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Professional Tips For Effective Business Writing – Write to Express, Not to Impress
Business has no time for long or vague words. Effective business correspondence is built on tight writing that relies on few, but powerfully striking words. Each word must convey a precise meaning that the writer and reader alike understand. Use your thesaurus to replace long words with shorter, clearer ones.
Whether you’re writing a prospecting letter or report, a follow-up letter or a proposal, use the shortest, simplest word you can find to convey the meaning you want. Whether you’re writing up, out, or down, choose appropriate substitutes for the cold and condescending business expressions of the past. Delete the junk as: attached here please find. Instead, say exactly what you mean: I’m adding this for you. Use ordinary, everyday English–I call it shirt-sleeve English–for real results.
Simplicity makes for easy reading – and professional writers know that business readers want a quick, easy read. In fact, most busy readers get lost in sentences of 21 words or more. Just as importantly, when you go for the bigger, more impressive word, chances are your reader will find you less impressive–not more. According to Daniel Oppenheimer, researcher and contributor to the Journal of Applied Cognitive Psychology“Anything that makes a text difficult to read and understand, such as unnecessarily long words or complicated fonts, will lower readers’ evaluation of the text and its author.”
In twenty years of teaching business writing workshops and polishing proposals for my corporate clients, my experience tells me that it’s the people with the least education who seem motivated to use the biggest words — often with the dumbest results. One writer, for example, looked for an alternative to “old” and found one he liked. In his letter, he actually referred to “senile” equipment. Another writer tried to impress a CEO with this: I value your needs and I wish to have the opportunity to help you achieve your visions. You might laugh, but that’s a direct quote–and it’s not funny.
Now, I’m not suggesting you make the same silly mistakes, but the principle of writing simply and cleanly is important — no matter how many degrees you have or how good you are with a dictionary. Professionals don’t complicate information — they simplify it. They don’t choose ten dollar words when a fifty cent word works better. They don’t try to dazzle with multi-syllables when short, clear words simplify reading and improve business results.
Don’t use “at your request” when you could say, “as you asked.” Don’t write, “despite that” when you could write, “although.” Don’t go for the heavy, “in reference to” when “about” works better. I’m sure you get the idea.
When you’re writing for business, it’s not your job to teach your reader a new word. Nor is it to your advantage to point, speak softly, or confuse the reader. Clarity charms. Simplicity pays off. Write to express, not to impress, and you’ll find that your business writing actually means business.
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