• References

Simple tips for business writings

• Avoid passive voices
• Avoid sarcasm
• Avoid overblown/pompous words and prefer every equivalents
• Avoid buzz words or cliche
• Avoid monotony
• Avoid acronyms

• Avoid repetition of a word

• Use personal pronouns (don’t overuse I)
• Drop prepositions
• Replace every -ion with a verb
• Replace is & was with a stronger verb
• Vary length and structure of sentences.
• Use personal touch
• Don’t use a distant tone with a closest colleague. Don’t use a chummy tone with someone you don’t know well.
• Never make your reader admit that they are in wrong
• Layout important points chronologically
• Break down your email or document into smaller sections
• Review and find a shorter phrase to express the ideas
• Under the purpose of writing
  • Know why you are writing. Know what you want the outcome to be.
  • Say clearly and convincingly, what the issue is and what you want to accomplish.
  • Focus on the reaction you are trying to elicit from the reader.
• Understand your reader
  • Respect your reader’s time constraints. Understand that your readers have no time to waste: Get to the point quickly and clearly to ensure that your message gets read.
  • Use a tone appropriate to your audience.
  • Highlight the important thing “what’s in it for them”. If they can easily see how your message is relevant to them, they will be more likely to read it and respond.
  • Connect with particular reader to connect with larger audiences. If you focus on a smart nonspecialist who is in your audience, you’ll strike a balance between sophistication and accessibility. Your writing will be more appealing and persuasive.
• Divide the writing into 4 separate tasks
  • MACJ - Madman, Architect, Carpenter, Judge
  • Madman
    • gathers ideas and material first. Dumps all the best idea to come early by methodically brainstorming at the beginning of the process.
  • Architect
    • organizes the madman’s raw material into a sensible outline. Distills ideas into 3 main propositions.
    • Categorize the main points in sets of three (4 or more is too much)
  • Carpenter
    • Write the draft copy as quickly as possible using architect’s outline and madman’s ideas without worrying about perfecting the prose.
    • Don’t get stuck waiting for an inspiration. Try giving yourself 5 to 10 minutes for each section when drafting.
    • Don’t edit and perfect until the draft is finished.
    • If you are stuck with something, move to the next section.
  • Judge
    • assume the role of the Judge to edit, polish, and improve the piece. Do this in several distinct passes, each time focusing on only one element of your writing.
• Approach the writing as a series of manageable tasks using the MACJ method.
• The Who-Why-What-When-How Chart
• Who are you writing for? Consider your audience’s concerns, motivations, and background.
• Why are you writing? Keep your purposes firmly in mind. Every sentence should advance it.
• What needs saying? Include only the main points and details that will get your message across.
• When are you expecting actions to be taken? State your time frame.
• How will your communication benefit your readers? Make it clear to readers how you’re meeting their needs.

Sample Sentences

• Friendly Tone
  • Could it be that the work isn’t finished?
  • Perhaps, you are still planning…
  • We feel certain that you have every intention to comply with the law…
  • Although we have no doubt that your oversight was a good-faith error, …
• Good news
  • We are delighted…
• Bad news
  • We are troubled to learn…

References

• HBR Guide to Better Business Writing