Effective Writing Basics

Effective Writing Basics

• Effective writing is about communication and understanding, not about impressing the reader
• Put the reader first by using words they can picture and tying in to their experience

Five Keys to Effective Writing

Key #1: Put the Reader First

• Communication = understanding
• Write to express, not to impress
• Use words readers can picture
• Tie in to the reader's experience
• Consider "What's in it for me?" (WIIFM)

Key #2: Use Simple Words and Short Sentences

• Avoid wordy sentences and use simple words
• Example: "Here is the $25 remaining on my account." (8 words) is better than "Per our conversation, I am enclosing herewith a remittance of $25 for the balance due on my account." (18 words)
• Avoid wordy prepositional phrases, e.g., "In the amount of" instead of "for"

Key #3: Use Jargon Only When Necessary

• Jargon is language used in a particular context that may not be well understood outside that context
• Avoid using jargon unnecessarily, use simple language instead
• Examples: "Global's new flight management system provides several ways to navigate your airplane, including the latest in satellite navigation." is better than "The new FMIS system from Global provides VOR/DME navigation redundancy, as well as enhanced GPS capability."

Key #4: Write with Verbs and Nouns

• Use active voice instead of passive voice
• Examples: "The company sells insurance." is better than "Insurance is sold by the company."
• Choose the right verb and noun, e.g., "Mr. Johnson sprinted across the boulevard, stumbling when he stepped in a pothole."

Key #5: Format to Improve Readability

• Use lists, bullets, charts, tables, indents, italics, bolds, headings, and subheadings to improve readability
• Use the 100-word rule to limit paragraph length

Planning, Organizing, and Writing

• Before you begin, consider the audience, purpose, and reader's needs
• As you begin, assemble information, determine what's important, and group information logically
• Four ways to organize writing: division, compare/contrast, cause/effect, and problem-analysis-solution