Welcome to the dynamic world of business writing, where the power of a well-chosen verb can transform a simple sentence into a compelling message. In the realm of professional communication, verbs are the engines that drive the clarity, persuasiveness, and impact of our language.
Whether you’re drafting an email, composing a report, or crafting a proposal, understanding and utilizing a variety of verb types can significantly enhance your writing. In this blog, we’ll explore ten types of verbs and how to use them in business writing.
Mastering these ten verb types will not only bolster your business writing skills but also ensure your messages are delivered with precision and authority. Let’s dive in and unlock the full potential of verbs in the business world.
1. Using Nouns as Verbs
Nouns can be used as verbs in English through a process known as verbing or denominalization. This involves taking a word that is traditionally a noun and using it in a verb form to convey an action.
For example, the noun “access” can be verbed as in “to access a file,” where “access” means to retrieve or open the file.
To use a noun as a verb, one typically adds appropriate verb endings or uses the noun as is, depending on the word and the context. This linguistic flexibility allows for creative expression and the development of new terms to describe actions or processes that may not have existing verbs associated with them.
Verbing can make language more dynamic and succinct, often encapsulating complex ideas in a single word. However, it’s important to use this technique in contexts where the meaning remains clear to avoid confusion. Using nouns as verbs can be a powerful tool in business writing.
Business Writing Examples
Here are four examples of using nouns as verbs in business writing:
- To table – “We need to table this discussion until the next meeting when we have more information.”
- To chair – “Jennifer will chair the steering committee for the new project launch.”
- To access – “Please ensure all team members can access the shared drive by the end of the day.”
- To bookmark – “I recommend you bookmark the online portal for easy reference to our quarterly sales figures.”
In each of these sentences, the nouns (table, chair, access, bookmark) are being used as verbs.
2. Using Active Verbs
Using active verbs in your writing involves constructing sentences where the subject performs the action denoted by the verb, bringing energy and clarity to your message. Active verbs propel your sentences forward and engage the reader by making it clear who is doing what.
To use active verbs effectively, identify the main action and the actor in your sentence, and position the actor before the action. For example, “The dog chased the ball,” is more direct and vigorous than “The ball was chased by the dog.”
By choosing strong, specific active verbs, you can eliminate unnecessary words and passive constructions, making your writing more concise and dynamic. Active verbs are particularly useful in persuasive writing and storytelling, where maintaining the reader’s interest is paramount. It’s also helpful for instructional and professional communication, where clarity is essential.
Business Writing Examples
Here are four examples of using active verbs in professional communication:
- To implement – “We will implement the new software system next quarter to improve productivity.”
- To strategize – “The marketing team is strategizing a new approach to increase brand visibility.”
- To optimize – “Our goal is to optimize resource allocation to maximize return on investment.”
- To negotiate – “The sales department will negotiate better terms with suppliers to reduce costs.”
These sentences feature active verbs that convey decisive actions being taken or planned in a business environment.
3. Using Action Verbs
Action verbs are words that express physical or mental actions and are essential for bringing energy and clarity to your sentences. To use action verbs effectively, choose words that precisely describe the intended activity and create a vivid picture in the reader’s mind.
Instead of relying on generic verbs like “is” or “have,” opt for more descriptive choices that convey the action directly. For example, instead of saying “She is the manager of the team,” a more dynamic sentence would be “She manages the team.” This not only eliminates unnecessary words but also strengthens the sentence by highlighting the action.
In resumes and cover letters, using strong action verbs such as “achieved,” “developed,” or “implemented” can showcase accomplishments and skills more compellingly.
It’s important to match the intensity of the verb to the action being described and to maintain the correct tense throughout your writing. By prioritizing action verbs, you can create more impactful and effective communication.
Business Writing Examples
Action verbs can be very useful in business writing. Here are some examples.
- To launch – “We plan to launch the new product line by the end of the third quarter.”
- To streamline – “The operations team is working to streamline the manufacturing process to reduce waste.”
- To collaborate – “We encourage all departments to collaborate closely to ensure the success of the project.”
- To enhance – “Continuous training programs have been introduced to enhance employee skills and performance.”
In these examples, action verbs such as “launch,” “streamline,” “collaborate,” and “enhance” are used to describe specific and dynamic actions.
The difference between Active Verbs and Action Verbs
Action verbs and active verbs are terms that are often used interchangeably, but they refer to different aspects of a verb’s function in a sentence.
Action verbs, also known as dynamic verbs, describe actions that can be performed by a subject, whether they are physical (like “run,” “jump,” “write”) or mental (such as “think,” “consider,” “believe”). They are the verbs that tell us what the subject of the sentence is doing. Action verbs are central to most sentences and are key to creating engaging and vivid writing. They can be used in both active and passive voice.
Active verbs, on the other hand, are not a separate category of verbs; rather, the term “active” refers to the use of verbs in the active voice. In the active voice, the subject of the sentence performs the action expressed by the verb. For example, in the sentence “The chef cooks the meal,” “cooks” is an action verb that is used in the active voice because the subject (“the chef”) is actively doing the cooking.
Action verbs denote the type of action taking place, while active verbs pertain to the grammatical voice that shows the subject as the doer of the action.
4. Using Helping Verbs
Helping verbs, also known as auxiliary verbs, are used in English to form different tenses, moods, and voices of main verbs. To use helping verbs effectively, you pair them with a main verb to express a complete idea. Common helping verbs include “be,” “do,” and “have”.
For example, in the sentence “She is running,” “is” is the helping verb that combines with the main verb “running” to form the present continuous tense, indicating an ongoing action. In the sentence “He has finished his work,” “has” helps to create the present perfect tense, suggesting a completed action with relevance to the present.
By mastering the use of helping verbs, you can enhance your writing with nuanced verb forms that clarify time, possibility, obligation, and other aspects of meaning.
5. Using Modal Verbs
Modal verbs are special verbs that add nuance to the main verb in a sentence by expressing possibility, ability, permission, or obligation. Common modal verbs include “can,” “could,” “may,” “might,” “shall,” “should,” “will,” “would,” “must,” and “ought to.”
To use modal verbs correctly, they should be paired with the base form of the main verb without ‘to’. For instance, “She can swim” uses “can” to indicate ability, while “You must finish your work” employs “must” to express a necessity or obligation.
Modal verbs do not change to show past tense or agreement with the subject, which makes them quite straightforward to use. However, the meaning of a sentence can change significantly depending on the modal verb used, so it’s important to choose the one that best conveys the intended degree of certainty, permission, or obligation.
Modal verbs are a key component of English grammar that can help to express a wide range of meanings in a concise and precise way.
The difference between Helping Verbs and Modal Verbs
Helping verbs and modal verbs are both types of auxiliary verbs, which means they are used together with main verbs to give more detail about the action or state of being. However, they serve different functions and convey different nuances in a sentence.
Helping verbs, also known as auxiliary verbs, are used to form different verb tenses, moods, and voices. They include forms of “be” (am, is, are, was, were), “have” (have, has, had), and “do” (do, does, did). These verbs are used to create complex tenses like the continuous (progressive) or perfect tenses. For example, in the sentence “She has been studying for hours,” “has been” are helping verbs that work together with the main verb “studying” to form the present perfect continuous tense.
Modal verbs are a specific subset of auxiliary verbs that express modality – that is, they indicate likelihood, ability, permission, and obligation. Modal verbs include “can,” “could,” “may,” “might,” “shall,” “should,” “will,” “would,” “must,” and “ought to.” They never change form and are followed by the base form of the main verb without “to.” For instance, in the sentence “You must study for the exam,” “must” is a modal verb expressing obligation, and it is used with the base form of the verb “study.”
While both helping verbs and modal verbs are auxiliaries that add information to the main verb, helping verbs primarily help to form tenses and aspects of verbs, and modal verbs express modality, such as possibility, necessity, or permission. Modal verbs also have distinct characteristics, such as not conjugating for person or number and not having infinitive or participle forms.
Business Writing Examples
Helping verbs and Modal verbs can be very useful in business writing. Here are some examples.
Helping Verbs:
- To have (helping verb) – “We have completed the quarterly report ahead of schedule.
- To be (helping verb) – “The new policies are being implemented to improve efficiency.”
Modal Verbs:
- Will (modal verb) – “You will need to finalize the budget proposal by next Friday.”
- Can (modal verb) – “Can you verify the accuracy of the financial data before the meeting?”
In the first two sentences, “have” and “are being” are helping verbs used to form the perfect and progressive aspects, respectively. In the last two sentences, “will” and “can” are modal verbs expressing future requirement and ability, respectively.
6. Using Irregular Verbs
Irregular verbs are verbs that do not follow the standard patterns of conjugation in the English language. To use irregular verbs correctly, you must memorize their unique past tense and past participle forms, as they do not end in the regular -ed suffix.
For example, the past tense of “go” is “went,” and the past participle is “gone.” When using irregular verbs, you need to ensure that you’re using the correct form to match the tense of your sentence.
Practice and repetition are key to mastering irregular verbs, as is consulting reference materials such as conjugation tables or lists of irregular verbs. By familiarizing yourself with the most common irregular verbs and their forms, you can use them fluently and accurately in both spoken and written English.
Business Writing Examples
Proper use of irregular verbs in an office setting is crucial. Here are some examples of irregular verbs that are used in business.
- To write – “He wrote a comprehensive business plan that outlined the company’s growth strategy for the next five years.
- To speak – “The CEO spoke to the stakeholders about the upcoming merger during the annual general meeting.”
- To begin – “We began the fiscal year with a strong sales performance, exceeding our targets.”
- To drive – “Innovative marketing campaigns have driven our brand’s success in new market segments.”
Each of these sentences includes an irregular verb (wrote, spoke, began, driven) in its past simple or past participle form
7. Using Strong Verbs
Using strong verbs in writing means selecting words that are specific, vivid, and convey action effectively, thereby enhancing the impact and clarity of your sentences. Strong verbs replace longer phrases and weak verb constructions, providing more engaging and direct communication.
Instead of saying “She went up the stairs quickly,” you could use the strong verb “raced” to write “She raced up the stairs,” instantly adding energy and reducing wordiness. To use strong verbs, first identify any instances of the “to be” verbs (is, are, was, were) and passive voice, then replace them with active, descriptive verbs.
Additionally, consider the context and choose verbs that are appropriate for the tone and style of your writing. By doing so, you can transform your writing from passive to dynamic, enabling readers to visualize and feel the action more intensely. Strong verbs are particularly useful in business and persuasive writing, where convincing arguments are essential.
Business Writing Examples
Here are four examples of using strong verbs in business writing:
- To transform – “The new initiative transformed our approach to customer service, leading to a significant increase in customer satisfaction scores.”
- To accelerate – “Implementing the latest technology will accelerate our data processing and improve overall efficiency.”
- To cultivate – “Our leadership team is cultivating a culture of innovation to stay ahead in a competitive market.”
- To negotiate – “The procurement team successfully negotiated a favorable contract with the new supplier, reducing our material costs by 15%.”
These sentences employ strong verbs that are specific, vivid, and convey action effectively, enhancing the clarity and impact of the message. Strong verbs like “transform,” “accelerate,” “cultivate,” and “negotiate” provide concise and powerful descriptions of actions.
8. Using Command Verbs
Command verbs, also known as imperative verbs, are used to give orders, instructions, requests, or directions. To use command verbs effectively, you should start the sentence with the verb itself, omitting the subject, which is often the implied “you.”
For example, “Sit down,” “Listen carefully,” or “Please pass the salt.” The verb is direct and to the point, providing clear instructions to the listener or reader.
When using command verbs, it’s important to consider the tone you wish to convey; adding “please” can make a command more polite, whereas omitting it can sound more forceful or abrupt. Also, using command verbs can allow you to remove the word “you” from writing, which can make the reader defensive when providing instruction or feedback.
Business Writing Examples
Command verbs are a powerful tool for clearly communicating expected actions and are often essential for effective business communication. Here are 4 examples.
- To submit – “Submit your monthly sales report by the 5th of every month for review.”
- To review – “Review the client’s feedback carefully and draft a response addressing their concerns.”
- To schedule – “Schedule a team meeting for Monday morning to discuss the project’s next phase.”
- To ensure – “Ensure all documentation is up to date and compliant with the new regulations.”
In these examples, the command verbs “submit,” “review,” “schedule,” and “ensure” are used to give clear, direct instructions to the reader, indicating actions they are expected to take.
9. Using Phrasal Verbs
Phrasal verbs in English are idiomatic expressions that combine a verb with a preposition or an adverb, creating a new meaning that is often different from the original verb.
To use phrasal verbs correctly, it’s important to understand the specific meaning of each combination, as they can be quite distinct from the meanings of their individual components. For example, “to look up” means to search for information, which is different from simply “looking,” which means to gaze or glance.
Phrasal verbs can be separable or inseparable, meaning the object can either come between the verb and the preposition/adverb or must follow the entire phrase. For instance, “to turn off the light” can also be phrased as “to turn the light off” (separable), but “to get along with someone” cannot be separated.
Mastery of phrasal verbs often requires exposure to them in context, as well as practice and memorization. They are frequently used in spoken English and informal writing, and being proficient with them can greatly enhance fluency and comprehension.
However, it is often best to refrain from using phrasal verbs in business writing. Clear and direct writing is best in a business setting.
10. Using ING Verbs
“Ing” verbs, or present participles, can be used in various ways. As part of the continuous tense, “ing” verbs express ongoing actions when combined with a form of the verb “to be,” as in “She is running” for present continuous or “They were laughing” for past continuous.
Present participles can also function as gerunds, which act like nouns in a sentence, for example, “Running is fun.” Additionally, “ing” verbs are used in perfect continuous tenses, such as “I have been working here for five years,” to indicate an action that began in the past and is still continuing. When used as adjectives, “ing” verbs describe a subject that causes a feeling or reaction, like “The movie was thrilling.”
To use “ing” verbs correctly, it’s crucial to understand their role in the sentence structure and ensure they agree with the subject and tense. Regular practice and careful consideration of context can help in mastering their usage for more dynamic and descriptive writing.
Business Writing Examples
Clear and powerful verbs are optimal in a business setting, but “ing” verbs can be helpful in certain situations. Here are 4 examples.
- To discuss (discussing) – “We are discussing potential strategies to increase market share during the next quarter’s planning session.”
- To finalize (finalizing) – “The team is finalizing the details of the partnership agreement before the signing ceremony.”
- To improve (improving) – “By improving our customer service protocols, we aim to enhance client retention rates.”
- To expand (expanding) – “The company is expanding into new international markets to diversify its revenue streams.”
In these sentences, the “ing” verbs are used to convey ongoing actions related to business activities, such as discussing strategies, finalizing agreements, improving protocols, and expanding market presence.
Conclusion
In business writing, it’s important to use language that is clear, professional, and appropriate for the context. Although mastering various verb types can bolster your business writing skills, there are certain types of verbs that should be used with caution in a business setting.
- Using nouns as verbs (Nominalization) – This can sometimes lead to confusion or sound unnatural if the noun-turned-verb is not commonly accepted in business vernacular. Overuse can also make writing feel forced or full of jargon. It’s best to use well-established noun-verbs and avoid obscure or awkward conversions.
- Using irregular verbs – While irregular verbs are a natural part of English and cannot be avoided, caution should be exercised in ensuring their correct use, especially in past tenses and past participles, as mistakes can undermine the professionalism of your writing.
- Using phrasal verbs – Phrasal verbs can be less formal and sometimes vague. They often have a more conversational tone, which may not be suitable for all business contexts. Additionally, phrasal verbs can be challenging for non-native English speakers to understand. It’s often better to use a more formal, single-word verb in formal business writing.
- Using “ing” verbs (Present participles) – Overuse of the progressive aspect (e.g., “We are meeting,” “They are discussing”) can make writing seem less direct and decisive. In some cases, it’s more powerful to use the simple present or past tense for clarity and assertiveness (e.g., “We meet,” “They discussed”).
For all verb types, the key is to use them judiciously and ensure they contribute to the clarity and effectiveness of your communication. Strong verbs, active verbs, action verbs, helping verbs, modal verbs, and command verbs are generally encouraged in business writing because they can make sentences clearer and more powerful. However, even with these, it’s important to use them appropriately and avoid overcomplication or excessive forcefulness that might be perceived as aggressive or overbearing.
