- Write like you talk. For example, in an email, say, "My resume is attached as a Word file" instead of "Attached please find my resume." You wouldn't walk up to someone and say, "Attached please find...," would you?
- Use active voice instead of passive voice. For example, say, "My supervisor gave me the day off" instead of "I was give the day off by my supervisor." Active voice is easier to follow, sounds more conversational (remember, write like you talk) and requires fewer words. If your writing says that something was done to someone or something by someone or something, then you're using passive voice and need to switch to active voice.
- Mix it up. Avoid using one long sentence after another. Try to follow a long sentence with a short one. It will improve the pace of your writing and give the reader a break from long passages of text.
- Use bulleted and numbered lists. Use bullets to list items of equal importance; use numbers for long lists or to list items in a sequence that follow a specific order. They make your copy easier to read, which is especially critical for online copy.
- Handle gender issues like a pro. Instead of using the clunky "he/she" in text, try switching to a plural noun to avoid mentioning gender at all. For example, instead of saying, "The consumer will be irritated if he or she is not waited on quickly," say, "Consumers become irritated if they are not waited on quickly." If you must use both, just say "he or she" instead of separating them with a slash.
- Provide examples. This is especially important if you work in a technical field or if your task is to simplify jargon for a general audience.
- Get to the point quickly. In emails, state the reason for your email, then provide details. Don't make your reader wade through a mass of text to find out why you're writing the email. If the email is long, it doesn't hurt to place the desired outcome in bold. For example, say, "Bob, I need to get 30 minutes on your calendar to discuss my goals fo this quarter. Some things have changed, and I need your input." Then provide additional details, if necessary.
- Start with an outline. Are you staring at a blank page, finding it difficult to get started on that report? Start by listing what you want to cover. Then write one sentence to describe each item on your list. Then write a full paragraph about each item on your list, and you're on your way. Tackling the report in chunks is easier and less overwhelming than considering the entire report as one mammoth task.
- Follow what someone else has done. Whether you're writing a resume, an executive summary or a sales report, plenty of examples exist online. See how others have written the same type of material.
- Use an editorial style guide. I like the Associated Press Stylebook (commonly referred to as "AP style") because it's logical and practical. It's the one newspapers and many major corporations use. The Chicago Manual of Style is also a good style guide; publishing companies use it. In the Washington, D.C., area, the GPO (Government Printing Office) style guide is common. Using a style guide helps you follow consistent guidelines. For example, the AP stylebook recommends spelling out all numbers from zero to nine and using numerals for numbers 10 and above.
Be a better writer instantly!
by
Libbye Morris
of Libbye A. Morris Writing & Editing
(
12-Oct-2009
)
Want to improve your business communications instantly? Here are 10 writing tips to get you started.