Writing That Works: How to Communicate Effectively in Business

by Kenneth Roman

putting down first what you want the reader to do, next the three most important things the reader needs to understand to take that action, then starting to write. When you’re done, he suggests asking yourself whether if you were the reader, would you take action on the basis of what is written.

Effective means picking your spots, concentrating your energies on a major document or project or speech that will make a difference.

When you write anything longer than a few paragraphs, start by telling the reader where you are going.

End with a summary. And keep in mind that a summary is not a conclusion. Your summary should introduce no new ideas; it should summarize, as briefly as possible, the most important points you have made.

Short sentences and short paragraphs are easier to read than long ones. And easier to understand.

If you have distilled your thinking to its essence, you will probably be able to express it in simple words.

Yet another advantage of the active voice is that it tends to push you to decide precisely what you want to say, to be more specific.

Choose adjectives and adverbs that make your meaning more precise. Do not use them as mere exclamation points.

Avoid technical or business jargon. There is always a simple, down-to-earth word that says the same thing as the showoff fad word or vague abstraction.

Take the time to boil down what you want to say, and express it confidently in simple, declarative sentences.

That’s the correct order for letters of inquiry; first, what you want; second, who you are and why you want it; third, an expression of appreciation for favors to come.