Top Errors in Business English and How to Fix Them
Effective communication in business is key to building relationships, closing deals, and creating a positive professional image. One of the main barriers to clear communication is language errors that can undermine professionalism or lead to misunderstandings. Whether you're drafting emails, presenting ideas, or negotiating with clients, it’s essential to avoid common mistakes in business English. Here are some of the top errors and how to fix them.
1. Using Informal Language in Formal Contexts
Business communication, especially in emails, reports, and meetings, requires a formal tone. Using casual language like “gonna,” “wanna,” or “kinda” can make you seem unprofessional. This is especially problematic in global business environments, where professionalism and clarity are crucial.
How to Fix It:
Always choose formal vocabulary. For instance, instead of saying "I'm gonna send you the report," opt for "I will send you the report." Similarly, instead of saying "It's kinda urgent," say "It is quite urgent."
2. Incorrect Use of Phrasal Verbs
Phrasal verbs like "get in touch," "follow up," or "touch base" are commonly used in business, but they can be confusing or misused, especially by non-native speakers. For example, using "make up" instead of "make a decision" can lead to confusion, as "make up" often implies a fabrication.
How to Fix It:
Make sure you understand the specific meaning of each phrasal verb. If you're unsure, use simpler alternatives. For example, instead of "We’ll touch base later," say, "We’ll follow up later," or "Let’s discuss this later."
3. Overuse of Jargon or Buzzwords
Business jargon like "synergy," "pivot," "scalable," or "game-changer" is often overused, especially in presentations and meetings. While these terms can sound impressive, they can also come across as vague or empty if not used carefully. Over-reliance on buzzwords can confuse your audience or make your message seem insincere.
How to Fix It:
Use jargon sparingly and only when it adds real value to your communication. If you can explain a concept simply without jargon, do so. For example, instead of saying "We need to leverage our core competencies," say, "We need to focus on what we do best."
4. Misusing “Less” vs. “Fewer”
A common grammatical error in business English is confusing "less" and "fewer." "Fewer" should be used for countable nouns (e.g., "fewer reports"), while "less" is used for uncountable nouns (e.g., "less information").
How to Fix It:
Be mindful of the noun you're referring to. If you can count the item, use "fewer." For example, "There are fewer tasks to complete today" versus "There is less time to complete them."
5. Incorrect Subject-Verb Agreement
Subject-verb agreement errors are one of the most common grammatical mistakes in business writing. For example, saying "The team have completed the project" instead of "The team has completed the project."
How to Fix It:
Ensure that the subject and verb agree in number (singular or plural). "Team" is considered a singular noun, so it should take a singular verb: "The team is ready." Similarly, "The employees are ready" is correct because "employees" is plural.
6. Overuse of Passive Voice
While the passive voice can be useful in certain contexts, overusing it can make your writing sound weak or vague. For example, “The report was completed by the team” is less direct than “The team completed the report.”
How to Fix It:
Use the active voice when possible to make your writing more direct and engaging. Instead of saying, “The decision was made,” say, “We made the decision.”
7. Confusing Similar Words
English is full of words that look or sound similar but have different meanings. For example, “affect” vs. “effect,” “complement” vs. “compliment,” and “principle” vs. “principal.” Using the wrong word can lead to confusion and miscommunication.
How to Fix It:
Make sure you understand the difference between commonly confused words. “Affect” is a verb meaning to influence something, while “effect” is a noun meaning the result of an action. Similarly, “complement” refers to something that completes or enhances, while “compliment” refers to a polite remark or praise.
8. Lack of Clear Structure in Writing
Poorly organized writing can make even the most brilliant ideas hard to understand. Business emails, reports, and presentations should be clear, concise, and logically structured.
How to Fix It:
Always start with a clear introduction, follow with the main body of your message, and end with a concise conclusion or call to action. Use bullet points, headings, and short paragraphs to make your writing easier to follow.
Conclusion
By being aware of these common errors in business English and taking the time to fix them, you’ll improve the clarity and professionalism of your communication. Whether you’re writing emails, giving presentations, or negotiating with clients, avoiding these pitfalls will help you build stronger relationships and succeed in your business endeavors. Remember, effective communication is a skill that can be honed with practice, so keep refining your business English for better results.
FAQ's
Affect is a verb that means to influence something. Effect is a noun that refers to the result of an action.
Example: "The new policy will affect employees' schedules."
"The effect of the new policy was immediate."
The passive voice is useful when the focus is on the action rather than who is performing it. For example, "The report was submitted yesterday."
However, use the active voice for clearer and more direct communication.
Use fewer for countable things (e.g., "fewer reports"), and less for uncountable things (e.g., "less information").
Example: "We have fewer clients this month."
"I have less time to finish the report."
It’s best to avoid contractions in formal business emails. Use "I will" instead of "I’ll" or "We are" instead of "We’re" to maintain a professional tone.
Generally, avoid slang in professional settings. Stick to formal language, especially in emails and reports. Slang can make you seem unprofessional or unclear.
Focus on clear communication. If a simpler word or phrase can replace jargon, use it. Explain any complex terms you do use to ensure your audience understands.
Start with a clear subject line, then greet the recipient. In the body, state your purpose early, provide details, and close with a call to action or polite ending. Keep the tone professional and concise.
Practice speaking slowly and clearly. Focus on pronouncing key words and work on improving your fluency by listening to native speakers through podcasts, news, or business videos.
Use "less" for uncountable time (e.g., "less time"), but when referring to countable units of time, like days or hours, use "fewer" (e.g., "fewer hours").
Read your writing out loud to ensure it flows well. Keep sentences short and clear, avoid passive voice where possible, and check for grammatical errors. Practice is key to improving business writing.
Common Mistakes in Business English Writing and How to Avoid Them