Contrast, highlighting one aspect by a direct juxtaposition with another, is one of the most important constructs you can use to express complex ideas in your text.   By directly contrasting one concept with another the same way black can highlight white, your readers derive a clearer picture of the message you’re trying to impart.

Examples

When you say “I’ve always wanted to own a home but I live in a rented apartment,” it shows a contrast that creates a scene in the mind of the reader.  Similarly, explaining the reason for the situation can also be arrived at properly by using contrast, as in “While it’s always been in the back of mind to buy a house, the reality of my financial situation has made it impossible.”

Can you see how contrast worked in these sentences to create a compelling scene instead of an uninspiring one?

Ways To Show Contrast

As with the above examples, sentence connectors are your best bet for showing the relationship between two contrasting ideas in your writing.  The first one (using “but”) is called a coordinating conjunction, which bridges two contrasting statements together.  Subordinating conjunctions (such as the second example), on the other hand, show one idea while putting forward a secondary one that makes the first a struggle (e.g. whereas, while).  Conjunctive adverbs are used when you’d rather force a pause between the two statements (either by a period or a semicolon) and are often accomplished by starting the second statement with “in contrast” or “on the other hand”.  Prepositions are the last way to express contrast, often achieved by prefacing the two combined statements with “unlike” or “even though”.

“Bring”, used correctly, is an action that indicates carrying a particular object from a different location to the place where the speaker is (usually “here”).  “Take”, on the other hand, connotes carrying it from the speaker’s location to another place.  The difference is very subtle and, although most folks will accept switching their usage, it causes a certain amount of incongruence when read you through the text.  In fact, using them incorrectly usually leads to that nagging feeling that something is wrong, even though you can’t exactly pinpoint it (though, hopefully, your English language software can).

Take these incorrect uses of the word “bring” for instance:

“I will bring the laptop to the shop tomorrow.”

“Don’t you bring the dog to that park again!”

While both sentences may sound fine, using “bring” actually breaks the intent of the word.  Instead, you should use the verb “take”, as in:

“I will take laptop to the shop tomorrow.”

“Don’t you take dog to that park again!”

See how that small change makes both sentences sound so much better?  On the other hand, the following usage of “bring” should be correct:

“Bring the laptop back here after you take it to the shop.”

“Sorry, I forgot to bring the book I promised.”

1. Word’s grammar checker just isn’t that good

While Word is one of the most useful pieces of software around, it’s grammar checker just isn’t that good.  Not to badmouth the world’s most widely used text editor, but it does try to do a little too much and usually ends up spreading itself too thin in the process.

2. Standalone grammar checkers just work better

Standalone grammar software does the job considerably better.  While Word can frustrate you as it flags perfectly good sentences as “potentially incorrect,” standalone products usually get the offending items right.

3. Grammar checkers improve over time

Some English grammar software include learning modules that allow it to get better, the more it becomes acquainted with your writing preferences.  Instead of just steering you to proper grammar use, it helps correct other facets of your writing.

In the same vein, standalone grammar software is usually updated frequently.  As the developers improve their algorithm, they roll out patches and updates that provide you with the cutting-edge of writing software – something you’ll never get with a program like Word, where the grammar portion is treated as an aside.

1. Stick to one topic per paragraph.

While you can cram all sorts of information into a single paragraph, it will leave your copy confusing with no logical organization.  One topic is just the right amount of information for one paragraph, allowing the reader a pause before jumping into another subject.

2. Avoid using the same words and phrases within the same paragraph.

Repeating items within the same paragraph (e.g. nouns, verbs and figures of speech), especially when done in successive sentences doesn’t break any rules of grammar.  However, it makes your copy sound awkward, often breaking the flow for the reader.  While this cannot always apply (some situations will force you to repeat words), it makes sense to avoid it anytime you can.

3. Write using an active voice.

An active voice (using verbs performed by the subject) allows you to construct more dynamic and informative sentences.  They read better and foster a clearer understanding in almost every single instance.

4. Avoid using cliches.

While cliches might make writing somewhat easier (i.e. you don’t have to come up with your own words), it communicates that you took the easy way out.  Just as bad, cliches tend to make your copy sound dated and amateurish.

5. Use an English grammar software.

If you noticed, the guidelines we set above are all designed to help out your writing style and flow.  We chose not to focus on grammar because you can always employ a writing software to help you out on that end.  Using one, you can easily fix grammar and spelling flaws, without having to proofread the entire document.

1. Organization

If your company has a standard for reports, make sure to follow them diligently – the more familiar your readers will be to your format, the easier it will be to read through your material.  If there isn’t, try to review similar reports you’ve seen in the past and decide which ones got the best results inside your organization.  Follow that.

2. Paragraph presentation

If your report isn’t required reading, laying out paragraphs in an easy-to-read format can make or break your report.  As such, follow news article standards by employing short paragraphs, each with a maximum of five sentences.   Make sure ideas flow from one to the other.

3. Sections

Arrange each portion of the report into sections.  If it doesn’t look tacky, give each major idea its own section.

4. Graphs and tables

Make ample use of graphs and tables to elucidate figures – they’re very much appreciated.  If you’re using graphs and tables to illustrate facts, always integrate them within the body of text, instead of forcing your reader to refer to an appendix.  You can use an appendix to duplicate all the graphs and tables so they’re all in one place, if needed.

5. Editing

Like most any form of writing, never send out a first draft.  Perform due diligence and run it through a capable English writing software to improve your report’s legibility.  Double-check facts, especially charts and tables, to ensure accuracy.  The last thing you want is to pass off a suggestion based on false numbers – that’s one of the easiest way to get fired fast.

As a rule, all numbers smaller than 10 are usually spelled out in words.  Filling your copy with single digit numerals will just leave your paragraphs looking odd – as if you’re poring through a math textbook instead of whatever it is you’re actually composing.   Similarly try to avoid starting sentences with a number.  If you must to do it, spell out the number in words, regardless of how long it is.

Apart from the above, there aren’t really any other hard-and-fast guideline in the English language for writing out numbers, which means every other way of implementing them into your documents will likely be accepted without any objections from an English writing software.  There are quite a few things you can do, however, to make sure your emails, reports and other business materials read considerably better.

One word numbers (ten, fifty) typically read better in the middle of sentences when spelled out.  Anything longer will need to be written in their numeric format.  While commas are not mandatory, using them will improve your text’s readability, especially when your document includes plenty of large numbers.

Any rounded number over a million needs to be written using a number along with a word (e.g. $2 billion).  Writing all those zeros, especially if you don’t use commas, can be quite painful to the eyes.  In a similar way, sentences where two numbers need to be written next to each other best work either spelled out or done in combination (e.g. one $15,000 check).

1.  To separate a series of words and phrases of the same kind

When you’re listing words and phrases, it is mandatory to punctuate with a comma to show the separation between items.  This is true when listing nouns as with verbs, adverbs and others figures of speech, as with a sentence like this:

“I wrote, produced and directed the play.”

If it’s intended to itemize, always punctuate for clarity.

2. At the end of a list (before the word “and”), use a comma only when it’s necessary for legibility.

The last item on a list should be done without a comma (although most English writing software will let it pass).  The only exception to this is when a comma clarifies the statement such as with the following sentence:

“Breakfast choices include salad, bacon and eggs, and fruits.”

3. Words that address someone or something

When a word or phrase addresses an audience or an object, use a comma to separate the intended subject, such as in:

“How are you today, dear readers?”

4. Use a comma between two sentences joined by a conjunction when you want to force a pause

When combining two sentences that are linked by a conjunction (e.g. “but”, “because”), always add a comma between them.

“He wanted to leave the party, but I begged him to stay.”

5. Use a comma to mark off introductory words, phrases and clauses

When a part of the sentence is used to introduce its actual body, use a comma to force a pause.  These two examples illustrate it clearly:

“However, we knew it wasn’t true.”

“Despite the resulting uproar, we knew it wasn’t true.”

The following three techniques are some of the easiest and most common ways to structure your paragraphs.  Learning and applying them, combined with the use of the best English grammar software you can find, can go a long way towards making your written work go up a couple of levels in quality.

1. Enumeration

Most people do this by default, spouting one information after another.  If you want to make it both look and sound better, though, try presenting your information in a way that builds up to an ending.   Instead of a random grocery list, try arranging it creatively, such as starting from the most mundane all the way to an earth-shattering fact.

2. Cause And Effect

In this technique, you develop the paragraph by showing how one idea (or action or subject) leads to another.  Done well, it can clarify your message in a huge way, connecting the dots in the reader’s mind.

3. Illustration

When developing a paragraph by illustration, you make your point by citing a story.  Implemented correctly, it can give the reader a better context about the subject, especially when your illustration manages to speak to their sensibilities.

1. Emails that pile on the topics. When you send emails that talk about ten subjects, it’s hard to read, difficult to file and impossible to understand in one sitting.  If the person receiving the email needs to attend to you, they’ll have to set aside a lot of time to go through it.  Most likely, they’ll also need to clarify it one by one.  If they have a choice (if you’re a supplier suggesting some new products, for instance), they’ll probably just ignore it and move on.

2. Emails with non-descriptive subjects. Good emails let the recepient know what it’s about just from reading the subject line.  People usually scan through subjects to find pressing and important matter they should attend to first.  If all you have on your subject is “A Few Suggestions” or “Some Ideas,” you’ll probably end up last on the priority queue.

3. Emails that consist of one long block. If you can’t be bothered to split your email into manageable paragraphs and your paragraphs into readable sentences, your email easily ranks as among the most difficult documents to read through.  Even if the recipient goes through what you’ve written, there’s a good chance they’ll miss important parts.  If you’re unsure how to chop up your email to read better, use an English writing software to help you out.

If you’ve found it hard to construct your paragraphs without running into either one of the two problems above, you can use this brief guide to help you manage them  a bit more easily.

1.  Start with a topic sentence

Always include a topic sentence that expresses the main idea you will expound on explicitly.  That helps prepare the reader for what is to come, as well as avoid any confusion as they read through it.  For academic-type work as well as business reports, it always works best to begin each paragraph with the topic sentence.

2. Use the paragraph to expand on your topic sentence

With a topic sentence clearly in place, the rest of the paragraph’s job is to spell it out in detail.  If a particular sentence or statement doesn’t support any of the issues in your topic sentence, consider leaving it out or moving it elsewhere in the copy.

3. Arrange the paragraph in a logical sequence

Use a logical progression in writing out your paragraphs, presenting your ideas in a recognizable pattern (e.g. cause and effect) instead of throwing out statements in a disjointed manner.  Use descriptive language to demonstrate each connection.

4. Keep it to reasonable lengths

For academic work, business documents and prose, long sentences spanning up to an entire page in length is usually acceptable.  It is highly frowned upon in other forms of writing, though (such as magazines, blogs and newspapers), especially where a large number of readers will be involved.   If you feel your paragraph running a little too long, try breaking it down further by cutting it off at logical points.  Look for sections where some of the focus changes as potential candidates for splitting your paragraph.