Writing for Results

Short, abbreviated and coded is the new language for many electronic messages. We've seen or received text messages from our "BFF" that make us "LOL". But in the majority of business environments, a more formal communication style is still the norm. Our business emails and memos reflect our ability to communicate. They are tools of communication that represent us, so you want your written communications to make you look good.

How can you ensure that your business emails and memos reflect you in the best possible light? Here are 10 tips to writing memos that get you noticed...the right way:

1) Put your main point up front - If you put your main point at the end of your document, the reader will have to struggle to get to your point. Everyone's busy. Your readers may give up half-way through because they get lost in the details. Your readers will be in the dark-confused and not knowing to which point you're driving. If you put the main point up front, the reader can move easily from point to point. Align your details from most to least important for ease of reading.

2) Keep emails and memos short, but clear - Use simple language. Avoid wordiness - excess words clutter the message and decrease the chance of clear understanding.

3) Use active vs. passive voice - Active voice sentences specify who is responsible for the action. Passive voice sentences conceal who is responsible for the action. Example: This process should be automated (passive) vs. Accounting (or Dan, Sue, etc.) should automate the process (active).

4) Organize the details - Provide information in the order in which the reader's mind needs to receive it. Use lists: number items when sequence matters. Use bullets when sequence doesn't matter.

5) Say what you mean - Test your sentences to see if they convey meaningful information. Ask: Why is this sentence important to the reader? So what? What if they don't read it? How will it impact them? What do I want the reader to do?

6) Write appropriately to your audience - Consider whether the reader already knows something about the topic. Also, consider the reader's purpose for reading your document. Spell out acronyms and abbreviations the first time you use them in a document.

7) Format your communication for easy reading - Limit your document to one page as far as possible. Maintain wide margins (1 - 1 1/2 inches), and use bold, caps, italics, vertical lists and indentation to emphasize key points.

8) Be interesting, conversational, and natural - Capture your reader's attention and keep it.

9) Proofreed, proofreid, proofread - Get spelling, grammar, and usage right. Use spelling and grammar checking software or ask a peer to review. You don't want your typos to get in the way of your message. Try proofreading your document from the bottom up. This will help you catch errors more easily.

10) Let a draft rest before you revise or send it - If time allows, put your draft aside for a day or two. When you return to it, you will see areas needing revision more easily.

By following these tips, you can help ensure that your written communications reflect you in the best possible light, and that you get your message across effectively.