Copyright © Shaun R. Fawcett
During my 30-yr career in an expansion of professional positions in each the non-public and public sectors I have written literally hundreds of letters and memos and hundreds of reports. If I had to boil–down the whole lot I’ve found out approximately sensible every day writing for each non-public and enterprise purposes into 10 key points, this would be my “Top 10 List".
1. Preparation Is the Key
Do all your research first, earlier than you start to write. Even a letter generally requires some minor research along with making a few smartphone calls or reviewing a report. It’s also very vital to prepare yourself mentally before writing. So, don’t sit down all the way down to write too quickly. Mull it over for a while, from time to time an afternoon or , sometimes an hour or two, depending on the complexity of the activity at hand. It’s tremendous how the sub-conscious thoughts will work on the trouble “backstage” and while you sooner or later do start writing, it’s going to flow.
2. Always Use a Sample
For me, this is crucial. No depend what I write, it enables tremendously if I have a few visual stimulation. If I’m writing a letter I submit a replica of a comparable letter, or the one I’m responding to, someplace in my direct line-of-sight. It helps me attention and keeps my mind at the problem handy, minimizing the tendency for my thoughts to wander. No remember what it is, I usually make a factor to find some previous work or a sample of labor similar to what I’m doing. It truly stimulates the creative writing technique and increases productiveness considerably.
Three. Shorter Is Always Better
Whether you’re writing a file or a letter, look for approaches to reduce it down in length. Concentrate on conveying the critical message. If some thing you’ve written does not decorate the middle message, or doesn’t upload price, take into account slicing it. These days, you have to be “brief and to the point” to get your message study.
Four. Use Concise and Appropriate Language
Your letter or report ought to use easy honest language, for readability and precision. Use quick sentences and don’t permit paragraphs exceed three or 4 sentences. As a good deal as feasible, use language and terminology familiar to the supposed recipient. Do now not use technical phrases and acronyms without explaining them, unless you’re positive that the addressee is familiar with them.
5. “Be” Your Addressee
A key method to use whilst writing anything is to actually “visualize” your target audience. As you write, try to believe to your mind’s eye the unique person(s) to whom your written product is directed. I frequently believe that I am sitting throughout the boardroom table from my addressee, looking to provide an explanation for my points in man or woman. Make an effort to look the situation from the opposite individual’s perspective. What would you be trying to see if you were the recipient of the letter or document?
6. Do the Outline First
Even if it’s a one-page letter, it doesn’t hurt to write down some brief notes on the principle factors that you need to cover. This technique forces you to think logically about precisely what you want to cowl and it enables you make a decision wherein order you will approach your subject. For a letter this is useful. For a report, that is sincerely important. In fact, I believe which you must pressure your self to go through the whole questioning system that is required to expand a entire draft Table of Contents, earlier than you start to write any report.
7. Write and Then Rewrite
No rely how lots training I do, I continually find that I can improve on the primary draft. That’s partially due to the fact after I’m writing that first model, my essential attention is to get the essence of my thoughts down on paper. At that degree I don’t worry approximately ideal phrasing, grammar or good judgment. My fundamental assignment the first time thru is to make sure that I seize the vital phrases and terms that form the center which means of what I want to speak. Then I can do the fine-tuning inside the remaining pass.
Eight. Format Is Important
Whatever you’re writing, make certain it seems professional. This is in which proper formatting comes in. Your credibility, and/or that of your organization, is on the line; together with your report or letter serving as your consultant. If it isn’t always professionally formatted, it’ll replicate negatively on you, even supposing the content is ideal and it’s miles properly-written. Rightly or wrongly, the value of your paintings will decrease in people’s eyes if the formatting of your report is shoddy or amateurish looking. On the alternative hand, weak studies and/or writing will appear higher than it simply is that if the formatting is ideal.
Nine. Read It Out Loud
Some folks who haven’t tried it is able to chortle after they examine this, but it without a doubt works. At any point throughout the drafting procedure, however really at the draft very last level, study your document or letter to yourself “out loud”. It’s notable what one picks up once they definitely “pay attention” their phrases as if they were being spoken to them as the addressee. I locate this helps me the most in selecting up awkward phraseology and unnecessary repetition of words or phrases.
10. Check Spelling and Grammar
Last, but some distance from least, ensure you double take a look at the spelling and grammar in your report. These days, with spell-checkers constructed into phrase processing programs there’s actually no excuse no longer to do this. Once once more your record is a direct reflection of you and/or your business enterprise. If it’s miles riddled with spelling mistakes and obvious grammatical mistakes, it’s going to seem unprofessional and your credibility will suffer. Watch out for the words that sound the equal but have completely exceptional meanings that a spell-checker received’t choose up. Words including “4” and “fore”, as an example. Your final study-through out loud need to trap any of these.
Whether you are writing a letter, a memorandum, a report or an essay, observe the above hints and also you won’t cross wrong.