Write readable sentences by writing the way you talk. There is a misconception that good business writing is complex and flowery. It is simply not true. The only people who can ignore this advice are lawyers by virtue of the fact that it is their intention to make everything more complex than it need be, especially as they are paid by the hour to explain to you what they have written!
Don’t try to be too clever; don’t use a long word where a short one will do.
Vary your punctuation and sentence length to add life and movement to your writing.
Use “I” or “we” wherever you can.
Make your main point early and make it easy to find. Don’t introduce new ideas until you have thoroughly explained the first.
Make your purpose for writing clear. Say what you have found, address the issue or problem and make a recommendation or provide a solution. Tell the reader very clearly what you want them to do. Never make the assumption that the reader will make the mental leap between the information and what you want them to do about it.
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Help your reader get to the point by revealing the structure of the document. Allow them to have control over what they discover and when.
Leave plenty of white space. This can be created by using headings, lists, bullet points and short paragraphs.
If in doubt, stick to the classic fonts. Don’t litter your writing with bold, italics CAPITALS or underline; it makes the text harder to read.
Wherever possible, remember:
But most of all have fun with it. Never be afraid to reflect your own personality in your writing and it’s okay to break a few rules now and again!
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