5 Steps to Clear Writing for Business
1. Use the right words. Some words sound alike but have different meanings, which can prevent you from achieving clear writing for business. A common example: “effect” and “affect.” If you don’t know the meaning of a word, look it up.
2. Choose smaller words. Some of us like to use big “ten-dollar” words because they sound more important or intellectual. Too many can make you sound arrogant. Skip the formality — see a dictionary or a thesaurus for simpler terms. Write like you speak, or in a way that comes naturally, a hallmark of clear writing for business.
One way to do this is to watch your syllables. Words with one or two syllables are obviously shorter than those with three or four. And just what are syllables? They are the parts of words we place stress on when we pronounce them.
Example: syllable — syl-la-ble. It contains three syllables.
3. Shorten your sentences. Sentences that go on and on tend to cause readers to lose their focus. Some experts recommend that the average sentence should contain 15 to 40 words at most. Several commas are a sign your sentence might be too long — replace them with periods to break the sentence into two (or more). Remember that too many short sentences in a row can become boring and repetitive, so vary the length and rhythm of your passages.
4. Get to the point. I can’t stress this enough. Before you begin writing anything, decide how much information your piece will cover about your topic. For shorter passages, a few key points are fine. Come up with a title, even if it’s just temporary, that effectively summarizes your topic ahead of time to help you stay focused.
5. Explain unfamiliar words and concepts. Industry jargon, foreign terms, and acronyms are among the unusual references that can block clear writing. It’s best to explain them because not everyone is familiar with everything. Sometimes, they’re not necessary, so it’s better to remove them. Take care to write full descriptions of acronyms.
Example: World Wildlife Fund (WWF). WWF was also once an acronym for the World Wrestling Federation.
Quotes
“Clarity is the most important characteristic of good business writing.” ~ Mignon Fogarty, Grammar Girl Quick and Dirty Tips for Better Writing
“Clear thinking becomes clear writing; one can’t exist without the other.” ~ William Zinsser, On Writing Well
Comments? Suggestions? Need help with your writing? Feel free to contact me.
Michelle Troutman
classywriting.com