Early in my career I worked in business development. I once asked my boss if I was following up too often with a prospect. Her answer: “If I was being too aggressive the prospect would let me know.” I feel the same way when it comes to clarity in your writing and communication. You can never be too clear. People rarely if ever complain about that.

Take the abuse (or ignorance) of pronouns, which seems to be running rampant in business communication. For instance, which of the following sentences is correct?

1. David’s manager said that he will attend the meeting.
2. I spoke to the client, shipper and packager. They don’t know if it will work. She voiced some concerns about cost again. 
3. The new report indicates a serious problem, but it is unclear.
4. When the medic prepared a flu shot for the officer, he winced.

If you said none of the above, then you’re correct. Let’s take a closer look at the issues.

 Sentence 1: David’s manager said that he will attend the meeting. [Who will attend, David, or his manager?]
Better: David’s manager said that David will attend the meeting.

Sentence 2: I spoke to the client, shipper and packager. They don’t know if it will work. She voiced some concerns about cost again. [Who voiced concerns?]
Better: The client voiced some concerns about cost again.

Sentence 3: The new report indicates a serious problem, but it is unclear. [Is it the report or is it the problem?]
Better: The new report indicates a serious problem, but the report is not clear about the problem.

Sentence 4: When the medic prepared a flu shot for the officer, he winced. (Who winced—the pharmacist or the officer?)
Better: When the medic prepared a flu shot for the officer, the officer winced.

Watch your antecedents

Not to sound like your high school English teacher here, but an unclear pronoun reference occurs when the reader is unsure about which word the pronoun refers to (it’s antecedent). To fix a pronoun reference error, substitute the correct noun for the pronoun or simply reword the sentence.

Trap #1 Missing antecedents

Avoid pronouns that don’t refer back to any part of the sentence.

Unclear: The buyer called the mortgage office, but they didn’t pick up. (Who is they?)
Better: The buyer called the mortgage office, but no brokers picked up.

Trap #2 Who, which, or that clauses divorced from their antecedents

A relative pronoun connects a dependent clause to the main clause. Like other pronouns, who, which, and that must refer to a specific noun or noun phrase. To create clarity, always place the relative pronoun immediately following the word it refers to.

Unclear: Return your surveys by Friday, which will complete the review process. (Which is unclear—it doesn’t refer to a specific noun.)
Better: By Friday, return your surveys, which will complete the review process.

Trap #3 It, this, that, or they used in reference to a whole sentence

These pronouns should refer to a specific noun, not an entire sentence.

Unclear: The building plan includes a co-working space, a gym, and a food court. This adheres to zoning code.
Better: The building plan includes a co-working space, a gym and a food court.. The multiple-use plan adheres to zoning codes.

OK, simple enough. But let’s look closely at pronoun confusion when the stakes get a lot higher for legal compliance and investment decisions. We found it often occurs when a second (supporting) sentence is used to modify or enhance the previous sentence.

EXAMPLE #1: The Inflation Reduction Act (IRA) of 2022 introduced new tax incentives (and enhanced existing programs) for producing and investing in electricity by using non-fossil-fuel means.  The current Administration had clearly signaled that dismantling parts of this legislation was one of its priorities. While the decision has led to Congressional dissent from both sides, the OBBB takes a significant swipe at the incentives currently in place. 

PROBLEM: What does “this” refer to?
Better: The Inflation Reduction Act (IRA) of 2022 introduced new tax incentives (and enhanced existing programs) for producing and investing in electricity by using non-fossil-fuel means.  The current Administration had clearly signaled that dismantling parts of the IRA was one of its priorities. While the decision has led to Congressional dissent from both sides, the OBBB takes a significant swipe at the incentives currently in place. 

EXAMPLE #2: Common examples of undivided real estate interests are inherited homes passed down to multiple heirs, rental properties jointly owned by siblings or business partners, and family land that’s held for generational stewardship. This arrangement is also referred to as “tenancy in common” and the two terms may be used interchangeably.

PROBLEM: Does “this arrangement” refer to family land only or all type of undivided real estate?
Better: Common examples of undivided real estate interests are inherited homes passed down to multiple heirs, rental properties jointly owned by siblings or business partners, and family land that’s held for generational stewardship. Family land is also referred to as “tenancy in common” and the two terms may be used interchangeably.

Conclusion

Clear communication isn’t just about good grammar—it’s about protecting your business from costly misunderstandings. Whether you’re drafting a contract, writing investment guidance, or simply updating your team, ambiguous pronouns can create confusion that leads to delays, disputes, and damaged relationships. Don’t rely exclusively on AI and grammar apps. When in doubt, repeat the noun and read back your work aloud.

How is your firm improving communication? I’d love to hear more.

#thoughtleadership, #practicemanagement, #businesscommunication