8 Common Writing Mistakes

The good news is, many mistakes in writing can be easily fixed. The key is to slow down, check your work,
and look out for these common mistakes. Before hitting the “send” button, check your writing against this list.

1. Forgetting Articles
a / an, the
If a word is countable (e.g. one book, two books), you must always use an article (or my, his, etc.)
Never use a or an with a word that is plural (e.g. books) or uncountable (e.g. advice)
Use a/an when we don’t need to say which thing we are talking about.
Use the to talk about a specific thing, when it’s obvious which thing we’re talking about,
or when there is only one of something

2. Forgetting Plural vs. Singular

Remember to match your subjects with your verbs
Don’t say “Noy and Tui is here” because “Noy and Tui” = “they” So you must say “Noy and Tui are here.”
Don’t say “The company are big” because “company” = “it” So you must say “The company is big.”

3. Subjects + Verbs Need Each Other

English sentences always, always, always need a subject and a verb!
Make sure you have both in every sentence.
Sometimes you don’t see it, but it’s understood. e.g. “Go” is understood to mean “You go.”
Sometimes the subject isn’t clear, but you still need it. That’s why we say “It is hot” or “There are many students.”

4. Long, Run-On Sentences

Long, complicated sentences are usually confusing and often incorrect. They make your English sound bad.
Simplify your thoughts, and make shorter sentences that are grammatically correct.

5. Hiding Behind BIG Words

Many English students are tempted to sound smarter by using big words. Often they are used incorrectly, and
this makes the writer sound like they don’t know what they are talking about. It’s better to explain your meaning
clearly using simpler vocabulary. Avoid over-using words like “implementation” and “facilitate,” and don’t use
them if you can’t use them correctly!

6. Redundancy (Repeating the Same Thing)

English does not repeat the same idea twice, unless it is doing so for emphasis. It’s a mistake to do so.
So don’t say “Noy he is here” because Noy = he.
Don’t say “We aim to facilitate the management and have the goal of making operations go more smoothly”
because aim = goal, facilitate = make go smoothly, management = operations

7. Careless Verb Tenses

Many students can use verb tenses correctly on a test, but don’t use them in their everyday speech & writing.
Slow down, stop, and think first. Use consistency. Make sure if you change verb tenses in the middle of a
sentence, it’s for a reason.
e.g. If you write “I am writing a report and Noy was checking email” ask yourself if the two verbs match tenses,
and if not, should they?

8. Balancing Direct & Indirect

English (especially American English) generally likes to say things in as few words as possible. Especially when
giving information in an email, it’s important to quickly get to the point. Generally, don’t use too many extra
“flowery” or unnecessary & formal words to make things sound very formal. Be more direct.
However, it is also important to be polite. Indirect speech is usually more polite, and takes a few more words.
Especially when we want someone to do something, it’s more polite to ask than to order someone.
e.g. instead of “Send me the report ASAP,” it’s better to ask “Could you send me the report ASAP?”
Learn to balance which things should be direct & to the point, and which things need to be more polite & indirect.

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 Common Grammar Mistakes Worksheet
When writing in English, it’s dangerous to try and translate word for word from your own language. Translating
can cause problems with grammar, including: wrong word order, wrong prepositions, and wrong verb tense.

At the left is an example of a common mistake. Write the correct sentence at the right, using the grammar
notes. If you are not sure, use pencil first!

Common Mistake Correct

Modal Verbs: (e.g. “can” / “must”) are never followed by “to”

1. Workers must to register with the authorities

Auxiliary Verbs: (e.g. “do”) are not used with modal verbs for questions and negatives

2. Do you can help us solve the problem?

Adverbs & Adjectives: Don’t confuse adverbs & adjectives. Adjectives describe nouns; adverbs describe verbs AND adjectives.

3. The normally procedure is to report each month.

4. We employ high skilled workers.

Word Order: Avoid putting adverbs or other words & phrases between the verb and object.

5. He speaks very well English.

Verb/Adverb: Adverbs normally go before the main part of the verb.

In negative sentences, probably goes before the negative or before the modal or auxiliary verb

6. They make often bad mistakes.

7. We complete always these forms.

8. We will not probably benefit from these changes.

For, Since, Ago: For is used with a period of time or a number of days, weeks, months, years
Since is used with a point in time, for example: January, January 1, Sunday, 2002
Ago is used to say when something happened in the past, by counting backwards from the present

9. I have worked full-time since two years.

10. I have worked with this company since two years.

11. Our companies merged since six years.

Assignment 2: On a separate piece of paper, write 1 sentence each of the above grammar forms,.
You should have a total of 11 sentences.

Continuing Homework: Make a list in your notebook to track common mistakes YOU make, and how to
write them correctly. Create 2 columns: in the left, write “Mistakes I Often Make” and in the right, “Correct.”

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 Formal vs. Informal Phrases
Depending on the situation, sometimes you need to choose formal or informal vocabulary.
Here’s a list to help you out.

Informal Formal
to get to receive

to tell to inform

to help to assist

to get in touch to contact

to answer to reply

OK, alright convenient, satisfactory

to ask / to ask for to enquire / to request

to help / help (noun) to assist / assistance (noun)

to set up to arrange

to be sorry to regret

to get worse to deteriorate

to get better to improve
chance opportunity
worried concerned
to guess to estimate
fill in (a form) complete (a form)
more information further information
Let me know if the date is alright. Please confirm the date.
Please answer asap. I’d appreciate a reply asap.
Can you help? Would you be able to help ... ?
Can you please send me .... ? Could you please send me ... ?
I’m sending you the ... in an attachment Please find the .... in an attachment.
I’m sending you .... I’m pleased to send you ...
Thanks for your email / request. Thank you for your email / enquiry.
Let us know if you need any more help. Do not hesitate to contact us if you require further assistance.
We hope you are happy with this. We hope you find this satisfactory.
Thanks for choosing ... Thank you for your interest.
We are working on your request. Your request is being processed.

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 Enquiries & Polite Language
Even in informal emails, it’s important to use polite language. Please can be used in every type of request,
and phrases with could and would like are more polite than phrases with can or want.

Less Polite More Polite

Can you please send me ... Could you please send me ...

I want to order ... I would like to order ...

In enquiries it’s best to avoid imperatives (i.e., giving an order).

Saying things like “Send me / Inform me” are rather direct. You can add please to make it a little more polite.
The phrases below at right are more polite, but they can sound too formal if you’re emailing colleagues.

Less Polite More Polite

Please send me the price list. I’d be grateful if you could send me the price list.

Please give me some information on ... I’d appreciate some information on ...

Use phrases from the Formal vs. Informal worksheet to complete the emails below.

Email 1
Our company is currently looking for accommodation for some colleagues who will be transferred to Tokyo for
12 months. (1)_________________________________________ me some brochures showing the various houses
and apartments you have to offer? We also need to find locations near schools; (2) ________________________
_______________? As our employees are arriving next month, I (3)_______________________________________ .

Thank you very much,

Email 2
Dear Ms Smith,

(4)_________________________________________ . Unfortunately, the brochure you requested is being reprinted

at the moment, but (5)_________________________________________ . Prices and location have remained the
same, however, so you’ll find the requested information (6) _____________________________________. The new
brochure will be sent by post as soon as it’s available. We (7)________________________________________ .

(8)________________________________________ .

Regards,

Complete the phrases with the following words:

processed asap appreciate attachment enquiry interested know request send satisfactory

1. I’m sending you the price list in the _________________ 6. I’d _________________ a reply asap.

2. Your request is being _________________ 7. Thank you for your _________________.

3. Please answer _________________ 8. Let me _________________ if you need any more help.

4. We hope you find this _________________ 9. I’m _________________ in ...

5. Can you _________________ me ... ? 10. I would like to _________________ ...

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 Deadlines & Taking Action
The present perfect is used to talk about deadlines and whether or not they’ve been met. It’s also used to
describe the status of tasks in progress.
Have you coordinated your team & their results yet?
I’ve already contacted my team and they have just finished their sales figures.

Adverbs like yet, already, or just are often used with the present perfect in this type of sentence.
Have you sent in your registration for the conference yet?
Sorry, I haven’t written the report yet.
I’ve already sent the registration form.
We’ve just received the order.

In American English you can use the past simple instead of present perfect IF you use the signal words above.
Did you send in your registration for the conference yet?

The will future is used in replies to emails requesting action to say what the writer will do and when.
The contracted form is usually used (‘ll instead of will).
You’ll have it on your desk by May 4.
Sorry, but I haven’t sent it yet. I’ll do it straight away.

Put the words in brackets in the correct verb tense to complete the emails below.

Email 1
First of all, there (1 be) ______________________________________ a meeting next Monday from 2 to 5 pm to discuss the

trade fair planning. Please let me know whether you can attend.

(2 you/order/yet) ____________________________ the brochures for model 52A and 57B __________________________?

Remember, we need 6,000 copies each for the trade fair.

(3 you/contact/yet) ____________________________ Margot about the schedule __________________________?

I need the finalized version for the meeting on Friday.

Finally, (4 you/send/yet) _____________________________the presentation material _____________________________?

I can’t seem to find it anywhere.

Steve

Email 2
Hi Steve,

Yes, I can attend the meeting next Friday.

I (5 just/order) __________________________ the brochures for both models. They (5 be delivered)

__________________________ on Sept 7. BTW, I (6 just/have a look) ____________________________ at a PDF of the new

brochure It looks good. (7 you/see) _________________________ it? If not, I (8 forward) ______________________ it to you.

Re the schedule: I (9 leave) _____________________ a message on Margot’s voicemail but she (11 not/call/back/yet)
__________________________ . I (12 try) _________________________ again later and (13 ask) _________________________

her to contact you directly.

I (14 email) ___________________________ the presentation material straight away. Sorry for the delay.

All the best,

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Jane
 Progress Reports on a Project
Read the emails A-E from a construction project manager to his managing director, sent over a period of
two years. Number the emails in the correct order from 1 to 5.

____ A ____ D
We’ve now cleared the area between the Sorry I haven’t reported back but our survey team
motorway and the harbour so we’re finally ready have only just completed the attached report.
to start the main construction. But if we’re going We’ve also had another delay – local residents
to complete this on time we’re going to need have complained about the planned route so the
about ten more workers on site. We also need to council has scheduled another public hearing.
talk about costs. When are you free?

____ B ____ E
No they haven’t given us an answer yet. They Hi Larry
should announce the winner by the end of next The council has just announced plans for the
week. harbour redevelopment on River Bay. They
have $25 million to spend and are planning it
in five stages. Stages 2, 3 and 4 are all harbour
____ C
construction projects, but Stage 1 is building an
We’ve won the Stage 1 contract and they’ve even access road to the side of the river. Stage 5 is
talked about us doing Stage 5 too. Can we set up road and parking construction once the harbour
a meeting about this asap? is built. They’ve already put contracts for Stage 1
out to bid. I assume you want to try for this?

The present perfect tense is often used to write about recent progress. Adverbs are also used with the present
perfect in the emails to add emphasis. Find these adverbs in the emails and notice their position.
just yet now already also only just even too

Match the adverbs above in bold to these meanings.

1 to emphasize that an action or event ended very recently: _____________, _____________
2 to emphasize an additional feature: _____________ , _____________
3 to emphasize that something is unusual or surprising: _____________
4 to emphasize that an action or event hasn’t happened at any time up to the present: _____________
5 to emphasize the fact that an action has happened before the present moment: _____________
6 to emphasize the situation at the current moment: _____________

Add emphasis to these sentences using the adverb in brackets.

1 The results of the survey have arrived. (just)
2 They haven’t paid for the work. (yet)
3 I’ve told all staff to start work at eight o’clock tomorrow. (now)
4 We’ve gone over budget. (already)
5 The team have cleared the area and they’ve started building the walls. (also)
6 I haven’t had time to study the report because I’ve got back from holiday. (only just)
7 The staff have worked late today and they’ve offered to work over the weekend! (even)
8 I’ve asked them for more money and I’ve asked them for an extra week. (too)

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 Exchanging Information
Here’s some phrases used when informing and replying. Put them in the correct category below. Note which
phrases you think are formal, neutral, or informal.

Just a note to say/tell you ... / In reply to your email ... / Here are the details on ... / I’m writing to clarify ...
I’ll get back to you asap ... / Thank you for clarifying ... / I’ll follow up the points mentioned in your email ...
I’d like to inform you of ... / Just a few comments about/on ... / Just to update you on ...
Let me fill you in on ... / Thanks for your email. / You’ll find the info attached ...

Informing Replying
________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

Use (parts of) the phrases above to complete these short emails. Note the tone (formal vs informal) of the
emails. More than one answer may be possible.

A C
Hey Mark! Dear Gerald
Just _______________________________________1 In _______________________________________: 5
the market research idea. We have 100 I’ve put together all the answers to your questions
participants and the start-up date is Oct 1. The in a Word document which I can either fax you or
rest of the details aren’t clear so I’ll send as an attachment. Which would you prefer?
_______________________________________. 2 Speak to you soon
Best wishes,

B D
Dear Ms Price, Hi Tim
I’d _______________________________________3 Thanks ___________________________________.6
a special offer we’re giving to all our most loyal It sounds as if you still haven’t got that info about
customers. For any order of office supplies which the conference. Let __________________________
exceeds $200 we will include a free stationery kit. ___________ 7 the important details. (I’ll also
For more details of this offer you’ll find _________ mail the packet to you). It’s taking place on Wed
______________________________.4 and Thurs Sept 25-26 at the Adele Conference
Regards, Center and we’re starting each day at 9 am. Your
presentation is on Wed at 2 pm – you’ve only got
40 minutes so talk fast!
Bye for now

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 Making & Confirming Arrangements
Here are 2 email exchanges. Match the emails with their replies.
A C
Just writing to confirm my visit. Monday 21st I’m writing to arrange a meeting with you and
sounds fine. Could you pick me up from the Ms Murphy to visit our factory. You expressed
station? My train arrives at 10:00. Thx interest in this the last time we spoke.
Looking forward to seeing the factory. I would like to propose next Friday at either 9 am
CU Monday. or 3 pm. The tour usually lasts two hours. Please
let me know which time is convenient for you.
I’m looking forward to seeing you both soon.

B D
Thank you for your invitation to visit your factory. A quick note to arrange a time for you to visit the
I can confirm that Friday morning at 9 am is factory next week. How about Monday, May 21st
convenient for us. We will be arriving at the at 10:15?
station at 8:30. Can you arrange for someone to Where should we meet? Should I pick you up
pick us up? from the station?
We look forward to seeing you next Friday. Pls send me an email by 5 pm today to confirm.

One of the exchanges is in formal language, the other is informal. List the phrases that help you decide.

Formal Informal
________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

________________________________________________ ________________________________________________

Making Arrangements
Find phrases in the emails to complete the gaps. Write F (formal) N (neutral) or I (informal) in the spaces at left.
Organizing a Date & Time

I’m writing to ar__________________________________________. 1

A quick note to ar__________________________________________ 2 to meet.
Just writing to organize a time for your visit.
When would suit you best?
What about 5 o’clock?
H__________________________________ 3 Tuesday?
Is Tuesday convenient?
Is 3 pm OK?
Please let me know wh________________________________________. 4
Please let me know if this is convenient.
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 Making & Confirming Arrangements (continued)
Find phrases in the emails to complete the gaps. Write F (formal) N (neutral) or I (informal) in the spaces at left.
Organizing a Meeting Place

Where should w__________________________________________? 5

Should I p__________________________________________ 6 from the station?
Should I pick you up from the airport?
Could you p_________________________________________? 7
Could you arrange for someone to p_________________________________________? 8
Meet me at the station.
I’ll see you at reception.

Confirming Arrangements

I’d like to confirm my visit.

Just writing to c__________________________________________ 9 the arrangements.
I can confirm that 9 a.m. is c__________________________________________ . 10
I’d prefer Friday at 8 a.m.
5 o’clock is good for me / is fine.
Tuesday sounds great / suits me.
Please send me an email by 5 p.m. today to c __________________________________________ . 11

L__________________________________________ 12 seeing the factory.

See you on Tuesday!

Tom Sharp receives the following reply to an email he sent. What words / expressions does Sue use to:
1. say that the suggested dates are not convenient? Find 2 examples.
2. say that she’s sorry? Find 2 examples.
3. suggest changing the meeting to a later date?
4. suggest a new time to meet?

Dear Tom

I’m afraid I can’t make Tuesday as I’m on a training course for the purchasing software. And later in the
week is also impossible – I’ll be travelling with Mary to meet clients.

Sorry about this, but it’s been very hectic here. I’m afraid I’ve even had to put off meeting the CEO until
the end of the month! Would it be alright with you if we postponed our meeting until the week after next?
I should have time on May 18 or 19.

Please let me know if either of those days is convenient.

Have a nice weekend,

Sue

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 Talking about Time
Prepositions of Time
at definite times by deadlines
at 5 o’clock, at 2:30 pm by Friday
at midnight by 4 pm
at the end of the week / month by next month
at the moment (Not: in the moment) We must finish the report by Friday (Not: until Friday)

in time periods on days of the week

in the morning / afternoon on Sunday / Friday
in June / August on the weekend
in five minutes
in the first / second quarter

Read the following sentences and choose the correct preposition.

1. The conference begins at / on / in Monday at / on / in the afternoon.
2. Could you pick me up at / with / on 5 o’clock?
3. The report must be finished in / by / at Tuesday.
4. All holidays must be taken at / on / in June.
5. The company was founded by / in / on 2003.
6. I’ll be at a client’s in / at / on the end of the week.
7. On / In / At the moment I’m very busy but I’ll be able to finish the report by / until / on next week.
8. If I haven’t heard from you by / in / on the weekend, I’ll call you in / on / at Saturday.

Assignment # 8
A. Use the notes below to write an email to a client to set up a meeting.
Tues
2nd meeting to finalize terms and conditions next week
3 possible times: Mon 3/13, 2 pm; Thurs 3/16, any time; Fri 3/17 morning any time
need approx 2 hrs
(Urgent: deadline for reserving conference room tomorrow noon!)

B. Now look at the client’s schedule and write a response.

Bangkok conference
Monday
(meeting with JT 15:00)

Presentation 10-11:30
Tuesday
Return flight 16:15

Wednesday

9:00-12:00 Meeting T. Smith

Thursday
Pick up TJ at airport 17:00

Assessment Center
Friday
9:00-15:00

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 Talking about Problems
1. Listen to a manager update her group on some problems they’ve been having with one of the company’s
product lines. Then decide whether the following sentences are true or false; correct the false ones.
1. The company is having problems with their new men’s cosmetic products.
2. The problems are in three areas: supply, distribution, and production.
3. She identifies two problems in the area of supply: the plastic bottle supplier can’t deliver the quantity
they need and the quality of the bottles is poor.
4. They’ve had to return around 14% of the bottles
5. They have to take care of the supply problem soon or they’ll have trouble with Father’s Day sales.

2. Complete these sentences from the presentation with the correct form of verbs from the box below.
accept / cope / deal / have / identify / prevent / run / solve

1. As you probably know, we ______________________ 4. I’d like to quickly ______________________

currently ___________________________ difficulties the problems and then make some suggestions on
with our new men’s cosmetic line. how we can ______________ with the consequences.

2. We’ve been trying to ______________________ 5. If we ______________________ (not) our

with these problems – the delays, the poor quality supply problems within the next two weeks, we
– all along, but so far we’ve not been able to find ___________________________ into serious trouble
ways to ___________________________ them from with respect to our Christmas business.
happening again.

3. It’s clear we can no longer continue to

______________________ these conditions.

3. Choose the correct verb to fit the sentences (see next page for help).
1. How are we going to solve / deal / tackle with delivery problems?
2. I don’t think we can cope / tackle / take care with fewer people.
3. We think it’s important to identify / deal / cope the problems now.
4. Who will take care / deal / tackle of our business clients?
5. We have been trying to cope / solve / take care the software problem.
6. Before we go, let’s identify / clarify / solve this question.

4. Complete the sentences with the words from the box below.
according to / apart from / concerns / moreover / regarding / with regard

1. I’ll give you an overview of some figures _________________________ to car exports.

2. _________________________ , I’d like to tell you something about the new software.
3. Let’s now turn to the next question which _________________________ customer service.
4. _________________________ a few spelling mistakes, the new brochure is very good.
5. Let me give you some details _________________________ our Chinese factory.
6. _________________________ the handbook, the scanner is user-friendly.

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 Vocabulary to Talk About Problems
TALKING ABOUT (DIFFICULT) ISSUES
I think we first need to identify the problem.

Of course we’ll have to clarify a few points before we start.

We will have to deal with the problem of increasing prices.

How shall we cope with unfair business practices?

The question is: why don’t we tackle the distribution problems?

If we don’t solve this problem now, we’ll get into serious trouble soon.

We will have to take care of this problem now.

REFERRING TO OTHER POINTS

I’d like to mention some critical points in connection with / concerning payment.

There are a few problems regarding the quality.

With respect / regard to prices, we need more details.

According to the survey, our customers are unhappy with this product.

ADDING IDEAS
In addition to this, I’d like to say that our IT business is going very well.

Moreover / Furthermore, there are other interesting facts we should take a look at.

As well as that, we can offer excellent conditions.

Apart from being too expensive, this model is also too big.

To increase sales we need a new strategy plus more people.

TIP: Being Diplomatic

When things aren’t going according to plan, an email exchange can become heated (make people feel
defensive). The use of diplomatic language lets you point out mistakes gently, without offending the
person you’re writing to.
We have a slight / minor / little problem.

Unfortunately, the mistake is rather serious.

I’m afraid we’re not happy with ...

These words in bold soften the above statements to make them less direct, without really changing the
meaning.

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 Cause & Effect, Anticipating Questions
1. Sometimes it’s necessary to explain the reason behind a fact (the cause)
or its consequence (the effect). Use words from each column to make sentences below.

1. There are several recent cutbacks, for the decrease in productivity

2. We chose this method has led we weren’t able to submit our paperwork.
3. The resulted by the collapse of one of our partner firms.
4. Because and a new overtime policy.
5. The slump was thanks to to a significant rise in sales.
6. Due to caused in a drastic fall in staff numbers.
7. We increased our prices because our sales went up!
8. Our output has doubled result we needed reliable figures.
9. Downsizing the office closed, we haven’t been able to finish our work on time.
10. Our new policy reasons of this move was a drastic increase in our costs.

Which sentences above explain:

cause? ________________________ effect? ________________________

TIP: Anticipating Questions in a Meeting

If you know your topic well and know who your audience is, it is possible to anticipate most of the
questions that will be asked. When preparing for a meeting, try to make a list of questions you expect to
be asked. Some of the most common questions will be something like:

What has to be done? How long does it take?

How much does it cost? Is there a deadline?
What are the alternatives? Do we get support?
Who will be responsible? What can go wrong?

2. Think of questions YOU will most likely be asked during a staff meeting; list them below.
1. __________________________________________ 5. __________________________________________

2. __________________________________________ 6. __________________________________________

3. __________________________________________ 7. __________________________________________

4. __________________________________________ 8. __________________________________________

3. Now think of questions you will most likely NEED TO ASK during a staff meeting; list them below.
1. __________________________________________ 5. __________________________________________

2. __________________________________________ 6. __________________________________________
3. __________________________________________ 7. __________________________________________

4. __________________________________________ 8. __________________________________________

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