“Remember to make an impact: There is no second chance to make a first impression”
In business writing, the purpose is to tell as much as needed for the reader as clearly and as quickly as possible. Business people are usually very busy people; therefore it is important you convey your message quickly. Below are a few steps you can try that will surely improve your writing.
1. PLANNING
Before you start writing, define the purpose and stick to it. After deciding the purpose, the next step of your plan will be to decide on the 5 ‘W’s.
WHO is it for? Understand your audience and keep them in mind.
WHY are you writing? Your purpose should be stated early.
WHAT will you say? Apply KISS (keep it short, simple)
WHERE will your main points? Your points should flow regularly.
WHEN do they need it? If it is a time sensitive document, complete it on time.
2. AVOID SEXISM
In this age of political correctness, using the word “he” when the gender is unknown might be offensive to some. In order not to be caught on the wrong foot, here are some examples to avoid sexual bias in your writing.
Replace ‘Policemen’ who were on patrol… with ‘police officers’ who were on patrol.
Replace The ‘chairman’ of the board with the ‘chairperson’ of the board.
Replace A lawyer should represent ‘his’ client’s best interest with Lawyers should represent ‘their’ clients’ best interest.
3. USE PICTURES/DIAGRAMS
It is a good idea to include picture and/or diagrams. This is especially true when you have a lot of data. Diagrams help you summarize the data and make it easier to interpret and understand. Examples are:
• Bar charts
• Line graphs
• Pie charts
• Organograms
• Tables
4. WATCH YOUR GRAMMAR
a. Use simple English
It is best to use plain English when writing. The use of long winding or big sounding words does not make you look more intelligent. Most times it achieves a negative effect. You can easily come across as an “empty barrel”.
b. Avoid double entry
Replace “Viable alternative” with “alternative”
Replace “Revert back” with “revert”
Replace “End result” with “result”
Replace “Added bonus” with “bonus”
Replace “Free gift” with “gift”
Replace “9 a.m in the morning” with “9 a.m”
Replace “Unexpected surprise” with “surprise”
c. Use short sentences
Do not lump two ideas in one sentence. Instead split the sentence into two, one idea per sentence.
d. Avoid redundant phrases
Replace “At a later date” with “later”
Replace “In the event that” with “if”
Replace “Take into consideration” with “consider”
Replace “Come to a conclusion” with “conclude”
