Business Writing Tips
Style should be Clear, Simple and to the point. No formal language unless the situation demands it. Your communications should have the reader believe that you had them and only them in mind when you wrote. So……… a few tips
- Plan: Before start – think of what you want to say and stick to that point
- Subdivide: Structure the communication – background, logic and linkage with a clear conclusion.
- Be clear: Cut out jargon unless it suits the audience
- Be direct: Use active not passive voice
- Write as you speak: Use less formal language – never use language that you would not use in conversation.
- Show understanding: Put yourself in the readers shoes
- Headings: Insert headings for clear signposting
- Lists: Use vertical lists if makes it clearer
- Keep it simple: Make it easy for readers to understand – simple words that the audience can relate to
- Start with impact: Hook the reader with a powerful opener – begin at the end – with a brief “conclusion” – that way the reader is focused from the start.
- Keep it personal: Use “I” or “we” and avoid the third person
- Choose your words: Improve your writing – edit each draft
- Evidence: Support conclusions with proof / evidence (what, why, when, who where, how to, how much)
- Check it: If you state a proof or make an assertion – it better be right or your recommendation is deemed wrong.
- Short sentences: 15 words max. Long sentences make information hard to absorb.
- Short paragraphs: 5 to 7 lines. Paragraphs group thoughts and make the point clearer
- Sexism: Structure carefully by switching to plural or to “you” e.g. “The client may not be aware that he/she has the choice”… to “Client mat not be aware that they have the choice”
- White space: Leave a lot of it – don’t clutter
- Correction: Spelling and grammar have to be 100% accurate (beware spell check)
- Emotions: Avoid sarcasm and anger etc – you can take it back and can be misread. Be careful of humour as it can be misunderstood if you are not eye-to-eye to correct the meaning.
- !, ? etc: Be careful how you use them – What time will you be here? (is a simple question) – What time will you be here????? (is an indication or irritation or worse) and never ??!!!
- Capital Letters: Avoid inserting capitals on words in capital letters – it is the equivalent of SHOUTING.
- When finished: Go back and delete the repetition and unnecessary. Make each word earn it keep.
- Close well: Conclusion that gets to the point