Common PR Grammar and Writing Mistakes to Avoid in 2026
Use clear, direct language. Choose the right verb tense for each announcement. Avoid run-on sentences and misplaced modifiers, they confuse readers and chip away at trust. Proofread every line, because even a small slip can undermine your message.
Key Takeaways
- Consistent grammar and style signal professionalism and reliability in PR.
- Clarity, brevity, and active voice help messages land and stick.
- Careful proofreading prevents small errors from damaging a brand's reputation.
Subject-Verb Agreement Errors
Subject-verb agreement forms the backbone of clear PR writing. If the subject (the 'doer' in a sentence) is singular, the verb should be too. Plural subjects need plural verbs. It sounds simple, but under tight deadlines, people mix them up all the time.
A common error: "The team of experts are ready to assist." It should be "The team of experts is ready to assist." Here, "team" is a collective noun acting as a single unit. The mistake is subtle, but it stands out.
From our years working with news desks, We've seen how quickly a basic grammar error in a press release makes journalists, and by extension, their editors, question the very accuracy of the information. If your opening lede is grammatically weak or unclear, they start looking for flaws, not facts.
Fixing It:
- Read each sentence aloud, listening for awkwardness.
- Use grammar check tools, but don’t trust them blindly.
- After a draft, search for the main verb in every sentence. Ask yourself: does it match the subject?
Verb Tense Consistency
PR writing often covers past events, current developments, and future plans, sometimes all in one release. The trouble begins when tenses shift for no reason.
For example: "The company will launch the product last week." That’s a timeline mess. It should be, "The company launched the product last week."
Why does this matter? Tense errors confuse your timeline. They make you look unreliable, and they make stories harder to follow.
Best Practices:
- Match the tense to the timing of the event.
- For event recaps, stick to past tense. For general statements, use present tense.
- Proofread once just for tense. It helps to read backward, sentence by sentence.
Sentence Structure Issues
Sentence structure can make or break how your PR content reads. A clear, informative format helps journalists scan and absorb your story quickly.
Run-On Sentences:
These happen when two or more independent clauses are jammed together without the right punctuation.
Example: "The event was successful and it attracted many attendees."
It should be: "The event was successful. It attracted many attendees." Or, "The event was successful, and it attracted many attendees."
Fragments:
Fragments occur when a sentence lacks a subject or verb.
Example: "Because of the new policy."
That leaves readers hanging. Fix it: "Because of the new policy, staff hours increased."
Why should we care? Run-ons and fragments force readers to work harder. They break the flow and make information harder to absorb.
Correction Tips:
- Break long sentences into two shorter ones.
- Make sure every sentence has a subject and a verb.
- Use conjunctions to link related ideas.
Punctuation and Capitalization Precision
Punctuation carries meaning. Inaccurate punctuation can twist your message or make it feel sloppy [1].
- Comma Usage: Compound sentences need commas before conjunctions ("and," "but," "or") if both sides could stand alone.
Wrong: "We hired a new manager and she starts Monday."
Right: "We hired a new manager, and she starts Monday." - Quotation Marks and Apostrophes: Always put commas and periods inside quotation marks.
Example: The CEO said, “We are excited about the launch.” - It’s vs. Its:
"It’s" means "it is."
"Its" means "belonging to it."
Quick test: If you can substitute "it is," use the apostrophe. - Capitalization:
Capitalize proper nouns and official titles. Don’t capitalize common nouns unless they start a sentence.
Wrong: "The Company announced..."
Right: "The company announced..."
But: "Acme Inc. announced..."
Punctuation and capitalization errors can make even the best-written release look amateur.
Voice and Style Consistency
Active voice is usually the best choice.
Passive: "The report was submitted by the team."
Active: "The team submitted the report."
Active voice makes writing clearer and more direct [2]. Passive voice, when used too often, makes writing sound vague and bureaucratic.
Tone Consistency:
Switching between formal and informal can confuse readers and weaken your brand. A press release for a tech company shouldn’t sound like a casual tweet. getting the tone and language right ensures clarity and professionalism throughout
Keep a style guide handy, and stick to it.
Jargon and Buzzwords:
Every industry has its own jargon. But PR writing should be accessible.
Too much jargon or buzzword soup drives away journalists and audiences.
Use plain language. If a technical term is necessary, explain it in simple words.
Clarity and Conciseness in Messaging
Source: Rachael Navarette
Wordiness creeps into PR writing when people try to sound official or fill space.
Example: "Due to the fact that the company is expanding, it is planning to hire more staff."
Cleaned up: "The company is expanding and plans to hire more staff."
Redundancy and filler phrases dilute key information.
- Avoid "in order to," "at this point in time," "for the purpose of."
- Get to the point fast.
Steps to Improve Clarity:
- Use short, direct sentences.
- Eliminate extra words.
- Prioritize key information in the first sentence of every paragraph.
Number Usage and Formatting
Numbers are easy to get wrong in PR writing.
- Spell out one through nine. Use numerals for 10 and above.
- Don’t mix formats.
Wrong: "Three staff members and 12 volunteers attended, along with twenty sponsors."
Right: "Three staff members and 12 volunteers attended, along with 20 sponsors." - Always check your style guide. AP Style is standard for most press releases.
Inconsistent number formatting looks careless and distracts from the facts.
Modifier Placement and Proofreading Rigor
Misplaced and dangling modifiers can twist your meaning.
- Misplaced modifier: "She served sandwiches to the children on paper plates." (Were the children on paper plates?)
Fix: "She served sandwiches on paper plates to the children." - Dangling modifier: "Running quickly, the results were impressive." (Who was running?)
Fix: "Running quickly, the athlete achieved impressive results."
Proofreading is where most mistakes get caught. But it’s easy to miss errors in your own writing.
Proofreading Tactics:
- Print out your release and read it aloud.
- Take a break before your final proof.
- Use spell check, but don’t depend on it alone.
- Ask a colleague to read it, fresh eyes catch old mistakes.
Practical Advice for PR Writers
- Read your work out loud. If it sounds awkward, it probably is.
- Keep a style guide (like AP Style) open while you write.
- Avoid jargon unless you’re sure every reader will understand.
- Use grammar and spell check tools, but don’t rely on them completely.
- Proofread twice, once for grammar, once for clarity.
We'll never forget the sting of losing a major media placement because of a single typo. Years ago, we sent out a media pitch, a significant opportunity for a client, with 'their' instead of 'they’re.' The reporter not only noticed but, as we later learned through a colleague, filed it straight to the trash. We never heard back from them directly.
That one word, that one careless slip, cost us that story and the client thousands in potential exposure. In this field, every detail matters. Trust me, someone is always watching, and the smallest error can speak volumes about your brand's credibility.
You don’t need to write like a novelist. But you do need to write cleanly, check your facts, and respect your reader’s time. That’s how you build trust, with journalists, with your audience, and with your own team.
If you’re ready to sharpen your PR writing, start with your next press release. Read it like you’re a busy reporter. Cut what you don’t need. Fix what you find. That’s how strong communication begins, one sentence at a time.
Frequently Asked Questions
1. What grammar mistakes make a PR release look unprofessional the fastest?
Subject-verb agreement errors and inconsistent verb tenses top the list. Even one stray "the team are" or a tense shift in a press release will catch a journalist’s eye. Punctuation mistakes, like misplaced commas or apostrophes, are next. These slips signal carelessness, and that’s the last thing you want.
2. How can I check for grammar and writing errors before sending out a press release?
Read the draft out loud. Print it and mark it up. Use a grammar-check tool, but don’t trust it to catch everything. Ask a colleague to take a look, with fresh eyes, they’ll spot things you missed. And always proofread once for grammar, once for meaning.
3. Is it ever okay to use jargon or buzzwords in PR writing?
Only if your entire audience understands them, and even then, sparingly. Most journalists and readers prefer plain English. If a technical term is necessary, define it once, then use it consistently. Too much jargon shuts people out. Clarity pulls them in.
4. What’s the best way to keep my PR writing concise and clear?
Cut filler words and phrases, "in order to," "due to the fact that," and so on. Focus each sentence on one idea. Put the most important information up front. If a sentence feels heavy, split it in two. Read your work like a busy editor, if it slows you down, rewrite it.
5. Which style guide should I follow for PR materials?
Most PR professionals use AP Style, especially if their releases go to journalists. It covers grammar, punctuation, numbers, capitalization, and more. Keep a copy handy, digital or paper. When in doubt, check the guide. Consistency signals professionalism every time.
Conclusion
Grammar and writing precision are non-negotiable in public relations. Sloppy mistakes, like mismatched tenses or misplaced commas, can quickly erode trust with journalists and audiences alike. Clean, consistent, and concise language helps your message land clearly and professionally.
By avoiding common pitfalls, using active voice, and proofreading rigorously, PR writers strengthen their credibility and ensure their stories resonate. In a field where every word matters, editing isn’t just a final step, it’s a strategic tool to protect your brand and earn your readers’ attention.
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References
- https://www.newyorker.com/magazine/2004/06/28/bad-comma
- https://www.copypress.com/kb/copy/active-vs-passive-voice/
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