Business writing requires skills in formal sentence construction. The language and tone of a business document are different. Whether you are writing a newsletter or simply taking minutes in a meeting, every sentence you write down must be focused and serve a purpose.

Crafting good sentences for your business documents begins with an understanding of sentences in general.

Understanding Sentences

A complete sentence has two parts: a subject and a predicate. The subject is what the sentence is about; usually a noun or a pronoun. The predicate which is often indicated by an action verb or a linking verb, tells something about the subject.

Example: The chairman of the board walks with a limp.

The subject is "the chairman of the board", and the predicate is "walks with a limp".

A sentence is a group of words that is complete in itself; and conveys a statement, question, or command.

There are four types of sentences:

Declarative Sentence

A declarative sentence is a sentence that states a fact or an opinion. It is the most commonly used in business writing.

Example: We are writing to inform you that there has been a change in plans.

Imperative Sentence

An imperative sentence issues a command or gives an instruction. It can be a single verb or a long sentence.

Example:

Please hand over the case files as soon as you receive them.
Stop.

Interrogative Sentence

An interrogative sentence is a type of sentence that asks a question. It often uses words like “do”, “how”, “where”, “what”, “which”, “when”, and "why". Questions may be open-ended or yes/no types. Interrogative sentences do not necessarily follow the subject+predicate format.

Example: What adjustments would you like us to make to your account?

Exclamatory Sentence

An exclamatory sentence is a type of sentence that expresses strong emotions and usually ends with an exclamation mark.

Example: Congratulations on joining our family!

Sentence Forms

Sentences can also be simple, compound or complex.

1. A simple sentence has a subject and a verb and expresses a complete thought.

Example: Tinu Sings

2. A compound sentence has two simple sentences joined together with a conjunction.

Some common conjunctions you may use include: "and", "but" and "or".

“and” denotes an addition,

“but” is used to contrast, and

“or” suggests a choice.

Example:

The president is often smug but likes to socialize.
The document can be sent via courier or brought in person.

A comma is always used before the conjunction in a traditional compound sentence except the second subject is dropped.

3. A complex sentence contains a clause.

Clause

A clause is a group of words with a subject and a verb that does not make a complete thought.

Examples:

Who bought her books
How they dined by the fire
He will still come
I will be busy
When she wakes up

Types of Clause

1. Independent clause:

An independent clause is a clause that contains one [or more] subject and predicate and makes a complete thought. It stands alone in a sentence.

Every complete sentence contains at least one independent clause.

Example: The ship sailed over the Nile.

2. Dependent clause:

A dependent clause is a supporting part of a sentence. They depend on the independent clause to make a complete thought.

Example: When she wakes up, I will be waiting for her.

“When she wakes up” is a dependent clause while “I will be waiting for her” is an independent clause.

Forms of a Clause

In a sentence, a clause can function in three ways:

As a noun clause
As an adjectival clause
As an adverbial clause

1. Noun Clause: A noun clause is a dependent clause that acts as a noun. Noun clauses use words like who, whom, whomever, whosoever, why, which, whichever, how, however, that, what, whatever, when, whenever, where, and whether.

Examples:

Whomsoever shall receive me
Whichever house you like

Using the above examples in sentences:

Whoever shall receive me, he shall I bless.
Whichever house you like, I will buy.

Notice how the noun clauses function as a noun.

2. Adjectival Clause or Relative Clause: An adjectival clause modifies a noun in a sentence. They use relative pronouns like that, where, who, when, whose, which, and why.

Examples:

That we bought from the market
Who stole a cat

Using these examples in sentences:

The apples that we bought from the market are rotten
The little boy who stole a cat said the cat was a stray

Notice how the adjectival clauses describe the nouns in the sentence.

3. Adverbial Clause: An adverbial clause is a group of words that functions as an adverb. They are categorized into types, as follows:

Adverbial clause of manner: A type of adverbial clause that answers the question “how” and uses conjunctions like “as”, “like” or “the way”.

Example: We created the plan like you requested.

Adverbial clause of place: An adverbial clause that answers the question “where” and starts with prepositions like “in”, “on”, and “near” or conjunctions like “where”, “wherever”,” anywhere”, and “everywhere”.

Example: The manager stressed the need for a restaurant that was near the town hall.

Adverbial clause of time: An adverbial clause that answers the question “when”. It uses conjunctions like “after”, “, “as long as”, “while”, “when”, “until”, “as soon as”, “no sooner than”, “before”, and “since”.

Example: As long as you remain a customer, your expectations shall be exceeded.

Adverbial clause of reason: An adverbial clause that answers the question “why” and uses conjunctions like “as”, “before”, “since”, and “given”.

Example - The images were sent in a doc file given the low quality of other formats.

Adverbial clause of degree: This adverbial clause answers the question “to what” and uses comparison conjunctions.

Example: We shall have the receipts sent as early as 6 am.

Adverbial clause of condition: A clause that states the condition required for the main idea to be affected. Often begins with “if” or “unless”.

Examples -

Kindly visit our office if you need further explanations.
If you would like a signed copy, click the link below.

Adverbial clauses make use of subordinating conjunctions. These are conjunctions used to link subordinating (dependent) clauses to main or independent clauses.

Constructing good sentences for a business document

The adverbial clause is the most used of all the clauses in business writing because it tells the when, where, how, why, and what of a thing; thereby creating simple, clear and direct sentences that any good business writing should have. Complete sentences are best suited for business writing.

A good sentence will give your reader an interesting reading experience, improve your skill as a writer and give your writing a polished and professional look.

Use the following tips to improve your sentences when writing business documents:

1. Write down your ideas. Simply write as it comes.

2. Do not procrastinate. Avoid leaving your writing until the last minute. You need ample time to form your ideas, choose a fitting style and structure, decide on a tone, and create your piece.

3. Use spell checkers and grammar editing tools.

4. Keep your sentences concise. Do not bore readers with lengthy sentences and wordiness.

5. Edit for filler words, cliches, repetitions and unnecessary words.

6. Avoid too many/unnecessary punctuations.

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