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Are you afraid to use contractions in your business writing? Most of us learned along the way that contractions were acceptable in casual writing ONLY. Teachers marked down our school essays when we used isn’t or didn’t or don’t. Only in creative writing were we permitted to use non-standard grammar.

apostrophes everywhereLike so many things we learned in school, we must now unlearn this belief. For Gen Y, it’s easy; you haven’t been burdened with decades of reinforcement. But for us old Gen Xers and Boomers, it’s hard. Our knee-jerk reaction is to pick up the red pen (or font) and scribble a terse “S.O.” (spell out).

People who study linguistics, such as Wayne Danielson and Dominic Larosa, found out a decade ago that contractions enhance readability (see A New Readability Formula Based on the Stylistic Age of Novels, 33 Journal of Reading (1989), pp. 194, 196).

Even the government advocates using contractions to make writing easier to read. The Government Style Manual says

“Write as you talk” is a common rule of writing readably, and the best tool to do that is to use contractions. People are accustomed to hearing contractions in spoken English, and using them in your writing helps them relate to your document.

Use contractions with discretion. Just as you shouldn’t bullet everything on a page, you shouldn’t make a contraction out of every possible word. Don’t use them wherever possible, but wherever they sound natural.

And, contractions feel much less stuffy. Think that’s not important? Maybe you’ll reconsider when your audience bypasses stuffiness for articles or memos they can easily digest. Using contractions to make your writing more accessible means you can still discuss difficult concepts, but with a better chance of being understood. Isn’t that the reason you wrote something in the first place? I thought so.

Jennifer Alvey is a writer, editor and trainer who can’t imagine writing “cannot” all day long in her work. She can be reached at jalvey AT wordsolutions.biz.