10 top tips on writing clearly and concisely
Written by Working Voices • 15 November, 2024
Writing & Productivity Article
What makes bosses, bosses? Why is their business writing more effective than mine? Why do people act on their emails but not mine? Why do my questions get answered with more questions?
It’s all about making sure your emails are not only clear and concise, but people actually read them. How many times have you looked at an email and thought ‘I’ll look at it later’ then haven’t?
What do you want to get out of it? Don’t start tapping the keyboard until you’re sure. Write your intention in one sentence first – it’s very helpful for your own clarification.
This will make a difference to the way you word the email, how much information you put in, what they will understand and what they need to know right now?
Imagine they only read the first four lines, will they get the important key points? The action points? The deadline?
What will they want to know when they receive your email? Put in as much info and as many options as necessary to prevent an email table tennis match. If you want them to do something, make it easy by giving them all the necessary information. They might do it then!
Please! It’s an empty statement that you have to read past to get to the good stuff. If you’re really interested in their general health or wellbeing, find a more sincere or creative route of enquiry.
As Albert Einstein said “If you can’t explain it simply, you don’t understand it well enough”. Look for words and phrases you can cut out, without taking out the important information. Challenge yourself to cut cut cut!
Use plain language and write it like you’d say it. It’s easier to write, and easier to read. If you get stuck, think WIRMI – what I really mean is. This way you’ll build a rapport with your reader without having to write hollow sentences like ‘I hope you’re well’.
Words can say so much about you, especially when they’re misspelt. So can putting the apostrophe in the wrong place, and getting the wrong there, their or they’re; or your and you’re. It’s important! And spellcheck won’t work on those.
Some companies have banned them, some people hate them, some people love them. Up to you, but they’re not new anymore, just a bit tired. And confusing when they’re passive-aggressive – “GET THIS DONE BY 4PM!!!! :)”
Not “Many thanks” followed by “If you have any questions let me know” then “Kind regards”, choose one. If they have a question, they’ll get in touch – does it really need saying?
Follow these simple guidelines for good, clear, professional emails which say more about you than you think. Your emails not only represent you, but also the company you work for, so make sure you read them through, they must be perfect before you hit ‘send’. It’s important. If you’d like to learn more our Business Writing Workshop can help.
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The founder and CEO of Working Voices, Nick Smallman has been at the top of his profession for 25 years. Advising global blue-chip clients on engagement, productivity, and retention, he counsels leaders on increasing revenue via simple cultural adjustments.
Overseeing the successful expansion of Working Voices across the UK, the US, Asia, and the Middle East, Nick supports the leadership and communication capabilities of clients in a wide range of sectors. In particular, he has advised companies such as JP Morgan, Barclays, Sony, Nomura, M&S, and Blackrock for more than 15 years.
Developing his reputation for thought leadership, in recent years Nick has been leading work on The Sustainable Human, the subject of his forthcoming book. A concept unique to Working Voices, The Sustainable Human offers a package of solutions focusing on leadership enablement, future skills, and cultural harmony.
Working closely with HR specialist Mercer, Nick has developed solutions to four key modern workplace challenges:
“I’m excited to share the conclusions of three years of research that, if implemented, can make an immediate practical difference to leaders and their organisations.”
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