write better ebook2011

8/6/2019 Write Better Ebook2011

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Published by http://www.LousyWriter.com 2

DISCLAIMERDISCLAIMERDISCLAIMERDISCLAIMER

This e-book has been written to provide information about self-improvement. Every effort has been made to make this ebook as completeand accurate as possible. However, there may be mistakes in typography orcontent. Also, this e-book provides information on self-improvement only upto the publishing date. Therefore, this ebook should be used as a guide - notas the ultimate source of web hosting information.

The purpose of this ebook is to educate. The author and the publisher does

not warrant that the information contained in this e-book is fully completeand shall not be responsible for any errors or omissions. The author and

publisher shall have neither liability nor responsibility to any person orentity with respect to any loss or damage caused or alleged to be causeddirectly or indirectly by this e-book.

You may freely distribute this ebook to others without priorpermission from the publisher or author, as long as it isNOT altered and this ebook is distributed in its entirety.

You may freely give away this ebook, bundle it with otherproducts, give it away as a free bonus product, or link towww.FreelanceWriting.com to download this ebook. Youmay not sell this ebook for money.

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Help Me Write a Better... ..................................................................................

Speech............................................................................................................. 7Help Me Write a Better... ..................................................................................Manual ........................................................................................................... 9How to Write a Better ... ...................................................................................

Business Memo ............................................................................................ 12Help Me Write a Better... ..................................................................................

College Essay ............................................................................................... 15Help Me Write a Better... ..................................................................................

Business Plan ............................................................................................... 18Help Me Write a Better... ..................................................................................Employee Handbook................................................................................... 21Help Me Write a Better... ..................................................................................

Grant Proposal ............................................................................................ 24Help Me Write a Better... ..................................................................................

Legal Document .......................................................................................... 28Help Me Write a Better... ..................................................................................

ewsletter .................................................................................................... 31Help Me Write a Better... ..................................................................................Press Release................................................................................................ 34Help Me Write a Better... ..................................................................................

Technical Document ................................................................................... 37


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How Write a Better... ........................................................................................

Cover Letter ................................................................................................ 40Help Me Write a Better... ..................................................................................Editorial Article .......................................................................................... 43Help Me Write a Better... ..................................................................................

Book.............................................................................................................. 46How to Write a Better .......................................................................................

Business Letter ............................................................................................ 48Help Me Write a Better... ..................................................................................

Sales Letter .................................................................................................. 51Help Me Write a Better... ..................................................................................

Thesis / Dissertation.................................................................................... 54Help Me Write a Better... ..................................................................................

Blog Post ...................................................................................................... 57Help Me Write a Better... ..................................................................................

Brochure ...................................................................................................... 60Help Me Write a Better... ..................................................................................

Business Email............................................................................................. 63Help Me Write a Better... ..................................................................................

Resume ......................................................................................................... 66Plain English .....................................................................................................

Business Writing ......................................................................................... 69How to Write Better... .......................................................................................

Website Copy............................................................................................... 72

MISUSED

WORDS............................................................................................................................76


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SSppeeeecchh

Because they are spoken, speeches offer a lot of flexibility in terms of how

they are written. However, this large degree of latitude can also make it

difficult to really narrow your ideas down into a compelling speech. Read

on for a few tips to help make your speech more captivating.

1) Keep Sentences Short

Understanding a written run-on sentence is difficult enough; it's practically

impossible to follow when you're hearing it only. Keep this thought in mind

when you're crafting the sentences in your speech. Your audience will havea hard time remembering how your sentence started if it's a long way from

where it finishes. Make your sentences short for maximum comprehension.

2)1. Order Your Thoughts

You must plan the content of your speech in order to make the ideas flow

logically for your readers. You are bound to have more than one topic (orargument) in your speech, so do your best to order them in a way that

makes sense.


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If your speech is about fire safety, for example, you might have the

following topics:

1.Fire hazards around the home

2.How to plan for an emergency

3.The categories of fire

Make sure you talk about your topics one at a time; don't jump back and

forth, or you may lose your audience. Also, put all information for eachtopic together so that it's all in its logical place. This means that if you want

to list all the fire hazards in a home, group them all together under the fire

hazards around the home topic so that your audience can fully understand

the point you're trying to make.

3) Make Notes for Yourself

One of the wonderful things about speeches is that your audience won't

necessarily see the paper that you're speaking from. Because of this, feel

free to jot down any notes about the way you want to say a certain phrase,

where you want to pause for emphasis or dramatic effect, etc. These notes

can help you a great deal when you're on the spot, trying to make your

speech meaningful for your audience.

Of course, if your speech is also going to be read right off the page, be sure

to create a good copy, free from any pencilled-in hints to yourself about

your public speaking. Also, double check that your document is free from


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typos or grammatical errors before you turn it over for someone to read.

You may have allowed yourself to get away with spelling and grammar

mistakes in your speech, simply because people wouldn't know thedifference when they're only hearing what you have to say instead of

reading it.

The unique thing about speeches over written forms of communication is

that the tone of your voice can add a lot in terms of impact for your

audience. A speech means that you don't have to rely on your words alone

to get your message across. Make the most of your speech by varying thepace and tone of your voice. Remember to pause in strategic places so that

your audience has a moment to absorb what you're saying. Practice not just

what you want to say, but exactly how you'd like to say it; carefully chosen

voicing can take the clarity and impact of your speech to the next level.


MMaannuuaall

Writing a policies and procedures manual can be a time-consuming,

difficult task. Worse, even after you've put all that effort in, it will still

likely be tedious to read. To make your policies and procedures morereadable, take a look at the following helpful suggestions:


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1) First Policy, Then Procedure

How does one define "policy?" What about "procedure?" Simply put, a

policy is a rule developed by your company. A procedure establishes the

correct method of following your company's policies.

For optimum comprehension, explain your policies before you explain their

corresponding procedures. As an example, let's say that you're writing a

policies and procedures manual for teachers in a high school. One

important policy might be: "We always treat students with respect." The

procedures that result from such a policy could be: "Speak to unruly

students calmly and explain that their behavior is unacceptable. If they

refuse to cooperate, send them to the principal's office. Avoid raising your

voice or insulting the student."

In the above case, the procedures might make less sense if they had not

been preceded by the overarching policy. By stating your policy first, you'll

set up your readers to see the matter from your point of view. Then, once

you've explained the procedures that go along with that policy, they will

better understand what the policy means and how to act within its confines.

2) Write for Your Audience

Every policy and procedure will not always apply to each of your

employees. Therefore, when you're writing, keep in mind the audience for

whom the policies and procedures are intended.


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Using the same high school example, let's assume another policy is:

"Teachers must volunteer to lead one extra-curricular student activity."This will be a very important section for your teachers to read, but what

about your school's caretakers and administrative staff? Clearly, such a

policy does not apply to them.

This is not to say that you have to write a separate policies and procedures

manual for every category of employee in your company. However, do

organize the contents of your manual under subheadings that directemployees to read the areas that apply to them. A high school manual

might have the headings "For All Employees," "For Teachers Only," "For

Caretakers," etc. Be sure to include a table of contents so that your

employees can find the policies and procedures they need to read.

3) Use Proper Grammar and Spelling

Correct spelling and grammar are the cornerstones of a successful policies

and procedures manual. Your readers will have a much easier time

absorbing such a complex document if the meaning isn't clouded with

spelling mistakes, grammar errors, and typos. Take all the time necessary

to get it right.

A well-run organization uses its policies and procedures as a backbone tosupport and guide the activities its members. Your document simply must

be easy to read and structured for your audience. It's intuitive: if your


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policies and procedures document is well organized and grammatically

flawless, your employees will be more likely to take its contents seriously.

HHHHHHHHoooooooowwwwwwwwttttttttoooooooo WWWWWWWWrrrrrrrriiiiiiiitttttttteeeeeeee aaaaaaaa BBBBBBBBeeeeeeeetttttttttttttttteeeeeeeerrrrrrrr ........................

BBuussiinneessss MMeemmoo

Memos are a quick way to pass information along. It can be frustrating,

however, to receive a memo with an unclear message. To make sure that

your memos get the point across, follow these helpful pointers:

1) Use Lists

Memos are, by their very definition, brief. Therefore, you can get awaywith using point form. Lists are a great way to convey your expectations

without being too wordy. Take a look at how this memo effectively uses a

list:

"RE: Thursday's Conference

Kathy,

We are 90% ready for Thursday's conference, but I need

you to check on the following:


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- RSVP status for the McClintocks

- Finalize arrival time of caterers- Projector setup by IT department

Thanks,

Bill"

As you can see, lists help pass along a lot of details without taking up too

much time or space. Use lists when you can so that your memos can be asefficient as possible.

2) Start With a Heading

Unfortunately, the fact that memos are short means that your recipients

may dismiss them as unimportant. It may seem unreasonable, but some of

your memos may not even be read by a busy (or lazy) audience.

To avoid this, make your memos stand out by including a headline with

each one. A headline is a fantastic way to get the most important part of

your memo out there immediately for your readers to see. Once your

headline tells them that your memo contains essential information, they

will be more likely to give the rest of it a closer look.

3) Include all Information


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moment to make sure that your audience will be able to interpret what

you're trying to say.

Again, if it's too long or too complicated to be covered in a memo, write a

longer message or speak to them in person. For best results, reserve memo

writing for when it can effectively communicate your short (but important)

messages.


CCoolllleeggee EEssssaayy

Students usually have to write a lot of essays to succeed in college. Instead

of seeing each essay as an insurmountable burden, learn some tricks tomake your essay easier to write. This article contains advice to help you

create an essay that your professors will be pleased to read.

1) Choose a Powerful Thesis

Statement

Choosing a strong thesis statement is the trickiest part of good essay

writing. A thesis statement is the main argument of your essay. Your thesis


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statement should be an argument you feel you can substantiate with

evidence from the literature you've read. If you can't do this, choose a

different thesis statement.

Note that an essay is not a book report. Therefore, your thesis statement

should not be something inarguable, like: "Romeo and Juliet is a play about

the struggles of two lovers fated to be apart." Sure, you'll have an easy time

making your point, but your professor is bound to be unimpressed.

Instead, find a thesis statement that is at least slightly controversial, so thatyou actually have something to argue in your essay. For Romeo and Juliet,

your thesis statement could be something like: "Romeo and Juliet is a

social commentary that condemns arrogance and group mentality." This

thesis statement lays the groundwork for you to make an argument that

your reader will find much more compelling than a simple plot summary.

2) Stay on Topic

Even with a great thesis statement, it can be tough to make your essay

readable. There is usually so much information to deal with that you risk

getting led astray. To stay on topic, you need to constantly re-focus

yourself on your thesis statement. Never write anything that takes you off

track.

Try this easy trick: once you've chosen your thesis statement, write it on a

sticky note and post it somewhere obvious. Then, every time you write

something, you can ask yourself: "Does this help to defend my thesis


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statement?" If the answer is yes, you're in good shape. If not, go back and

reconsider where your argument is headed.

3) All About Arguments

Once you've got a great thesis statement, you'll need to come up with

several (at least three) arguments to defend it. For maximum readability,

limit yourself to the arguments that are the most compelling. Arguments

that are too obvious will not hold the attention of your audience.

It's easy to think of choosing arguments in favor of your thesis statement,

but here's a tip to really impress your professor: make at least one argument

in opposition to the opposing standpoint.

Sound confusing?

Well, remember how your thesis statement needs to be arguable? This

means that there could also be a thesis statement opposite to yours.

Consider what someone in that position would write. Then, find an

argument that supports your essay by refuting the potential thesis statement

of someone else. This tactic shows your professor that you're a strong

critical thinker because you'll have successfully contradicted a potential

argument against your own essay.

Finally, make sure that you order your arguments deliberately. Starting

with your weakest argument could bore your reader, but ending with it


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could undermine the impact of your essay as a whole. Therefore, sandwich

your weakest arguments between your stronger ones. This way, you'll still

be able to make all of your points while really highlighting your bestarguments. Your reader will appreciate the effort you've made to keep your

essay captivating and convincing.


BBuussiinneessss PPllaann

Your business plan serves many purposes: it keeps you and your partners

on the same page, it tells potential investors whether your business is worth

investing in, and it helps you make sure all of your ideas are well thought

out. Devote the time necessary to make such an important document all thatit can be. Below, you'll find several helpful ways to improve your business

plan.

1) Cover all the Areas

Your business plan needs to incorporate all areas of your business. If it

doesn't, your readers will see it as incomplete. Make sure you include all of

the following sections:


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1.An overview of the purpose of your business

2.Your marketing plan

3.Your human resources (especially your managementteam)

4.Your financial past and projections

5.Your business milestones and goals

6.Business weaknesses and potential threats, and how

you intend to deal with them

All of these topics are important because they help tell the story of yourbusiness. A good business plan will answer all of the questions your

readers could have about your company, so it's best to make it as

comprehensive as you can.

2) Pay Special Attention to Venture

CapitalistsA business plan needs to portray your organization accurately, but you still

must consider the intended audience. This is perhaps most necessary when

you plan to use yours to solicit funds from potential investors or venture

capitalists. People who may contribute financially to your business need to

see its value and growth potential. In this case, it's in your best interest to

use each section of your business plan to really showcase the positivefeatures of your company.


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For example, in the marketing section of your business plan, you'll want to

talk about how many potential buyers you have and how you plan to reach

them effectively. Make your plan as detailed as possible. Use theopportunity to show potential investors how well prepared you are and how

probable it is that your business will make a lot of money.

Venture capitalists also need to see a thorough financial section in your

business plan, including how much money you're looking to raise and how

much of the profits you intend to share with them. Remember, all of your

plans to need to be backed up with financial figures in order for potentialinvestors to take them seriously.

3) Organize Your Information

Business plans are often long and dense with information. They are also not

always read cover to cover by your audience. To help your readers find

what they're looking for, include a table of contents. This will help them

jump right to the section they most want to see. If they can do that quickly,

and if they're impressed with the content, they will be more likely to read

other sections of your business plan, as well.

It's also a great idea to include an executive summary at the very beginning

of your business plan. An executive summary is a brief overview of your

business plan's best features. For an attention-grabbing executive summary,write about how great your products or services are, the market potential,

and your financial projections. It will help get your readers involved right


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away and entice them to look more deeply into your business plan to learn

more about your company.


EEmmppllooyyeeee

HHaannddbbooookk

Your workers are the lifeblood of your organization, so it's important that

your employee handbook provides them with the direction they need to do

a good job. To make your employee handbook more readable, try these

helpful hints:

1) Use Positive Language

You need an employee handbook because you want to make sure that your

employees do their jobs within the rules of your company. It seems

straightforward, but you must be careful about the way you word your

policies. Too much negativity will discourage your employees and cause

them to see you as the bad guy.


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Whenever possible, state regulations in a positive way. Compare the

following sentence pairs:

"Always be punctual for work."

"Don't ever be late for work."

"Only make personal calls during your breaks."

"Do not make personal calls while you're on the clock."

Each pair states one rule, but the first sentence is much more positive thanthe second in both cases. Although you may feel negativity makes a

stronger statement, your employees may find it condescending and

oppressive. Choose to state things positively in your employee handbook

for a more content work force.

2) When Negativity is Unavoidable

Of course, there are situations in which you must be negative. For example,

you'll want to discuss the repercussions for unacceptable employee

behavior in your handbook. In such a case, simply be direct about the

negative consequences of bad actions. Your employees will better

understand your disciplinary policies if you explain them in a

straightforward manner.

Remember that it's always good to include your incentive policies for good

behavior as well as your disciplinary action for bad behavior. Talking about


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your company's employee rewards in your handbook will make the

negative parts a lot more palatable.

3) Use Simple, Correct English

Complicated words and run-on sentences are difficult for many people to

understand. Therefore, stick to simple English in your employee handbook,

and keep your sentences short and to the point. No matter how upbeat you

make your handbook, it will likely still not be a riveting read for your

employees, so also keep its overall length as short as possible.

A very important note: make sure that spelling and grammar are 100%

correct throughout the entire document. Use the spelling and grammar

checkers in your word processor and have someone proofread your

employee handbook for you if you feel you can't catch all the mistakes

yourself. To get your meaning across and avoid misunderstandings, you

simply must correct every last grammar and spelling error.

Not only is correct grammar important for reading comprehension, but it

also says something about your credibility as an employer. If you require

your employees to read a handbook that contains obvious grammar

mistakes, spelling errors, and typos, they may question your competence.

Of course, many people are not masters of the English language, but as anemployer who wants respect, it's best to make your handbook a reflection

of your demand for careful, thorough work. If you hold your employee


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handbook to the same standard you hold your employees, you will find

your workers take their rules and their boss a lot more seriously.


GGrraanntt PPrrooppoossaall

Grant proposals are big projects with lofty goals. Often, the ability of your

project to start (or continue) will hinge upon the receipt of a grant. Before

you get overwhelmed by the daunting task ahead of you, check out the four

top tips for making your grant proposal stand out from the crowd:

1. Write an abstract/executivesummary

A well-researched grant proposal is quite lengthy. To get your readers

interested right away, include a one- or two-page abstract that highlights

the key points of your proposal. You should incorporate the following

items:

1.A brief introduction to your organization


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To grab your readers' attention, you must answer the question: "Why

should we give our money to you?" This answer contains two components:your project's value and why it desperately needs funding.

To show that your project is worthwhile, explain how it will make a

positive difference or contribution to society. Highlight the current lack of

a similar project and the suffering this lack is causing.

To show why your project needs funding, you must provide details aboutthe financial struggle of your organization. You must also clearly lay out

how much grant money you'll need and how you plan to spend every last

dollar. People won't give you money if they aren't confident you'll use it

wisely.

4. Show how you are investing in your

project

A strong grant proposal does more than ask for funds; it also explains how

you will share in some of your project's financial burden. Even if it is a

small amount, be sure to explain your financial contribution to your project.

Potential donors want to know that your project is worthwhile enough for

you to add some of your own funds, instead of just asking for someoneelse's.


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LLeeggaall DDooccuummeenntt

Even if you're not a lawyer, you'll still encounter many types of legal

documents in your everyday life. Wills, bills of sale, and tenant agreements

are just a few examples of legal documents you may need to write at some

point. To help your recipients understand your documents, try

incorporating some of the following pointers:

1) Make Your Needs Clear

Obviously, your legal document will serve a very specific purpose. Make

sure you take the time to think out exactly what you need to get out of thedocument before you write it. For example, if you are drafting a tenant

agreement for your new renter, you'll need to include the rent you require,

your expectations for property maintenance, what you'll do if you don't

receive rent, etc.

Of course, you must also remember to state your end of the bargain.

Include what you will do for the person signing your legal document.

Remember, each party is bound to have a fair amount of expectations from

the situation that requires your legal document. Think things through ahead


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of time so you can be sure that you'll cover everyone's needs when it comes

to the writing phase.

2) Keep it Simple

Because the nature of a legal document is often complicated, it's best to

keep your language simple. To promote readability, use words that

everyone understands, not convoluted legal jargon or unnecessarily big

vocabulary. Keep your sentences short enough that your readers can easily

manage the information contained in each one.

In the event that your legal document does require a lot of legal-ese,"

consider hiring an actual lawyer. There will be consequences if you get it

wrong, so don't hesitate to spend the money if you aren't sure how to cover

all the bases of your legal document yourself.

3) Review and Proofread

Legal documents need to read professionally and be error-free. Therefore,

ensure you carefully review all of the information contained in your legal

document. You'll need to check for spelling and grammar mistakes, typos,

and anything else you may have accidentally included or excluded from

your document.


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Going over your work for a second look will invariably make your

document more readable, but it will also help you make sure you've

covered everything you need to. Legal documents serve importantpurposes, so it is in your best interest to proofread your writing and review

your content to make sure it's complete.

4) Do it Yourself Without Doing it

Alone

Legal documents require careful planning to make sure you include every

last detail. Again, don't be afraid to ask for professional help if you feel you

need it.

Alternatively, consider buying a kit. There are companies that specialize in

making kits designed to teach you the ins and outs of writing specific legal

documents. You can get this kind of help for wills, bills of sale, registrationforms, power of attorney forms the list goes on. These kits are very

affordable some online versions are even free and they can help make

your legal document professional and comprehensive. Check online or at

your local office supply store to see what's available.


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NNeewwsslleetttteerr

Newsletters are a great way to inform the public about what's new in your

organization. An effective newsletter is one that conveys information in a

way that is both easy to read and entertaining. Below, you'll find a few

ideas on turning your newsletter into one that your audience can't wait to

read.

1) Give it Visual AppealAn improperly laid out newsletter can be a real eyestrain. A big mass of

text on a plain, flimsy page will not appeal to your readers, so take the time

to make your newsletter physically inviting. Here are six ways to makeyour newsletter more attractive:

2) Consider using columns.Columns add a bit of extra blank space on the page, which gives your

audience some room to digest the contents of your newsletter. Two or three

columns are usually sufficient.


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3) Bold your headlines, make them slightly larger,

and perhaps choose a fun font that's different from your main text (but stillreadable). Headlines are a great way to catch your readers' attention - add

just a touch of flair to really make them pop.

4) For your body text, keep the font simple and in areadable size (no smaller than 10 points). Make sure you separate your

paragraphs with a complete line space and keep them short so that your

readers aren't visually overwhelmed.

5) Add a few well-chosen graphics.If your business is having a pizza party, put a little graphic of a pizza slice

somewhere in that section of the newsletter. If your stock prices just went

through the roof, include a little dollar sign graphic. Many word processors

come with hundreds of graphics that can add a bit of punch to your

newsletter. It's always more entertaining to see complementary pictures

along with your text just don't overdo it.

6) Say it with color!If you have the resources, your newsletter will look great with full-color

graphics and perhaps even colored text (but make sure it's a dark color so

your readers can see it, and limit yourself to one color choice only). Ifyou've only got a black and white printer, try using colored paper, but

choose a light color for optimum readability.


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7) If your newsletter is delivered in

hard copy, choose the right type of paper. Standard photocopypaper is slightly translucent, feels cheap, and tears easily. To add some

panache to your newsletter, opt for heavier, higher quality paper. If you can

afford it, try using glossy paper; it may give your newsletter that certain

level of prestige you've been looking for.

8) Organize Your News WiselyIt's great when you've got entertaining news to tell, but sometimes the news

is unhappy, negative, or just plain boring. If the latter is the case, make sure

you sandwich the bad news in between two nicer stories. That way, your

readers will start and finish your newsletter on a positive note. Even when

you've got less than fun news to tell, if you find something cheerful to talk

about for at least part of your newsletter, you'll end up with a much happier

group of readers.


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PPrreessss RReelleeaassee

Writing a press release is no easy task, especially if you aren't a journalist.

However, it's worthwhile to educate yourself about writing a readable press

release. A solid one will entice the public to learn more about your

organization. Below are a few hints to help your press release achieve its

potential.

1) Give Your Facts Some Panache

A fact can be difficult to understand without context. Therefore, include

some detail about why your fact is in your press release.

For example, if your press release is about your quarterly profits, don't just

put: "The company's profits were $165,000 last quarter." Instead, give your

readers an idea of how big of a change that is. Try writing, "The company's

profits were $165,000 last quarter, a strong 27% increase from the previous

quarter." Provide some context for readers so that they can understand the

relevance of your facts.

When writing the facts into your press release, also try using language that

has an emotional connotation. "Feeling words" involve your audience more


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personally and encourage them to keep reading. Using the above example,

try writing, "Our executive is proud to announce a 27% increase in profits

from the previous quarter." The word "proud" conveys a stronger messagethan the facts alone; it tells your readers that you have really accomplished

something substantial.

2) Use Quotations

Your audience will identify more with your press release if they can

mentally attach a personality to it. If you can, include some interesting

quotations that apply to your facts. For example, if your organization held a

press conference, consider pulling some key phrases from the speaker's

address.

Using the same example we used previously, let's assume that your

company's president released a statement saying, "I am excited about our

company's future and confident our profits will continue to rise." Such a

dynamic, captivating statement should be added to your press release so

that your readers can benefit from the impact of the message, as well.

3) Keep Your English Simple

Many different kinds of people will likely read your press release.Therefore, use straightforward English to keep the broadest audience

engaged. Of course, it will be necessary sometimes to use more technical


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Once you've clearly separated your ideas, decide on the most logical

sequence for your chapters. To figure out what the best order is, tryworking backwards. For example, if one concept can't be explained without

first explaining three other concepts, make sure those three concepts'

chapters come first in your document. Keep working until your ideas are

listed in such a way that your readers have all of the knowledge they need

from one chapter to be ready for the next.

Imagine trying to teach a child to read without first teaching them thealphabet. Without providing the fundamentals first, you wouldn't be able to

add on anything more complicated. It's the same with your technical

document. For increased understanding, give your audience the basics they

need first, so that they can better grasp the tougher concepts later.

3) Write for Your Audience

Before you get started, ask yourself: "For whom am I writing?" The type of

audience you have should govern the way you write your technical

document.

For example, if you're writing a software manual for computer engineers,

you can confidently use technical jargon because you're writing for people

who will understand what you're talking about. However, if your softwaremanual is meant for senior citizens, you'll need to use simple, everyday

language that someone with little computer experience could understand.


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If you're having trouble deciding if your document is easy enough for your

target audience to read, try asking a friend who could be a part of that

target audience. Once he or she reads it, you'll have a good idea whether ornot the language is simple enough.

4) Review Your Ideas

In this case, repeating yourself is a good thing. At the end of each chapter,

take the time to re-explain, in point form, the most important things your

readers need to remember. This simple step will help your readers retain

more from each chapter, which will in turn prepare them for subsequent

chapters.

To help people get the most from your technical document, remember that

the better they understand your concepts before they continue, the better

they'll understand other, more complicated concepts later on. Explain your

ideas clearly and review them at the end of chapter. You'll be rewarded

with educated readers who benefit from the expertise and effort put into

your technical document.


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HHHHHHHHoooooooowwwwwwwwWWWWWWWWrrrrrrrriiiiiiiitttttttteeeeeeee aaaaaaaa BBBBBBBBeeeeeeeetttttttttttttttteeeeeeeerrrrrrrr........................

CCoovveerr LLeetttteerr

Cover letters are a dynamic way to introduce yourself to potential

employers. Even before they look at your resume, you can give them a

positive impression with a vibrant cover letter. Below you will find several

tips to make your cover letter shine.

1) Introduce the Best Candidate: You!

A cover letter answers the question: "Why are you the right person for this

job?" Before you write one word of your cover letter, imagine yourself as

the best candidate for the opening. This will put you in the right frame ofmind when choosing the words you want to represent you.

If you are punctual, hard-working, self-motivated, or have any other

qualities your employer will want in his or her staff, the cover letter is the

place to talk about it. Don't be afraid to really sell yourself; a good cover

letter distinguishes your application from the many others the company

receives.

A cover letter does not answer the question: "What experience do I have?"

Your resume does that. Instead of regurgitating your job history, use your


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cover letter to talk about what you will bring to the company if you are the

successful candidate.

2) Do Your Homework

Not every employer is looking for the same set of skills. Therefore, one

cover letter will not work for every application. To really "wow" your

readers, treat every job opening as unique. Learn about the position you

want and tailor your cover letter accordingly.

To really grab the attention of your reader, include evidence that you know

a bit about the company for which you're applying. If you're applying for a

job at a college, for example, check out their website to see if they've won

any awards or if they have any notable programs. The hirers will be

encouraged to give you a chance if your cover letter says something like, "I

am impressed that your school has won the Huntley Academic Award, and

I would be honored to join such an illustrious team."

3) Advice on Formatting

To improve the readability of your cover letter, limit it to one page only,

including your contact information at the top of the page. Make your cover

letter very short, with concise paragraphs and plenty of white space leftover. You don't need to list every detail about yourself; just pick a few

things that really stand out and showcase them only.


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The font you use should be in a readable size (between 10 and 12 points),

and should exactly match the font you choose for your resume. Use thesame type of paper for both documents, as well. Your cover letter and

resume will look most professional if you present them as a matching set.

Do not use multiple or complicated fonts, and avoid using colored paper or

ink. A clean black typeface on stark white paper looks crisp, professional,

and desirable to read.

Remember, the physical look of your cover letter is just as important as its

content; each element reinforces the other, so take the time to make your

cover letter look and sound just right. It might mean landing your dream

job!


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EEddiittoorriiaall

AArrttiiccllee

Articles come in all shapes and sizes. They are in newspapers, magazines,

and posted on the Internet. They cover any and every topic imaginable.

Despite the wide variety, there are guidelines common to all articles that

can help you improve your articles' readability.

1) Plan Ahead

Without planning, your article is bound to come across as disorganized and

difficult to read. Even short articles require planning to be as readable as

possible.

Brainstorming is a great technique to help you figure out what topics you

want to cover in your article. From the ideas you get, decide which topics

are most important based on your intended article length. For example, if

youre writing an article about dancing, you could write about the many

types of dancing, dance classes, dance history the list goes on.


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If you want your article to delve deeply into one subject, make sure you

restrict yourself to only one of your brainstormed topics. If your article is

more of an overview, you have a bit more freedom with the number oftopics you choose.

You may find that youll have to brainstorm more than once to narrow

down your topics sufficiently. If you chose dance history from the above

example, you might brainstorm subtopics" such as the dance history of a

certain country, decade, or dance company. Again, depending on the aim of

your article, you might choose only one topic to explore or several.

2) Research Your Topics

Most people read articles because they want to learn something about a

particular subject. Your readers will be able to sense if your article is

backed up with fact or not, so do your homework before you write. Your

articles will be much more interesting if they are well researched. Youll

also find you will have many more quality details to incorporate into your

articles if you do adequate research first, and the more captivating facts you

include, the more loyal readers youll have.

3) Short, Short, and Simple!

Its the three "s"es of article writing: short sentences, short paragraphs, and

simple English.


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BBooookk

It's not easy to write a book; it takes creativity, planning, and drive. Make

sure that your readers get the most out of your writing by following these

tips to improve your book's readability.

1) Follow Grammar Guidelines

Book writing permits a great deal of freedom from traditional spelling and

grammar regulations. Often the development of your character or scene

depends on bending some rules a little. However, there are still a few

guidelines you'll want to follow to make your book really appeal to yourreaders.

First, learn the correct usage of quotation marks in writing speech. It can be

difficult to follow dialogue in your book if these are used improperly. Make

sure that each person's speech is in quotation marks and on its own line.

Next, be careful about your paragraph length. Sometimes book writers get

carried away and make paragraphs much longer than they need to be. This

doesn't mean you need to truncate your ideas; just make sure that your


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3) Work With Your Publisher and

Editor

Your editor and publishing company are both great resources for

experienced second opinions about your book. Not only can they scrutinize

your book for typos and other errors, they can also recommend ways to

improve the readability of sections of your book that may not flow

perfectly.

Also, consult your publisher about your ideas for the physical presentation

of your book. Your publisher will most certainly have some ideas of their

own, but don't be shy about adding your input. Often, you will have a

unique vision for the layout of your book that may appeal both to your

publisher and to your readers. Speak up with your publisher; together with

them and your editor, you may be on your way to writing the country's

newest bestseller!

HHHHHHHHoooooooowwwwwwwwttttttttoooooooo WWWWWWWWrrrrrrrriiiiiiiitttttttteeeeeeee aaaaaaaa BBBBBBBBeeeeeeeetttttttttttttttteeeeeeeerrrrrrrr

BBuussiinneessss LLeetttteerr

Your business uses letters to correspond with your clients and suppliers,

advertise your products, and let your stakeholders know what's going on


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repeating the same message over and over again.

To really improve readability, monitor the length of your paragraphs. For

example, if your first message contains a paragraph with seven long

sentences, set a goal to reduce it to five short ones. It may take some time,

but the result will be a more readable, more effective business letter.

Try using a readability formula to get an idea of how easy it is to

understand your document. Most word processors contain readabilityresults right in their grammar checkers. Aim for a Flesch Reading Ease

score between 40% and 60%. To learn how to calculate readability

yourself, visit ReadabilityFormulas.com

3) Use the Right Materials

Plain copier paper is flimsy and will not send a message of quality to your

audience. Opt instead to print your business letters on heavier, high quality

printer paper. Quality paper holds ink better and feels crisper in the hands

of your readers, which will enhance their opinion of your company's

professionalism.

Before printing, make sure that your ink cartridges are full, especially if

you require colored ink for your logo or a graphic. If you do not haveenough of the right colors, your words and pictures will look faded and

distorted. Having enough of the right inks will make your letters look sharp

and professional. If you're printing a large volume of letters (for a mass


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If you are selling something in particular, focus on that and don't give in to

the urge to promote other parts of your business. For example, if your

company is having a sale on living room furniture, use your sales letter totalk about the quality of the furniture, the low prices, and to urge readers to

visit the store now. Don't waste valuable space by talking at length about

the appliances and lighting fixtures you also sell. Stick to the intent of your

sales letter to give it the most impact.

(Potential call-out: Stick to the intent of your sales letter to give it the most

impact.)

On the other hand, if you are using your sales letter to introduce your

business to a community, you'll have a bit of leeway to present your

business more generally. For example, if you are a realtor trying to get

customers in a new subdivision, it's best to talk very briefly about each of

your services (such as buying homes, selling homes, and legal services).

You won't be able to talk extensively about each part of your business, butthis method will motivate people to call you to learn more.

2) Simple Formatting Tricks

Try to limit your sales letter to one page, and no more than two pages (but

still only one page double-sided). Your potential customers will not take

the time to read anything longer than that.

In fact, when writing your sales letter, count on the fact that your recipients

will not read the whole thing. To really grab their attention, you'll have to


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a)Write down the overarching idea you want to write about.

b)Brainstorm the arguments you'd like to make in favor of and/or

against your idea.

c)Peruse your research for evidence that supports your arguments.

d)Decide on the sequence of your arguments.

Once you've completed these steps, you'll be on your way to writing a

coherent, easy-to-follow thesis or dissertation. Without this planning, youmay have a hard time organizing your thoughts in a way that makes sense

to your readers. Spend this time now and you'll likely save time in the long

run.

2) Incorporate Your Research

Even if your arguments are compelling, your thesis or dissertation will

seem unconvincing without well-integrated research to support your

findings. To keep your audience from second-guessing you, always include

your supporting research after every argument, claim, or report you make.

To get the most out of your research, go through it and make a note of

which parts will work to support the arguments you are making. Try

labeling your arguments (i.e. argument A, argument B, etc.) and then put

the appropriate label next to the corresponding part of your research. You'll

have an easier time finding helpful data when you need it.


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3) Always Proofread!Proofreading is a critical step in the writing of your thesis or dissertation. It

may seem exhausting to you after the months you spent putting it all

together, but it is nevertheless necessary. Proofreading helps you eliminate

every last error from your document. It also gives you the opportunity to

reword any sentences you don't like the second time around.

Virtually all word processors now come with spelling and grammar

checkers, which you will find very helpful. However, these alone are not

enough. You must physically proofread your thesis or dissertation yourself

usually more than once to catch all of the typos and other errors that

happened along the way.

Sometimes, the sheer volume of your work can make it hard for you to

catch all of the errors. A fresh pair of eyes will certainly help you find more

mistakes. If you can, enlist the help of a trusted friend or colleague to

proofread your thesis or dissertation for you. They can help find errors and

suggest alternate wording for places where your writing is a bit awkward. If

you've got a little extra money, you can also hire a professional to do this

job for you.

Remember that your thesis or dissertation is the culmination of years ofacademic effort. Take the time to show your readership that you are an

educated professional who writes flawlessly and persuasively. You'll be


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2) Involve Your Reader

Using words like "you" and "your" is better than using "they" and "their."

"You" words aim your blog directly at your reader by involving them

personally. Compare the following sentences:

"People with children need to choose the best school that's right for their

family."

"Your children need a school that's right for your family."

Both sentences convey the same information, but the second sentence

narrows in on the audience reading your blog. Although it's tempting, there

is no point in trying to make your blog appeal to a broader audience by

using non-personal language. Remember that the people who are interested

in your topics will likely be your only readers, so direct your blog right at

them.

3) Use Lists and Bullets

If you've got a bunch of related information to convey, consider making a

list. Lists are easy to read and pass on a lot of information without too

many words. For example, if your blog is about a supermarket sale, it'sbetter to make a list of what items are on sale instead of writing, "Lettuce,

cereal, frozen pizzas, toilet paper" A list clearly states relevant

information in a concise, easy-to-read fashion.


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4) Mind Your Spelling and GrammarDo not underestimate the power of your words. Do not forget about

spelling and grammar just because you aren't handing your blog in to a

teacher. Proper spelling and grammar lend a degree of professionalism both

to you and your blog. Even if your friends are your only audience, it will be

frustrating to read your blog if you don't take care to remove typos and run

a spell check. If you have time, it's always a good idea to have someone

else proofread your blog before you post it. If not, put your blog away for a

day or even a few hours and then go back and read it again. You're sure to

find mistakes that you missed when you were first writing.

5) Be Consistent with Your Format

When you're posting your writing online, there are unlimited combinationsof fonts, colors, formats, etc. Resist the urge to make your blog too flashy.

Choose one font that is easy to read and keep the size of your body text

uniform (your headlines should be slightly larger).

Make sure you keep your paragraphs short and put one line space between

them. It only takes a split second for a potential reader to decide if they'll

read your blog or not. One mass of text with a complicated font will notappeal to your audience. Even an informative and entertaining blog will be


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overlooked if it's too hard on the eyes. Remember, blogs that are more

readable enjoy larger and more loyal audiences.


BBrroocchhuurree

Brochures are fantastic sales tools for many businesses. However, a hard-

to-read brochure can turn potential customers off, so you need to make it as

appealing as possible to your customers. The following simple guidelines

will help you get the best out of your brochures.

1) A Picture Says a Thousand WordsA good brochure has very little text. To convey a strong message without

being wordy, choose a few effective pictures to include in your brochure. A

picture delivers an instant message to your readers because it takes less

time to process than reading. The best brochures will have relatively self-

explanatory pictures coupled with a few lines of eye-catching text.

2) The Value of Call-Outs


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Call-outs are phrases in a slightly larger font that are embedded in a body

of words, similar to a picture. For sections of your brochure that simply

must have a fair amount of text, try using a call-out to steer your readers'eyes to something that will really grab their attention. Choose something

particularly interesting. For example, imagine a paragraph in a technical

brochure that contains a lot of data about hardware specifications. These

details are important to your brochure, but are nevertheless fairly mundane

to read. A well-placed call-out, like the one in this paragraph, can highlight

an interesting bit of information that will help hold your audience longer.

(Call-out in the above paragraph: A great call-out spices up your brochure.)

3) Make an Impact with Bullets

A brochure offers a limited amount of communication space, so use

bulleted lists to get people's attention efficiently. Readers will gravitate

toward anything that stands out, which is why lists are a perfect way to

convey important information. For example, it's better to write:

a)Friendly service

b)No waiting

c)Satisfaction guarantee

than it is to say "Our business provides friendly customer service with nowaiting and a 100% satisfaction guarantee." Both methods deliver the same


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information, but the second method is very wordy and harder to process

than the above bulleted list.

4) Focus on Formatting

We've said it before, we'll say it again: do not put too much text into your

brochure. Too much text overwhelms your audience. It's better to have

some empty space to make your brochure easier on the eyes and give your

readers some room to digest what your business has to offer. Don't try to

cram more words in by using a tiny font size, either; your audience won't

be fooled!

In terms of font styles, be careful about how creative you get. In a brochure

it can be interesting to have a couple of unique-looking fonts, but too many

will take away from the overall effect. Try using a very simple font for

your body text and a slightly more "fun" font for your headlines.

Similarly, use caution with colors. It's great to have a nice background

color to accent your pictures and text, but one that's too loud will distract

readers from your brochure's message. Before sending your brochure to the

printers, experiment with color combinations and get the opinions of

colleagues you trust.

Finally, consult your printers before choosing a paper type. The quality andfinish of the paper will affect the readability of your brochure. Ask for

advice about which finishes will look best with your brochure's colors,

pictures, and text. Finally, don't be afraid to ask for a sample before you


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commit to a certain finish; your brochure is an important sales piece that

needs just the right look to showcase your business.


BBuussiinneessss EEmmaaiill

Sending e-mails is a routine task that many businesspeople take for

granted. Keep in mind, however, that every e-mail you send reflects upon

your business, so it's critical that you make them as readable as possible.

Below you will find several useful ways to get the most out of your

business e-mails.

1) Get Back to Basics

Nothing gives a terrible first impression like spelling and grammar errors.

It doesn't matter if it's simply a typo; failing to correct errors intentional

or not undermines your professionalism. Make no mistake: spelling and

grammar errors negatively affect (and can even alter) the content of your

message.

These days, virtually every e-mail program contains at least a built-in

spelling checker. Often, these programs come with grammar checkers too.


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These tools make it so simple to send a flawless e-mail that there is no

excuse for anything less than grammatical perfection. At the very least,

proofread before you send! Remember, if there are flaws in your e-mails,your recipients are bound to expect flaws in your work, too.

2) Keep the Layout Simple

Flashy fonts and bold colors are distracting and, in most cases, very

unprofessional. When writing an e-mail, make sure you stick to an easy-to-

read font and use it throughout your message. Avoid any color other than

black and, in most cases, your font size should be no bigger than 12 points.

In terms of the overall layout, keep both your sentences and your

paragraphs short. Long sentences and paragraphs can confuse and/or lose

the attention of readers. Also, remember to separate each paragraph with a

line space so that you don't overwhelm your recipient with one big block of

text.

3) Consider Your Target Audience

If you are writing to a client or a supplier, you must use polite and

professional language. A paying customer usually expects respect and

courtesy. Similarly, a supplier needs to know that you are a trustworthycustomer, so it's best to keep those messages professional, as well. Slang

and casual language can be very off-putting to a client receiving an e-mail

from your business. Also, don't forget to say "please" and "thank you!"


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If you are writing a colleague, bear in mind that it is still a work e-mail, and

therefore should maintain a certain level of decorum. Personal materialcombined with business communication can weaken the impact of your

message. It's best to restrict the content of your business e-mails to

business-related information only.

4) Use Lists to Improve Readability

You send business e-mails to communicate, accomplish tasks, and ask

questions. Make sure that you clearly outline what you expect from your

recipient by separating your expectations from the rest of your e-mail.

Numbered lists are a great way to ensure that your recipient understands

your expectations. For example, instead of just writing your needs in

paragraph form, try listing them like so:

a)When will the stationery be delivered?

b)Please drop off your clerical report before you leave today.

c)Let me know when Ms. Anderson gets back to you regarding the

annual meeting.

By stating your expectations in clear language, point by point, your e-mails

will be more successful in helping you accomplish your business goals.

Remember that each e-mail represents your company, so spend the time toget them right.


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your resume will leave them with doubts. It's worth saying again: get your

spelling and grammar right!

2) Keep Your Format Consistent

There are dozens of ways to design a resume. Choose one that's right for

you and stick with it. It's confusing to a reader if your resume is not laid out

in a consistent fashion. For example, say you choose to format one

employment history item like this:

Cashier -- Fast n' Fresh Supermarket -- Boston, MA

I processed grocery transactions and trained new employees.

The next item should be in the same format: position, company name, and

location on one line, with each detail separated by a dash. On the next line

should be a brief description of your duties at that job. Keep the format

identical throughout your resume so that your reader doesn't have trouble

figuring out what you're trying to say.

3) Create the Right Tone

Your resume is meant to showcase the best of you, so choose theinformation your recipient will most want to hear and represent it strongly.

In the example above, the writer uses active language ("I processed," "I


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PPPPPPPPllllllllaaaaaaaaiiiiiiiinnnnnnnn EEEEEEEEnnnnnnnngggggggglllllllliiiiiiiisssssssshhhhhhhh

BBuussiinneessss WWrriittiinngg

At the office, it's critical that you know how to write well. Businesses need

to hold their writing to the same high standard they demand of their

products and services. Your clients and suppliers judge you on your

documents, so read on to learn about making your business writing

competent and professional.

1) Use the Right Tools

Even before your readers start reading, they will draw conclusions about

your document based on its physical characteristics. Text printed correctlyon the right stationery makes a great first impression.

Choose heavy enough paper. Standard copier paper is flimsy, slightly

translucent, and holds ink poorer than heavier paper. Documents printed on

quality paper convey a degree of elegance and professionalism. Also,

brighter paper makes text stand out better on the page. You can check the

brightness of the paper right on the packaging before you buy.

Before you print anything, invest in a good quality printer. The end result

will show whether you've used an old, cheap printer or a high-end machine,


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so spend the money to make your documents look amazing. Also, make

sure your ink cartridges are full before printing. Your documents will be

harder to read if the ink is faded.

If you're printing irregularly sized documents or you have a large volume,

consider using a printing company. They can provide samples of their work

and references, so you can be sure you're getting the quality you need.

Often, this option is less expensive for you than buying all of the ink and/or

special equipment you would need to do it yourself.

2) Layout Makes an Impression

Even a compelling message won't read well if it's poorly presented on the

page. Before you send any writing on its way, take note of the following:

a) Separate your ideas with paragraphs. Keep your paragraphs short and to

the point, and make sure there is one line space in between each one.

b) Use headings when you can. Headings get an idea across right away and

encourage your readers to learn more about it.

c) Be consistent with your font size. Choose a reasonable size (usually 10

to 12 points) and don't stray from it unless your document contains

headlines. Even your headlines should not be oversized; make them onlyslightly larger than your body text.


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3) Order Your Topics

Determine what topics your document will cover and order them

appropriately. It's always best to deliver the good news first. Keep the first

part of your document relatively light-hearted in order to draw in your

readers.

Difficult news, negative results, or boring statistics should always come

after a more cheerful part of your document. People will be more likely to

pay attention to the bad news if they aren't bombarded with it right off the

bat. Deliver negative information concisely and clearly so people

understand the details.

Always follow up negative or uninteresting news with a few positive

sentences before you close. Doing so will make the information more

digestible for your readers.

4) Grammar and Spelling

Make sure you run a spelling and grammar check before your documents

are read to avoid any miscommunication. You've heard it a million times,

but spelling and grammar truly are critical to the readability of your

business writing. Don't forget that a perfect business document makes agreat impression, regardless of your intended audience.


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HHHHHHHHeeeeeeeellllllllpppppppp MMMMMMMMeeeeeeee WWWWWWWWrrrrrrrriiiiiiiitttttttteeeeeeee aaaaaaaa BBBBBBBBeeeeeeeetttttttttttttttteeeeeeeerrrrrrrr........................WWeebbssiittee CCooppyy

A website is very important to a business. The 21st century way to buy

virtually anything is through the Internet, so your website must reflect your

business in the best way possible. This article will help you turn your

website into a powerful sales tool that attracts your target market and turns

them into loyal customers.

1) Use Plain English

It's tempting to use fancy words in an effort to introduce your products andservices with flair. However, complicated language actually can prevent

your website visitors from really connecting with your business. Your

potential clients need to identify with the language on your website in order

to be compelled to buy. Simple English will help you clearly communicate

the consumer benefits of your business, so use difficult words sparingly. A

good rule of thumb: if it's got more than two syllables, consider choosing

another word.

(Potential call-out: If it's got 3 syllables, try choosing another word.)


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2) Keep it Short

Passionate entrepreneurs often make the mistake of over-describing on

their websites. Yes, you do want to give your customers enough

information about your business. However, too many words or too many

web pages will be so daunting to them that they won't bother to read what

you've written. If you want to "wow" your website visitors, remember:

a)Short sentences

b)Short product/service descriptions

c)As few web pages as possible

3) Make Your Words Stand Out

Use interesting adjectives, not run-of-the-mill descriptions. Words like

"dynamic" and "stunning" will motivate your visitors to buy more thanwords like "great" and "nice." Again, you do not want to over-complicate

your language, but words that are too ordinary will bore your customers.

What other tool can you use to make your words "pop"? Pictures! It may

surprise you, but interesting pictures persuade people to read what's on

your website. A picture takes less effort for your visitors to absorb, so the

right picture can capture their interest much more quickly than words.Place relevant pictures close to your text to encourage a more captive

audience.