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Avoid outdated expressions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.
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!
I’m a Virtual & In-Person Assistant and I work with small business owners. I specialise in helping them with administrative tasks, like updating and proofreading their website and their business documents.