Copyright © Shaun R. Fawcett
During my 30-year profession in a spread of expert positions in each the private and public sectors I even have written actually hundreds of letters and memos and masses of stories. If I had to boil–down the whole thing I’ve discovered approximately realistic day-to-day writing for each non-public and commercial enterprise functions into 10 key factors, this will be my “Top 10 List".
1. Preparation Is the Key
Do all of your research first, before you begin to write. Even a letter typically requires some minor studies which include making a few smartphone calls or reviewing a file. It’s additionally very important to prepare yourself mentally before writing. So, don’t take a seat down to write too quickly. Mull it over for some time, occasionally a day or two, every so often an hour or , depending on the complexity of the activity to hand. It’s first rate how the sub-aware thoughts will paintings on the problem “behind the scenes” and whilst you subsequently do start writing, it’ll drift.
2. Always Use a Sample
For me, that is important. No count what I write, it helps surprisingly if I even have a few visible stimulation. If I’m writing a letter I publish a copy of a similar letter, or the only I’m responding to, someplace in my direct line-of-sight. It allows me attention and continues my mind at the issue to hand, minimizing the tendency for my mind to wander. No matter what it’s far, I always make a factor to find a few preceding paintings or a pattern of labor similar to what I’m doing. It absolutely stimulates the creative writing method and increases productiveness drastically.
3. Shorter Is Always Better
Whether you’re writing a report or a letter, search for approaches to cut it down in duration. Concentrate on conveying the critical message. If some thing you’ve written does not beautify the middle message, or doesn’t add fee, bear in mind cutting it. These days, you have to be “brief and to the point” to get your message read.
Four. Use Concise and Appropriate Language
Your letter or document need to use easy straightforward language, for readability and precision. Use quick sentences and do not allow paragraphs exceed 3 or four sentences. As a lot as feasible, use language and terminology familiar to the supposed recipient. Do now not use technical terms and acronyms without explaining them, except you’re positive that the addressee is familiar with them.
5. “Be” Your Addressee
A key method to apply when writing anything is to absolutely “visualize” your target audience. As you write, try to consider in your mind’s eye the specific person(s) to whom your written product is directed. I frequently believe that I am sitting across the boardroom table from my addressee, trying to give an explanation for my factors in individual. Make an attempt to look the state of affairs from the other person’s angle. What might you be looking to see if you have been the recipient of the letter or record?
6. Do the Outline First
Even if it’s a one-page letter, it doesn’t harm to write a few brief notes on the primary points that you want to cover. This method forces you to assume logically about exactly what you need to cover and it helps making a decision wherein order you may approach your problem. For a letter this is helpful. For a document, that is certainly critical. In reality, I believe which you need to pressure yourself to undergo the entire wondering process this is required to broaden a whole draft Table of Contents, earlier than you begin to write any record.
7. Write and Then Rewrite
No matter how an awful lot instruction I do, I continually locate that I can enhance on the first draft. That’s partly due to the fact once I’m writing that first model, my principal recognition is to get the essence of my thoughts down on paper. At that degree I don’t worry about ideal phrasing, grammar or logic. My most important undertaking the first time thru is to ensure that I seize the essential words and phrases that form the middle which means of what I need to communicate. Then I can do the satisfactory-tuning inside the last bypass.
8. Format Is Important
Whatever you’re writing, ensure it looks professional. This is where proper formatting comes in. Your credibility, and/or that of your company, is on the line; along with your file or letter serving as your consultant. If it isn’t always professionally formatted, it’ll replicate negatively on you, even though the content material is ideal and it’s miles well-written. Rightly or wrongly, the cost of your paintings will lessen in human beings’s eyes if the formatting of your file is shoddy or amateurish searching. On the other hand, weak studies and/or writing will appear higher than it virtually is that if the formatting is right.
Nine. Read It Out Loud
Some those who haven’t attempted it may chuckle once they examine this, but it definitely works. At any factor throughout the drafting manner, however in reality on the draft very last degree, examine your record or letter to your self “out loud”. It’s exquisite what one alternatives up after they absolutely “hear” their words as if they were being spoken to them because the addressee. I locate this facilitates me the most in picking up awkward phraseology and unnecessary repetition of phrases or terms.
10. Check Spelling and Grammar
Last, however some distance from least, make sure you double test the spelling and grammar on your document. These days, with spell-checkers built into phrase processing packages there’s truly no excuse no longer to do this. Once again your report is an immediate reflection of you and/or your employer. If it is riddled with spelling mistakes and apparent grammatical mistakes, it’s going to appear unprofessional and your credibility will suffer. Watch out for the words that sound the same but have completely extraordinary meanings that a spell-checker gained’t select up. Words such as “4” and “fore”, as an instance. Your final read-thru out loud have to capture any of those.
Whether you are writing a letter, a memorandum, a record or an essay, observe the above suggestions and also you may not move wrong.