It is important to know your target audience, adjusting your writing to reflect the perspective of the recipient. For example, workers in adjacent departments may have separate concerns regarding the same issues as you. Likewise, customers are likely to care about your problems if you are explaining efforts to resolve their problems.
Endeavour, wherever possible, to use the correctly spelt specific recipient’s name for any correspondence; this will show that you care enough to direct correspondence to a specific person. However, when using a salutation, such as a surname, always use a courtesy title (e.g., Mr., Mrs., Miss., Ms., etc.) until you are invited to use the recipient’s forename.
When writing the body of the text, remember to stay focused. Do not overcrowd a single document by cramming in several issues. Each document should have one purpose, and your points should relate solely to that purpose. In a situation, such as updating a client with a varied, but brief, list of points, you should alert the client to this fact early in the document.
Why Remove Jargon?
Occasionally, people misunderstand wordiness or jargon; this can slow the pace of reading and prevent the recipient understanding the message.
Phrases such as “highly important”, “in the final analysis”, or the ghastly “at the end of the day”, can crowd an issue and dilute your meaning,, so consider substituting concise terminology such as “vital”, or “finally”.
Avoid technical terms, and jargon, unless you are writing to a colleague in the area of expertise. Make sure that all your readers can understand the precise meaning of your document.
Help Your Reader to Understand
Whenever possible, write your opening paragraph in a way that encourages the recipient to read on; reference to previous correspondence, or actions, if applicable, may help. Important facts or information relating to benefits, or concerns, can help the reader to establish the relevance of a document.
Many people are often busy, or constantly distracted, so use subheadings to help them navigate the points in your text. Paragraphs with a maximum of six lines are also easy for readers to easily scan for major points. Varying the lengths of sentences, that is, using both long and short sentences in your paragraphs, makes or a more interesting read. Your average sentence should be roughly 15 words long, but you can occasionally include sentences up to a maximum of, say, 25 words, as well as much shorter sentences.
Check Spelling and Grammar
Some words, known as “homophones” – such as “to”, “too” and “two” – are commonly mistaken for each other, because they sound the same. Use a dictionary to ensure that the proper spelling, and usage, is being applied. Do not hesitate to check any unfamiliar words. Reading your work aloud can help to catch any grammatical errors.
Conclusion
The “spell check” facility in word processing software is a very useful addition, but beware that checking in this way may not catch all grammatical errors. You should, therefore, print out a draft copy of your work and go through it, line by line, for grammatical errors, before you print, and sign, a final copy. If possible, also have someone else proof read your writing, too, just to make absolutely sure that it is free from errors. Make sure that you have included all the information relevant to your client, as clearly, and concisely, as possible.
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Jaci Marr is an independent researcher and author on financial and business matters. See additional information on Professional Writing Skills
