Clear writing – a breath of fresh air

Much public and corporate writing is far more complicated than it needs to be. The result is letters, emails, websites and other documents people are unlikely to read, let alone understand if they do persevere reading.

Compare these two examples: ‘We endeavour to promote constant attention on current procedures of transacting business focusing emphasis on innovative ways to better, if not supersede, the expectation of quality. For the past six months we have been engaged in planning the implementation of an employee development program. It is anticipated this will contribute to significant increases in company growth.’

and

‘We continually strive to provide innovative, quality services that go beyond our clients’ expectations. To encourage company growth, we are now setting up an employee development program.’

Which message would you prefer to receive?

Writing is all about the person who will be receiving and responding to your message. Everything you write needs to focus on this – from the content of the communication (what the reader needs to know) to the actual words you choose to convey the message.

It takes greater skill than most people think to get the words right. But there are a few simple techniques you can use to make your writing instantly clearer and more concise.

Don’t use jargon unless you are sure the person reading it will understand (for example, someone in your same field of work)
Cut out padding phrases (for example, ‘we have begun to implement a series of . . . ‘)
Eliminate buzz words (for example, 'transparent policies')
Say what you mean (for example, don’t ‘streamline services’ tell the reader what you are actually doing)
Keep your sentences short (approximately 15 words).

Complex, incomprehensible writing simply does not impress. It is unprofessional. It is annoying. In these time-pressured information-overloaded times, readers will either give up reading or become hostile or suspicious. Clear and concise writing, on the other hand, will be a breath of fresh air to your reader.

For help writing clearly and concisely, contact Patricia Hoyle, Director, Concise Writing Consultancy.