Category: business writing

business communication, business writing, clear writing

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

business communication, business writing, writing advice, writing well, writing with clarity

5 Ways to “Write Tight” for Your Business

1. Omit needless words. This is the best advice to “write tight.” As William Strunk and E.B. White wrote in their classic grammar book, The Elements of Style, every word should “tell” or serve a purpose. When you’re done writing, see if removing certain words changes the overall meaning of your sentences. Make your sentences leaner and “meaner,” to strengthen them and pack more of a punch.

2. Plan. To keep your thoughts focused, create a list or an outline detailing your subject matter. Some people dislike planning, but this simple step helps me stay organized and on topic.

3. Set a word limit. Limit the scope of your piece to a certain number of words to help you cut the deadwood.

4. Prefer one word over two. For example, the two sentences below have a similar meaning, but one is more to the point:

A. Turn on the light.
B. Flip the switch.

5. Use bullet points. Bullet points help summarize key ideas. They work well for grouping words and phrases together, so you don’t always need to write complete sentences. For example:

Backing Crash Prevention

  • Eliminate distractions
  • Keep your eyes moving
  • Use your mirrors

Quotes

“Four basic premises of writing: clarity, brevity, simplicity, and humanity.” ~ William Zinsser

“Brevity is the soul of wit.” ~ William Shakespeare, Hamlet

Comments? Suggestions? Need help with your writing? Feel free to contact me.

Michelle Troutman
classywriting.com

business communication, business writing, e-mail newsletters, e-news, e-newsletters, electronic marketing, electronic newsletters, email announcements, email blasts, email newsletters, enews, enewsletters, marketing, marketing online, newsletters, online marketing, online newsletters

How a Newsletter Can Boost Your Business

Imagine a marketing method that can multiply your business income with little effort. It may help you:

  • Stand apart from your competitors
  • Enhance your reputation
  • Build trust to keep your current clients and attract new ones

Most importantly, it’s affordable, can provide a repeat income, and you don’t need to take time away from serving your customers to create it.

This magic money-making machine is an e-newsletter.

In this digital age of short attention spans, it can be hard to stand out effectively and make money. An e-newsletter can solve those problems and become a valuable marketing tool.

How a good newsletter can boost your income

Repeat advertising = sales – Studies show that the average consumer must be exposed to a product several times before they decide to buy it. A newsletter keeps your business in your customers’ minds, helping you stay in touch with them and reach new ones. A Nielsen Norman Group study of online newsletter subscribers found that e-newsletters form a greater bond between customers and a business than a website (NNG, Email Newsletter Usability, 2011). Building a relationship with your customers is crucial for boosting your sales over time.

Newsletters can also increase referrals.

A New York Sales and Marketing Club study showed that 71 percent of your customers base their initial buying decision on how much they like, trust, and respect you.

Customers who feel a connection with you are more likely to forward copies of your newsletter to others. Linking to your website from your newsletter can boost your traffic; you may also easily link to a blog or social media.

MarketSherpa’s 2010 Email Marketing Summit revealed how social media and email can be a powerful marketing combo:

  • 75 percent of daily social media users said email is the best way for companies to communicate with them, compared to 65 percent of all email users
  • 49 percent of Twitter users said they made an online purchase because of an email, compared to 33 percent of all email users

Offering printed copies of your newsletter in a waiting room and for networking at events can also spark readers’ interest in subscribing. This works better than a business card, flyer, or brochure to market your business more memorably; people are more likely to hang onto something they see as useful (instead of advertising) and show it to others.

A newsletter is cheap, competitive advertising.

Once you have it set up on an email marketing platform, an e-newsletter is a free or low-cost way to stay ahead of your competitors. And if they lack a good one, your business can stand out more.

Also, if you show your personality, your clients will see you not just as a business owner, but as a friend. Combined with your advice, readers will consider you an expert, giving you and your business credibility, boosting your image, and building trust and sales.

Lack time or the skills? Explore how a quality custom e-newsletter can help you boost your business and gain the right leads.

What do you think about newsletters?