Business Writing Tips e-newsletter : February 2007

Think simply

Simplicity is the most powerful writing tool. Look at the power of these simple advertising slogans.

Nike: Just do it

Subway: Eat fresh

Mohegan Sun: Come play

Write simply

Simplicity means conveying your point in the most straightforward, concise manner possible. See the difference in these two paragraphs.

Too complicated

Many issues were addressed at the meeting held yesterday at 2 in the afternoon. Probably the most critical issue was the high travel costs, which is increasingly becoming a problem. It's reached a point that the president has said unequivocally that our division must conduct a teleconference with the sales force instead. This means we have to cancel the next regional sales meeting that was previously scheduled. The president, as well as other senior executives, has determined that this would help save on travel, which has indeed become way too costly.

Simple

To reduce travel costs, the president said we must cancel the next regional sales meeting and conduct a teleconference instead.

To start, answer two questions.

If you're struggling to start a document, answer two simple questions.

What do you want readers to know?
What actions do you want readers to take?

Be specific

Vague

Sue Smith is still waiting for your budget report. Her deadline for submitting them is by the end of February, and she requires two weeks to review your recommended figures. Please e-mail them as soon as possible.

Specific

Please e-mail your budget to Sue Smith by Feb. 14, since she needs two weeks to review the figures before the Feb. 28 submission deadline.

Grammar tip: Subject must agree with verb

Incorrect

The team of technical specialists provide a valuable service to the company.

Correct

The team of technical specialists provides a valuable service to the company.

Since the subject, "team," is singular, use "provides."

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