A FEW POINTS

ON EFFECTIVE WRITING
Based on
Writing that Works
How to Communicate
Effectively in Business
by Kenneth Roman and Joel Raphaelson
Make the organization of your
writing clear
Outline your major points
Support them with details
Use bullet points
Summarize, if necessary
End your letter with a call to action
Use short paragraphs, short
sentencesand short words
An average of 15 to 20 words per
sentence is the norm, but why not
shorter?
Vary your sentence length to avoid
monotony, choppiness.

Make your writing activeand
personal

Let the active voice your standard voice
Use words of vigor and positive words
Let the reader be the star of
communication; use more you than I
or we.
Avoid vague adjectives and
adverbs
Write first in verbs and nouns
Add adjectives and adverbs only for
precision, not style
Distinguish between lazy adjectives and
vigorous ones
Use plain English
Write simplyand naturally
Avoid jargon, technobabble, legalese,
and bureacratese.
Avoid clichs
Lose the big words

Be specific
Generalities make writing weak
If you dont have the specifics, look for
them.
Let facts and figures support every
statement
Choose the right word
Know the precise meaning of every
word you use
Consult the dictionary or thesaurus
when unsure of the meaning of the
words, phrases, idioms in your draft
Never use words to impress your
readers
Make it perfect
Check for misspellings, grammatical
errors, factual errors
Make sure the name of your reader is
spelled correctly and he or she is
addressed properly
Check dates, locations, etc.
Come to the point

Make the first sentence work very
hardmake it simple and declarative
In many cases, no introduction is
necessary
Strike out words you dont
need
Delete if
its just repetition
its just routine formality
it doesnt add anything new to your
letter
Keep in mind what your
reader doesnt know
Make sure you know who you are
writing to; check their background,
educational level, etc.
Give them all the information they need
to respond promptly and positively to
your message
Punctuate carefully
Know your basic punctuation
The wrong punctuation can mislead or
confuse your reader
Wrong or missing punctuation is a sign
of ignorance or sloppiness.

Understate rather than
overstate
Never exaggerate
Do not camouflage bad news
Avoid euphemisms
If you must, round out numbers
conservatively: Dont call 6.7 nearly 7;
call it over six and a half.
Edit your work
Always make time to read your letter
before you send it out
If you are not confident, exert effort to
verify everything, including your word
usage
If still not confident, consult an expert,
a colleague, or a friend