Ten Tips to Simplify Your Business Correspondence

You write to express, not to use every word in the dictionary.
Here are ten tips for using those words to make your writing
clearer.

1. Simplify language Avoid using big or vague words. Use fewer
words, but make them count.

2. Shorten sentences Business people don't have time to read
10-page letters. Cut out run-on sentences. Eliminate extra words
as long as it doesn't change the meaning. You can also combine a
short and a longer sentence into one to remove extra words.

3. Use active voice Instead of, "A good time was had by all,"
say, "We had a good time." This changes the subject from "good
time" to "we." It also puts emphasis on the verb, making the
statement stronger.

4. Use present tense Stick to the present tense wherever you
can. Also make sure you don't switch tenses in the middle of a
sentence.

5. Use bullets where appropriate Since people have little time
to read, put important points in a numbered or bulleted list.
This makes it easier to scan so your readers get the meaning
without reading every word.

6. Never use exclamation points in business writing! Unless
you're writing an advertisement or an excited letter to a
friend, skip the wow factor! It doesn't belong in a memo,
report, letter, or other serious-toned business writing!

7. Eliminate jargon Avoid it at all costs if your audience will
not understand it. It will be like a foreign language to them,
and your point is to make your writing clearer - not more
complicated.

8. Avoid fragments and one word sentences A fragment. Is an
incomplete sentence. No subject or no verb. Really. A complete
sentence has both a subject and a verb and contains at least two
words. "She walked" is a sentence because it meets all three
criteria.

9. Proofread your writing You know to use your spelling and
grammar checkers. But you should also go over your writing
yourself -- the spell checker cannot distinguish between "to"
and "too" or "their" and "there." It can't tell you if you said
"and" where you meant "an." If possible, get somebody else to
read it before handing it in. Two sets of eyeballs are better
than none.

10. Avoid repetition and redundancy!

Use these tips every time you write and you will avoid ten
common mistakes that cloud your writing.