The power of words10 essential business writing tips

No matter our role, we’re all writers of...

• Emails

• Reports

• Meeting minutes

• Letters

• Exams

• Assignments

• Instructions

• Processes

Regardless of what you’re writing, there are some simple

guidelines you can follow to help your documents be as clear

and concise as possible.

#1 Know your audience

It is next to impossible to write a clear and coherent document or

communication without first knowing who is going to read it.

Knowing your audience will determine:

• The tone you use

• The level of information you include

• Terminology – how much does the reader

know from the outset? It’s important you don’t

assume prior knowledge and keep things

straightforward.

Sounds simple right? However, due to time pressures many of us

don’t think about the purpose of a document before we start to

write.

Think about this:

• What can this document be used for?

• What should the reader take away from this?

• What action do I want the reader to take?

• Why should anyone care?

#2 Set out your goals

#3 Introductions are key

Your introduction is the difference between someone reading

your document or getting bored and moving on.

A good introduction:

• Is clear and to the point

• Contains the most important pieces of information

• Gives a flavour of what’s to come

• Leaves the reader wanting more

We can all be guilty of using jargon from time-to-time. As a rule,

you should limit the amount of complicated language and

‘business-speak’ you use in your writing.

• Never use a long word where a short one will do

• Don’t assume your reader knows what you’re talking about

• Use Plain English

• Avoid repetition

Instead of saying: We have initiated discussions

pertaining to the new policy.

Try: We are discussing the new policy.

#4 Use simple language

#5 Limit your use of adverbs

Adverbs can weaken your writing, so you should try to limit them

wherever possible.

Instead of saying: He read the document carefully.

Try: He examined the document.

Instead of saying: Sales grew quickly.

Try: Sales accelerated.

#6 Know when to use that vs which

Use that to describe essential information – e.g. In the street there

were three cars that were blue.

The point of the sentence is to specify how many of the cars in the

street were blue.

Use which to describe non-essential information – e.g. In the

street there were three cars, which were blue.

The point of the sentence is to specify how many cars were in the

street. The fact that they were all blue is not essential.

Note: Which is always preceded by a comma.

#7 Avoid passive language

Which is more effective?

You should avoid using passive language.

or

The use of passive language should be avoided.

The first example speaks directly to the reader and gives an

instruction, making it a much stronger sentence. So,

always use the active voice to make your writing more

powerful.

#8 Make it visually appealing

Long and wordy paragraphs are enough to turn any reader off

your writing. Never underestimate the power of a visually-

appealing document.

Incorporate these into your next document:

• Concise paragraphs, each dedicated to a new point

• Section headings

• Bulleted lists

• Visuals, such as graphs or images

#9 Read it aloud

As a rule, if you stumble over your phrasing when reading

your document aloud, something isn’t quite right.

Read your document out loud before you publish or click

send. This way, you can pick up on any awkward-sounding

sentences that could cause confusion and frustration for your

reader.

#10 Look for a fresh pair of eyes

Of course you can’t do this with every email you send, but for

longer documents like reports or articles, having a fresh pair

of eyes for review is extremely helpful.

This will ensure you pick up any typos before your document

is sent out into the world.

Key resources

Hemingway Editor App

How to write in Plain English

The A–Z of alternative words

Ten tips for proofreading

The A–Z of financial terms