’re talking about with as well as into an aside–information that’s less important than the rest of the sentence,” says Grammarly in “As Well As Comma.”

ProWritingAid agrees in “Comma Before ‘As Well As’: How to Punctuate Correctly,” saying, “The only time you might want to include a comma before as well as is if you want to de-emphasize the part of the sentence beginning with this phrase.”

In this case, I relied on Grammarly as well as ProWritingAid as resources to help me refine my punctuation.

By the way, “as well as” and “and” are not always interchangeable. This is explained in “’As Well As’ in a Sentence: How to Use It (with Examples)” on the ProWritingAid website. I mostly use “and” but sometimes use “as well as” for better rhythm or to de-emphasize the information that follows “as well as.”

To avoid other common punctuation mistakes, read my post on “Bloggers’ top two punctuation mistakes.”

“Is It Safe to Use GenAI for This Task?”

This is the title of a Nielsen Norman Group decision tree infographic to help you decide whether it’s OK to use a form of generative artificial intelligence (AI) such as ChatGPT for a task.

The decision tree starts with the question: “Does it matter if the output is TRUE?” If it matters, the next question is “Do you have the expertise and/or time to verify the accuracy of the output?” Then, you must take responsibility for any inaccuracies that sneak through. Even if the truth doesn’t matter, you still should do some checking. I hope this decision tree and the related article help people to use generative AI responsibly.

This useful infographic appears about halfway through “When Should We Trust AI? Magic-8-Ball Thinking” by Caleb Sponheim of Nielsen Norman Group.

Financial Blogging still available at sale price

book cover: Financial Blogging: How to Write Powerful Posts That Attract Clients

Financial Blogging’s paperback version is on sale direct from the author for shipment within the U.S. as long as supplies last.

You can still buy a paperback copy of Financial Blogging: How to Write Powerful Posts That Attract Clients for only $27 including shipping. Email me your shipping address so I can send you a PayPal invoice and confirm that you’re eligible for this offer.

The offer expires when I run out of copies. I have a limited supply of personal copies that I’m selling.

Michael Kitces says, “A great read for advisors who want to blog better—or learn how to start!” Learn more about the book.

Act now! The sale price is available only if you contact me directly.

Mixed feelings in my garden

picture of yellow flowers in green fieldI felt joy watching two chickadees take turns feeding on the sunflowers I grew from seeds.

image of a tomato with a bite taken out by a critterHowever, I was not happy to see that some critter took a big bite out of a homegrown tomato. I also found a mostly intact tomato on the ground about 10 feet away, hiding under my rosebushes.

Still, I love my garden!

What my clients say about me

“Fast, effective, insightful. I can think of no better resource for superior financial writing.”

“Susan has an exceptional ability to tailor investment communications to the sophistication level of any audience. She has an uncanny ability to make very complex investment and/or economic topics accessible and understandable to anyone.”

“Susan’s particularly good at working through highly technical material very quickly. That’s very important in this business. A lot of people are good writers, but they have an extensive learning curve for something they’re unfamiliar with. Susan was able to jump very quickly into technical material.”

Read more testimonials!

Improve your investment commentary

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Tips include how to organize your thoughts, edit for the “big picture,” edit line by line, and get more mileage out of your commentary.

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Financial Blogging: How to Write Powerful Posts That Attract Clients is available for purchase as a PDF ($39) or a paperback ($49, affiliate link).

Hire Susan to speak

Could members of your organization benefit from learning to write better? Hire Susan to present on “How to Write Investment Commentary People Will Read,” “Writing Effective Emails,” or a topic customized for your company.

Abbreviation: U.S. or US for United States?

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A client used to abbreviate the United States as U.S. and the United Kingdom as UK. The inconsistency drove me batty. I couldn’t find a reason for that disparity. But it made me wonder, what are the rules for how one should abbreviate the United States?

What style guides say

The online AP Stylebook says “Uses periods in the abbreviation.” However, “In headlines, it’s US (no periods).” AP style seems to allow for multiple space-saving adaptations for headlines—like using numerals in headlines, but spelling out numbers under 10 in the body of the text. By the way, AP style has a similar rule for abbreviating United Kingdom.

Garner’s Modern American Usage says of U.S. and U.S.A.,

As the shortened forms for United States of America, these terms retain their periods, despite the modern trend to drop the periods in most initialisms… U.S. is best reserved for use as an adjective…, although to use it as a noun in headlines is common. In abbreviations incorporating U.S., the periods are typically dropped <USPS> <USO> <USNA>.

However, other style guides favor US. For example, the MLA Style Center says,

In its publications, the MLA uses the abbreviation US. (Practices among publishers vary, however, and it is not incorrect to use U.S. Whichever abbreviation you choose, be consistent.)

The MLA prefers to spell out the name United States in the main text of a work, in both adjective and noun forms. It uses the adjective form sparingly.

 

The Chicago Manual of Style also favors US, as it says in an online FAQ.

Until the 17th edition, Chicago style was to spell out the noun in running text, but abbreviate the adjective as US. Now, we allow US as a noun, but only if the meaning is clear from context—that is, the usage is subject to editorial discretion.

What you should do

Notice how the MLA Style Center mentions consistency? Consistency is key because it makes your publications easier to read. Your organization should pick one style and stick with it.

I am sticking with U.S., unless I write for a publication with a style guide that calls for US. What about you?

If you like this post, you may also like “How to capitalize financial acronyms.”  

U.S. vs. UK

I couldn’t find any rules suggesting why one should use U.S. for the United States along with UK for the United Kingdom. Do any of you have ideas about this? Please let me know. Curiosity is killing me.

One of my friends suggested that some publications mix the two styles of punctuation because UK is preferred in the United Kingdom.

Another suggested that it’s OK to drop the periods from UK but not U.S. because uk is not a real word, while us is a widely used pronoun.

Financial Blogging book

Go to InvestmentWriting.com/book for details.

 

NOTE: I expanded this blog post on Oct. 31, 2022.

Commas and independent clauses

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Commas drive me crazy. I’m often unsure about whether my clients’ long sentences need commas. A helpful rule is finally sinking into my head. I need to place a comma before an independent clause that follows a coordinating conjunction.

What’s an independent clause?

Actually, the Comma Goes Here Lucy CrippsHere’s a nice, informative example from Actually, the Comma Goes Here by Lucy Cripps:

Each independent clause makes sense on its own, but it links very closely in theme to the other independent clause.

In the example, the phrases before and after the comma are each independent clauses.

“But” is bolded in the example to point to the importance of coordinating conjunctions like it in connecting independent clauses.

What’s a coordinating conjunction?

A coordinating conjunction—sometimes known as a coordinate conjunction— connects “elements of equal rank” in a sentence, in contrast with a subordinating conjunction that introduces “a subordinate element,” according to Words into Type.

A mnemonic—memory aid—can help you remember the main coordinating conjunctions. It’s FANBOYS.

For

And

Nor

But

Or

Yet

So

Some people, like Erin Brenner in “The Trouble with FANBOYS” quibble about the rules for FANBOYS, I think the mnemonic remains useful as a reminder that a comma may be needed.

What if there’s a dependent clause?

Can you skip commas if a sentence consists of an independent and a dependent clause? It depends.

The following example from Actually, the Comma Goes Here both illustrates and explains the rule for when to use commas when combining an independent and a dependent clause:

If the dependent clause comes before the independent clause, we add a comma after the dependent clause.

Don’t use a comma if the dependent clause follows the independent clause.

 

Disclosure: If you click on an Amazon link in this post and then buy something, I will receive a small commission. I provide links to books only when I believe they have value for my readers.

 

 

MISTAKE MONDAY for September 26: Can YOU spot what’s wrong?

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Can you spot what’s wrong in the image below? Please post your answer as a comment.

Mistake Monday sale in quotes vs. sale

I post these challenges to raise awareness of the importance of proofreading.

 

My five favorite reference books for writers

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A printed book is sometimes the best place to find a solution to your question about writing style, punctuation, or grammar.

Here are my five favorite reference books. I have updated this list because my favorites have changed over time, most notably with the elevation of Garner’s Modern American Usage from the “honorable mention” list.

  1. Edit Yourself: A manual for everyone who works with words by Bruce Ross-Larson. Everyone should own this small, inexpensive, easy-to-use book. I use Part II, the back of the book, the most. It lists troublesome words in alphabetical order. It’ll help you cut pretentious words and resolve problems such as deciding between “which” and “that.” Part I describes and offers solutions to problems common in everyday writing. Buy it today!
  2. Garner’s Modern American Usage by Bryan Garner. This book runs over 900 pages in length, so it covers just about any question you may ask. When I first published this list of favorite books, I wrote: “But it’s so darned technical I only turn to it as a last resort.” How times have changed! Now it’s the first book I turn to when tackling problems such as “Treasurys vs. Treasuries — Which is the right spelling?” I rank it behind Ross-Larson’s book only because I think Edit Yourself will be much more useful for most of my readers.
  3. The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications by Amy Einsohn. I didn’t own this book when I first compiled my list of favorite books. Like Garner’s book, this delves more into the nuances of different grammar issues than book readers who aren’t grammar nerds.
  4. The Associated Press Stylebook. If you’ve ever heard an editor say, “We follow AP style,” they’re talking about the print or online edition of this style book. I rarely check my print edition because I prefer the constantly updated online edition, which I complement with a subscription to the online Webster’s New World College Dictionary. There’s also subscription software, Styleguard, for checking adherence with this guide. (I stopped using the software for reasons described in my blog post about Styleguard.) You can follow AP style on Twitter at @APStylebook or on Facebook.
  5. The Grammar Bible by Michael Strumpf and Auriel Douglas. This book gives plain English explanations of vexing issues of grammar and more.

Honorable mention

  • The Chicago Manual of Style (CMOS) was my favorite reference book for many years. If you’re writing a book or Ph.D. dissertation (as I was doing when I bought this book), rather than blog posts, articles, or other marketing pieces, this is an essential reference. It’s also useful for topics such as tables and other exhibits, which aren’t addressed by AP style. You can also subscribe online to the manual, get it integrated into PerfectIt proofreading software (which I’ve blogged about in “My three main software tools for proofreading,” and follow it on Facebook or Twitter.
  • Words into Type, based on studies by Marjorie E. Skillin, Robert M. Gay, and other authorities. Like CMOS, this book is aimed at individuals preparing manuscripts for publication. This fat classic from 1974 used to be my second “go to” reference book when flummoxed by a question of style, punctuation, or grammar. The importance of this book fell for me when I became a convert to AP style.
  • The Elements of Style by William Strunk and E.B. White. If you care about good writing, you should read this classic at least once. An early edition is online at Bartleby.com.

Your favorites?

If you’re passionate about good writing, you’ve probably got a favorite reference that I’ve overlooked. Please tell me about it by answering this poll question.

 

Disclosure: If you click on an Amazon link in this post and then buy something, I will receive a small commission. I provide links to books only when I believe they have value for my readers.

Updated: November and December 2021

Tax-exempt is exempt from this rule

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Generally, one hyphenates compound modifiers that precede a noun, but not when the compound modifiers follow the noun. That means you’d write

  • Low-cost mutual fund
  • A mutual fund that’s low cost

Breaking the rule

That rule has been drummed into me, so I was surprised to read the following in Jan Venolia’s Write Right!: “Idiomatic usage retains the hyphen in certain compounds regardless of the order in which they appear in the sentence.” Venolia uses the following example:

Tax-exempt bonds can be purchased.

The bonds are tax-exempt.

One of my friends “corrected” me on social media when I posted asking examples of more words like “tax-exempt” that are hyphenated even when they follow a noun. I would have done the same thing before I read Venolia’s book.

Style guides and the dictionary

I searched APStylebook.com, which told me to follow the dictionary in hyphenating “tax-exempt.” AP style follows the Webster’s New World College Dictionary, which uses a hyphen.

Similarly, a Chicago Manual of Style (CMOS) blog says, “For matters of spelling, including hyphenation, Chicago usually defers to the first-listed entries in Merriam-Webster.” That blog post also says there are times that CMOS doesn’t follow the dictionary, as shown in the image below.

 

 

Are you confused?

Have these exceptions confused you? They sure as heck confuse me. That’s why I subscribe to the online AP Stylebook, and I’ve added on an online subscription to Webster’s New World College Dictionary.

If you find some hyphen questions arise repeatedly, add them to your firm’s style guidelines.

 

Disclosure: If you click on an Amazon link in this post and then buy something, I will receive a small commission. I provide links to books only when I believe they have value for my readers.

“And/or” vs. “and / or”: which do you use?

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Do you leave spaces around slashes in expressions such as “and/or” or do you open up spaces, using “and / or”? I’ve seen both styles.

The online AP Stylebook (paid subscription required) says “No space on either side of the slash.”

Here’s what Garner’s Modern American Usage says about “and/or”:

A legal and business expression dating from the mid-19th century, and/or has been vilified for most for most of its life—and rightly so. To avoid ambiguity, don’t use it…. Or alone usually suffices.

Notice that Garner doesn’t open up spaces around the slash. Also, he admits that there are times when this expression is useful.

I will continue to avoid putting spaces around my forward slashes.

 

Disclosure:  If you click on an Amazon link in this post and then buy something, I will receive a small commission. I provide links to books only when I believe they have value for my readers.

MISTAKE MONDAY for December 28: Can YOU spot what’s wrong?

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Can you spot what’s wrong in the image below? Please post your answer as a comment.

MM President president

 

 

I post these challenges to raise awareness of the importance of proofreading.

Need a hint to help you find the mistake? Read Do you use “pride capitals”?

 

Go easy on screamers!

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Exclamation points are called “screamers” in the newspaper world, as I learned in Theodore Bernstein’s The Careful Writer. And they have many other colorful names that you can learn about in “‘Screamer,’ ‘Slammer,’ ‘Bang’… and 15 Other Ways to Say ‘Exclamation Point’” in The Atlantic. However, the point of this post is to suggest that you use them in moderation in your serious business communications.

Limit use of exclamation points

Bernstein argues for restraint by saying, “the statements that require it—those containing a strong emotional charge—are themselves relatively rare—and because omitting the mark often produces a kind of understatement that is strong in itself.”

Bernstein scorns “Now!” and “New!” as “tricks of salesmanship” that “bear no relationship to general writing.”

Since Bernstein’s book was published in 1973, exclamation points have, if anything, become more popular. “Buy now!” buttons seem to be everywhere.

But people still argue against their abuse. “Minimize the use of exclamation points” is one of four rules for emails, as shared by Daniel Post of the Emily Post Institute in “Mind Those Manners: Kids Need Lessons in Email and Phone Etiquette,” a 2020 article in The Wall Street Journal.

The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications echoes Bernstein, saying “Only rarely are exclamation points needed in expository writing. (Novelists, letter writers, and playwrights, of course, are free to revel in them.)”

Exclamation marks online and in email

In her Atlantic article, Megan Garber calls the exclamation point “cockroach of the punctuation world.” She adds:

And that’s particularly so in the digital space, which so infamously encourages its proliferation (!!!!). The exclamation will, despite and because of all the things that make it terrible, survive us all.

My take on exclamation marks

Exclamation mark use undercuts the seriousness of your business writing. Also, when used to excess, exclamation marks lose their wallop.

This is especially when you use the mark outside of sales pieces and informal communications, such as emails and texts.

However, I’ve had to overcome my dislike of exclamation marks in emails and texts. That’s because I’ve read articles like “Is your texting punctuation sending the wrong message? Yes. Maybe! Think so …” That article says that to younger texters, “An exclamation point might feel like a tool indicating politeness.” However, the author also warns us that during the COVID-19 pandemic, the exclamation mark can seem “heartlessly chipper.”

Other articles have warned me that I might seem cold if I write “Thank you” instead of “Thank you!” in my emails. I was particularly struck by the message in favor of exclamation points presented in “The Tyranny of the Exclamation Point Is Causing Email and Text Anxiety” in The Wall Street Journal. That has changed my writing in emails, but not in the white papers, investment commentary, and financial articles that account for most of my work.

In texts and emails, take your cue from the people with whom you’re communicating. In your traditional business communications, stick to the traditional rules.

 

Disclosure:  If you click on an Amazon link in this post and then buy something, I will receive a small commission. I provide links to books only when I believe they have value for my readers.

MISTAKE MONDAY for September 28: Can YOU spot what’s wrong?

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Can you spot what’s wrong in the image below? Please post your answer as a comment. You might not catch this mistake with a quick read. Try reading it again.

 

MM Makers makersI post these challenges to raise awareness of the importance of proofreading.