Focusing on "You"

“My department has had the idea for years that when we write training materials, we have to write in third person. However, I believe we should be writing directly to our audience, in second person. Am I correct? If so, can you point me to some documentation on this?”

— eTips subscriber

Just in case "third person" and "second person" don't immediately make sense to you, let's start by answering . . .

What are first, second, and third person?

Use first person for the speaker (I, me, my, we, us, our), second person for those spoken to (you, your), and third person for those spoken about (he, she, it, they, them, their).

When should I use you in business writing?

Using second person allows you to address the reader. Additionally, second person conveys a more conversational tone than third person, making your writing more inviting to read and easier to understand.

For these reasons, second person is preferable for instructional material and any sort of content marketing you might do—from social media to blog posts to newsletters. Notice the difference in the voice when switching from third to second person:

Third person: Thoughtful Learning offers many materials for English Language Arts classrooms. Every student-centered writing handbook comes from the same authors of Writers INC and Write Source.

Second person: Do you need classroom curricula for teaching English language arts? Check out these student-centered writing handbooks from the team that brought you Writers INC and Write Source.

Second person also allows you to give commands, starting sentences with a verb that tells the reader just what to do. A command sentence has an implied you as the subject:

(You) Clean up your room.

So, follow your organization’s style for using first, second, and third person. If the style is not strict, consider using you to connect to your reader.

Play the Editor!

Copy these safe-handling practices into a document. Rewrite the steps in second person, using clear, active command sentences when possible. (Scroll to the bottom to see our recommended revision.)

Safe-Handling Practices for Moving Chemicals

When moving chemicals in the laboratory, handlers must follow these safety precautions:

Handlers must wear closed-toe shoes, a lab coat and/or apron, and chemical-resistant gloves and goggles
Bottles must be placed in leak-proof containers to avoid breaks and spills.
A sturdy cart must be used when moving multiple, large, or heavy containers.
Freight elevators should be used instead of passenger elevators. Handlers should remove their gloves before pushing the elevator buttons.
Chemicals should never be left unattended.

Get More Support

Check out the Write for Business Guide for other common writing questions.

BONUS: If you have a question or would like to see a particular topic covered in an eTip, email us at etips@writeforbusiness.com.

Editor's Recommendation

Safe-Handling Practices for Transporting Hazardous Materials

When moving chemicals in the laboratory, follow these mandatory safety precautions:

Wear closed-toe shoes, a lab coat and/or apron, and chemical-resistant gloves and goggles.
Place bottles in leak-proof containers to avoid breaks and spills.
When moving multiple, large, or heavy containers, use a sturdy cart.
Use freight elevators instead of passenger elevators. Remove your gloves before pushing the elevator buttons.
Never leave chemicals unattended.

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