In the world of multifamily, we’re constantly immersed in written communication. Every day, we tackle various forms of correspondence that can significantly shape our professional image. Relying solely on spell check isn’t enough when crafting these messages. It’s vital to reflect on the daily written exchanges that form a core part of our responsibilities.
Whether it’s responding to emails from potential residents, engaging with colleagues and superiors, or crafting blog posts or marketing ads, our choice of words can convey distinct messages.
Spelling
One of the most common pitfalls in written communication involves homophones, words that sound the same but have different meanings and spellings (there/their/they’re). As you can see in the title of this post, these sneaky words can lead to confusion. In today’s fast-paced world, many of us heavily rely on spell check to catch errors in our written communication. However, spell check can be surprisingly unreliable, often failing to distinguish between homophones. For instance, these two sentences sound the same when said out loud, but they have vastly different meanings:
“On my way to Montana, I was riding on the train to the airport, thinking about how big the planes are.”
“On my way to Montana, I was writing on the train to the airport, thinking about how big the plains are.”
These examples illustrate how spell check’s limitations can lead to unnoticed errors, emphasizing the importance of manual proofreading and careful consideration of our words.
Grammar
The importance of proper grammar in our writing cannot be overstated. It serves as the foundation of effective communication, allowing our ideas to be expressed clearly and coherently. Correct grammar not only conveys professionalism but also enhances the overall quality of our messages. In a world saturated with written content, impeccable grammar distinguishes us and leaves a lasting impression on readers. Adhering to sound grammatical principles ensures that your message is received as intended. It’s a mark of respect for your audience, demonstrating that you’ve taken the time to craft a message that is not only informative but also well-structured. Proper grammar elevates your credibility and can be a deciding factor in successful business interactions or engaging your readers, making it an indispensable element in the world of written communication.
Improper grammar in communication with a prospective tenant can have a significant impact. Consider this example of a poorly constructed email:
“Hi, I seen your inquiry about the apartment. Its available and we thinks u should consider it let me know when u want 2 see it.”
In this message, several grammar errors are evident. The incorrect use of “seen” instead of “saw” and “its” instead of “it’s,” along with “we thinks” instead of “we think,” can make the landlord or property management appear unprofessional and inattentive to detail. This may create doubt in the potential resident’s mind about the landlord’s reliability and the quality of the property being offered. Proper grammar not only ensures clarity and professionalism but also builds trust with prospective residents, which is crucial in securing lease agreements.
Additionally, the text message-style abbreviations such as “u” instead of “you” and the omission of punctuation can make your message appear careless and unprofessional, which can deter potential residents who expect a higher level of communication when considering a rental property.
The crux of the matter is that we can easily stumble when writing to prospective residents or composing a blog. To help you avoid such pitfalls, here are some valuable tips to ensure your content is polished before hitting that “send” button:
- Don’t rely solely on spell and grammar checks for your document.
- Read your document out loud before publishing or sending it.
- Have a second pair of eyes review it for you.
- After you’ve finished reading and editing, wait ten minutes, and then give it one final read.
Whether you’re sharing content through emails or marketing ads, it’s crucial to invest time in maintaining flawless spelling and grammar. It can mean the difference between signing a lease or losing a potential resident, and it can determine whether your readers come to visit your property in the first place. While we lack hard statistics to back this up, our professional experience leads us to believe that improper spelling and grammar is one of the top professional pet peeves. Do you concur?
If you have any tips to share on how to create polished documents with impeccable spelling and grammar, please don’t hesitate to share them in the comments below.