One of our main means of written communication in business today is e-mail. E-mail is a quick, easy to use, and inexpensive method of communication. Because of its accessibility, we often overlook the fact that our messages are a reflection of ourselves, and the companies we represent.
As a technical communicator, I’ve had to decipher many poorly worded, confusing messages. I’ve weeded through messages with grammatical errors and awkwardly worded sentences to unearth the information the writer was trying to convey. I’d like to share with you some easy methods you can use to improve and simplify your written communications.
I’ve listed six short guidelines below that you can use in everyday e-mail correspondence to help you get your message across quickly and efficiently.
Keep It Simple
- Avoid jargon or buzz words: This is especially important when dealing with people outside your industry. If you use industry-specific terms, explain what they mean. Also, with increased globalization, we deal with others whose native language often differs from our own. Slang and buzz words create unnecessary confusion; avoid them.
Not Clear
I don’t have the bandwidth to handle any more projects at the moment.
Better
We are a B2B (Business to Business) company specializing in server software.
- Use the active voice: This refers to the verbs you use in your communications. An active verb shows the subject of the sentence doing something. The passive voice is weak (a form of to be combined with the past participle of the verb); something is being done to the subject of the sentence. These are your thoughts and ideas; take responsibility for them.
Active Voice:
Back up your files before you install the software upgrade.
Passive Voice:
A backup will need to be done before installing the software upgrade.
- Avoid long run-on or fragmented sentences: Write complete whole sentences whenever possible. If your sentences are too long, break them up. Shorter sentences are more easily retained.
Too long:
Remember to split up long sentences in your writing because readers will not remember what you’ve said at the beginning of your sentence if you make the sentence too long and wordy.
Fragmented:
Long sentences. Split up. Readers will not remember. If you make the sentence too long. Too wordy.
Better:
Split up long sentences in your messages. Shorter sentences are easier for your reader to remember.
- Use a descriptive subject line: Capture your reader’s attention before they even open your message.
- Keep it short: With the often overwhelming amount of e-mail messages that we receive each day, a brief, concise message quickly gets your reader’s attention and appreciation.
- Check your message for spelling and grammar: Unnecessary spelling and grammatical errors can confuse the meaning of your message. Take the extra time to make sure that your message actually says what you want it to say. Be aware that the quality of your message shows your professionalism and respect, even in the shortest of messages.
By following these six basic guidelines, we can all make our messages more easily understood.
Deborah Adams
Lead, Technical Writer
