E-quip Me Business English

Active or Passive?

One of the most frequent mistakes we see in writing is the confusion as to whether certain verbs can form a passive structure or not.

Take a look at the following sentences extracted from recent e-mails we have reviewed:

• ‘The exterior work will be commenced next month.’
• ‘An incident on site was occurred yesterday.’
• ‘The shipment will be arrived next Thursday.’

The examples above, are incorrect, because the verbs cannot be used in a passive structure.

The verbs are action verbs, but they do not have an object receiving the action. If they do not have an object, then they cannot form the passive structure. These are then known as ‘intransitive verbs’

Therefore, the previous incorrect sentences should be written:

• ‘The exterior work will commence next month.’
• ‘An incident on site occurred yesterday.’
• ‘The shipment will arrive next Thursday.’

So, besides the verbs in the examples, try to remember the following verbs as they are intransitive and cannot be used in the passive:

succeed, remain, rise, seem, commence, happen, exist, fail, fall, appear, and result from/in

Use of ‘Below’

We often find writers use the following statements in e-mails when referring to information that logically follows:

• Please could you check the below information:
• The below clause is already included in the agreement sent on 14 May.
• Below are the details for your reference.

The word ‘below’ is a preposition. However, writers frequently confuse this word as an adjective and structure it accordingly like in the examples above.

'Below' should not be used as an adjective, and therefore, should not be used before a noun, or at the start of a sentence, as in the second example.

The rewritten sentences are below:

• Please could you check the information below:
• The clause below / the following clause is already included in the agreement sent on 14 May. (An alternative is to use 'following' + noun)
• The details below are for your reference. OR Please refer to the details below.

‘Old English’ in Hong Kong Writing

One of our areas of correction in writing. We frequently see similar sentences as below in HK e-mails:

• Please kindly complete the form attached and return on or before 14 May.
• As per your request, we have submitted the documents to our auditor.
• Attached please find the spreadsheet for your perusal.

Although grammatically correct, the problem is that the sentences all contain ‘old-fashioned’ words, and come across as outdated and overly formal for the modern era.

There are many other expressions now considered ‘old’, so you should start thinking about using a more ‘modern’ usage. Possible revised versions are as follows:

• Please complete the form attached and return by 14 May?
• As requested, we have submitted the documents to our auditor.
• Please find attached the spreadsheet for your review.

In example 1, ‘kindly’ has the same meaning as 'please'. Therefore, when saying ‘please kindly’, you are actually saying ‘please please!’ 'On or before' can be simplified to 'by'.

In example 2, the expression ‘as per’ is old-fashioned. Since you are referring to a request, you can simply place the verb in the participle form. Similar examples include:

• As instructed, …
• As discussed, …

In example 3, change the words around and you now have a modern expression, or you can write ‘I have attached …’. 'Perusal' can be replaced with 'review'.

What other ‘old English’ expressions do you think you use?

Words are powerful and sometimes language can be exclusive, even when that isn't the intent. Many people are making an effort to use more gender-inclusive language by replacing everyday terms like "postman" or "waitress" with terms like the ones shown here that do not refer to a specific gender.

Can you think of any more gender-inclusive terminology besides the words on this graphic?

Details vs. Detail vs. Detailed

It is quite common to see the word ‘detail’ and its' other forms incorrectly used in e-mails.

The noun ‘detail’ is often used in the plural form. For example:

• The details of the event are as follows:
• We will discuss the details of the proposal later.
• Send me your bank details and I will transfer the funds.
• Further details are available online.

All the above sentences, we are referring to specific countable items of information. So you treat it as you would any noun, and add an ‘s’.

However, we do occasionally see ‘detail’ in the singular, used with the preposition ‘into’. For example:

• He went into detail about the manufacturing process.

This means he gave a thorough account of the process.

In addition, the idiom ‘in detail’ is used, without an ‘s’, to also refer to ‘a thorough account of’. For example:

• If fine, I can explain, in detail, our pricing plans.
• We will discuss the proposal, in detail, shortly.

‘Detail’ can also form an adjective ‘detailed’ meaning ‘comprehensive’. For example:

• Could you provide a detailed quotation for your services?
• The report was very detailed.

Use of ‘Nice to meet you’

We often see the following at the start of e-mails:

Dear Sandra

Nice to meet you! As I mentioned over the phone just now, …

The issue is that having spoken to the person on the phone, you have not physically met them. Also, this is a casual, incomplete sentence.

If you are following up after a phone call, appropriate expressions include:

• It was nice talking to you (just now/earlier today/yesterday).
• Thank you for taking the time to discuss …

If you have met the person, and you are sending a follow up e-mail, then you can use the verb ‘meet’ as follows:

• It was nice meeting you (yesterday/last Friday).
• It was a pleasure meeting you and your team.
• Thank you for taking the time to meet to discuss …
• Thank you for meeting us yesterday regarding …

The same can be said when on the phone and receiving a call from someone you have spoken to before. We often hear the expression:

• Nice to meet you again.

Remember, you are not meeting them, only talking on the phone, so instead say:

• It’s nice talking to you again.
• It’s nice to hear from you again.

Tips for Drafting Subject Headings

Your subject heading is critical for making your e-mail get noticed, read and therefore acted on, so as a writer, you need to place as much importance on the subject heading as you do for the rest of the e-mail.

We constantly see subject headings with vague, inappropriate or incorrect structures, so to help you, here are a few useful tips to apply to subject headings in future:

1. Include a brief and descriptive phrase about your e-mail’s contents.

• Meeting Minutes (too brief)
• Request for Weekly Meeting Minutes (descriptive/clear)

2. Capitalize the first letter of each main word excluding prepositions and articles.

• Enquiry for business English writing courses (incorrect)
• Enquiry for Business English Writing Courses (correct)

3. Use either a gerund (verb + ing) or a noun phrase to begin your subject.

• Request Q4 Sales Figures (incorrect: ‘request’ is a verb)
• Request for Q4 Sales Figures (correct: ‘request’ is a
noun)

4. Use positive sounding words, and avoid negativity.

• Reply to Complaint about Poor Service (inappropriate)
• Customer Service Standards in ABC Retail Store
(appropriate)

One final tip is during an ongoing e-mail exchange with the other party, it is quite common for the e-mail topic to evolve.
So, don’t forget to change the subject heading when necessary to reflect a change in the e-mail’s focus.

We suspect many people have had the chance to use this idiom over the past few months ....

Can you think of any more idioms related to the word 'time'?

Parallel Structure for Lists

Parallel construction refers to using the same pattern of words or sentence structure to show consistency.

If we create a list, we can use parallel construction which enables writers to present ideas more tidily and clearly. Look at the following example:

A training needs survey was conducted in November 2019. The objectives of the survey were:

1. to identify the training needs and objectives of each department
2. obtain managers’ feedback on the programs run in 2018
3. getting managers’ input on the direction of the company’s training strategy towards the use of on-line learning and social media

The 3 points do not follow parallel construction. Point one begins with an infinitive, point two begins with a bare infinitive and point three begins with a gerund.

Now look at the same list using parallel construction.

A training needs survey was conducted in November 2019. The objectives of the survey were:

1. to identify the training needs and objectives of each department
2. to obtain managers’ feedback on the programs run in 2018
3. to get managers’ input on the direction of the company’s training strategy towards the use of on-line learning and social media

Collocations - a group of words that often go together or that are likely to occur together.

For example, a light sleeper (someone who wakes up easily in the middle of the night) or an early riser (someone who often wakes up very early in the morning).

Here are a few collocations using the word BREAK - do you use any of these or have you heard someone use them?

Cheers

You may often associate the word “Cheers” when doing a toast with a drink, maybe a social gathering at home or out in a bar or restaurant.

Did you know? “Cheers” originated from the old French word "chiere" which meant “face” or “head.” By the 18th century, it meant “gladness,” and was used as a way of expressing encouragement. Today, “cheers,” is simply a symbolic and succinct way of toasting with the wish of good cheer and good health to those around us – an exercise of camaraderie.

However, people from the UK also use the word “Cheers” for a variety of other reasons, which can sometimes be confusing. The British tend to use “Cheers” to mean “Thanks’. So if someone does something, gives something or even makes an offer, they may say: Cheers! For example:

• “This is the book you wanted to read.”
• “Cheers.”

• “I can take you to the airport if you like.”
• “Really? Cheers”

Also, another common usage is to mean “goodbye”. For example:

• “I’ll see you tomorrow. Cheers!”

So, don’t get confused if you hear a British person use it in the situations above.

Cheers!!! 😊

Clarity in Writing

Take a look at the picture of an unnecessarily complex notice at Central ferry pier 6.

An alternative, clearer version for people to understand is below:

Children under 3 may travel free of charge if they:
• are accompanied by an adult; and
• do not occupy a seat.

Passengers 95cm high or more are considered at least 3 unless they have a HKID card or equivalent document to prove their age.