The secret to writing effective proposals, emails, and more :-) Being clear, concise, correct, and considerate is as important in the written word as it is in the spoken word. It’s helpful to keep the needs of your reader in mind. Here are some more tips for your business writing. ![]() Adopt the "you attitude" Look at the topic from your reader’s point of view: Example: I have requested that your order be sent out today. Revision: You will receive your order by Wednesday. Focus on the real subject Don't bury a key word into a long sentence. Example: The implementation of the new marketing campaign will begin on April 1. Revision: The new marketing campaign will begin on April 1. Write actively, not passively Active voice is generally easier on the eye (and brain) than passive voice. Example: Your proposal was reviewed at our meeting on April 1, and it was immediately submitted to the developers. Revision: We reviewed your proposal on April 1 and immediately submitted it to the developers. Cut unnecessary words and phrases Example: I am writing this note because I want to thank you very much for organizing the open home that was held last Monday. Revision: Thank you very much for organizing last Monday’s open home. Don't forget your manners Saying thank you and please is not only considerate in conversation, but also in emails and letters. Example: Send me the jargon report before you head home. Revision: Please send me the jargon report before you head home. Don't leave out key words Sometimes it’s necessary to add some words, so we can be clear and concise. Example: The storage shed is the first step. Revision: Unlocking the storage shed is the first step. Put a cap on the vogue words and buzzwords Just sound like a human! Example: At the end of the day the bottom line is that we should facilitate opportunities for employees to provide input on best practices. Revision: Let's encourage people to make suggestions. Avoid outdated expressions Don’t use words and phrases you wouldn’t use in a conversation, i.e. “attached herewith," "this is to advise you," "as per your request." Example: Attached herewith for your reference is a duplicated version of the aforementioned deed. Revision: I have enclosed a copy of the deed. ![]() Proofread Always check your work before hitting the send button. Example: When you're in a hurry, it's very easy to leave words. Revision: When you're in a hurry, it's very easy to leave out words. If you need help with any of these issues in your business life, then please Contact me now!
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As a Virtual Assistant, I sometimes make appointments for my clients, which includes sending meeting invitations to attendees. If you follow the easy steps below, you can send a great invite, regardless of what calendar program you may be using. Choose a title that makes sense to everyone This is a screenshot from Google Calendar when I open a new invitation window: The title is critical. Keep in mind that this is going to be added to the calendar of both the people participating in the meeting, so it needs to be something that is meaningful to everyone. So while “meeting with Mary Smith” might make sense to you, that’s what Mary Smith will see on her calendar, a label that doesn’t show her at a glance who she’s meeting with. My suggestion would be to use both names of the people involved. Provide specific instructions Explain the meeting type and any instructions necessary. To do this, in most calendar software you’ll need to expand by clicking More Options (in Google) or More Details (in Outlook). Look for the location field and either add the meeting address or calling instructions as appropriate. I usually check that the invite is correct by double-clicking it on my own calendar before sending it to the person. Once all is fine, I just add the invitee’s email address and choose any applicable permissions below (to modify the event, invite others or see the guest list) and click Save. Your invitee will receive an email invitation that they can add to their calendar.
There are minor differences between Google Calendar, Outlook, and iCal, but if you understand the basics, you can translate this to any software that you are using. It’s best to follow up the day before to make sure the meeting is still on track. |
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AuthorHi, I am Marion of Marion Metz Solutions Archives
February 2025
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