The power to change your writing begins with you, not the resources you have come to rely on–blogs, articles, books and the “7 tried-and-true methods of professional e-mailing.” All these tools will help to build you up, without question, but they cannot replace self effort. Ironically, and often the case with busy English as a Second Language (ESL) professionals (and the rest of us), time always trades off for flawless work.

Knowing the right answer will not suffice, nor will having the right tools in front of you. When quickly skimming through e-mail, how many times has the built-in Microsoft grammar/spellchecker corrected you on a mishap that you would have caught on your own if only you had proofread? Or, for those of you with an extended history of high school English grammar, ESL classes, Business English, or TOEFL training, how often have slapped yourself on the head because you already knew the answer?

Proofreading will demand your time, but writing poorly also takes more time than you might imagine. Consider the following side effects of careless writing:

• Excessive length and an absence of direction in clear formatting
• Repeat e-mails that result from lack of clarity
• Follow up calls and excessive e-mails necessitated by e-mails in bad form
• Relationships that require damage control because of one instance of bad tone

The list goes on. Wouldn’t you rather take more ownership, and control, by making a small investment with strong, long term gains? Proofread your e-mails three times before sending to readers with the following 1-2-3 formula, and make a lasting impression:

1. Check for spelling and grammar mistakes
2. Look over for flow, logic, clarity, and formatting
3. Do a final check for repetition, redundancies, and tone

Rarely does one ever catch repetition or lack of “humanness” until the second or third edit, so be thorough! Wondering whether this trades off fairly for your time? Rarer are regrets over harder work than unfinished work with unfavorable consequences. Make the investment and begin to feel empowered by the knowledge you already have.

Questions? Comments? Wondering whether you really do grasp tone or can adequately assess redundancies? Tell us about it–we want to hear from you.