The Importance Of Plain English In A Professional Environment

Effective Business Writing

In the same way as you would not, for example, telephone a stranger and immediately call him, or her, by his, or her, first name, so you should adjust the language, and tone, of your writing to your target audience. Writing in an overly familiar, "chatty" style is likely to be inappropriate in most business contexts - unless, of course you are writing to a colleague whom you know well - and too stiff, and impersonal, a style may be similarly off-putting.

Recipients are unlikely to have sufficient time to dwell on lengthy documents, searching for relevant information, or deciphering obscure vocabulary, or hidden meanings, so effective business writing should be simple, concise and unambiguous.

Sentences should be limited to a maximum of 20, or so, words, and presented in paragraphs of not more than three, or four sentences each. Headings and subheadings can be used to direct the reader to relevant sections, while bullet points and white space can make the actual reading process easier on the eye.

The vocabulary that you use should be simple, yet appropriate to your target readership, that is, not absurdly over simplified. Remember that concise does not only mean brief; you must choose your words carefully, and with precision, so that you deliver all of the relevant information in as few words as possible.

Avoid vague, weak or redundant words or phrases - the adjectives "good", and "nice" being prime examples - technical jargon, or acronyms, wherever possible. Your purpose is to deliver a strong, direct message that can be easily and quickly understood by your reader; anything that detracts from this purpose should be replaced, or removed.

Above all, check that your writing is accurate, and error free, both in terms of any facts and figures that you include, and spelling, punctuation and grammar. A word processor, with spelling and grammar checking facilities can help in this respect, but will not highlight all errors. Proof read your writing very carefully, and, if possible, have it checked by a competent colleague, or superior, before issuing a final draft.

Conclusion

Whatever forms your written business communication takes the faster and easier it is to read, and understand, the faster and easier it is for the recipient to act, or make a decision, on its contents. Not only that, but carefully written, and relevant, business documents can go a long way to presenting a professional, trustworthy image of you, or your company, in the eyes of a prospective client, or customer.



Jill Remus is an independent writer and researcher on financial and business subjects

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