How to Write Readable Business Documents in Plain English

In the past decade people wrote to impress others, rather than to communicate with them. Many business writers used formal language and multi-syllable words that no one ever said out loud (like “notwithstanding” and “heretofore”). Lawyers still speak and write in this manner, called “legalese,” which is a complicated and unnecessary writing style.

Today’s business writing style is less formal and far better. You must embrace both clarity and brevity to write properly in our fast-paced, information-bloated world.

Here are 14 essential tips to write better business documents:

1. WRITE BELOW THE 8th-GRADE LEVEL. Some writers worry that this may insult their readers’ intelligence. In reality, no one complains that something is too easy to understand. Studies show that writing below the 8th-grade level achieves the best results. Your readers are not dumb; they just don’t have time to process and recall complicated messages.

2. GET TO THE POINT IMMEDIATELY. As a general rule, state the reason for your document in the first sentence.

Good: “We’ve filled this position and are not accepting applications.”

Bad: “Unfortunately, the position for which you applied has already been filled and we are therefore no longer accepting applications.”

3. GET ACTIVE (use active voice, not passive). Writing in passive voice makes you write wordy sentences; instead, write in active voice for clarity and impact.

Active Voice: “We like your ideas and will use them by the end of the year.”

Passive Voice: “The ideas you proposed have been reviewed and found to be acceptable and appropriate. An implementation schedule has been developed with the goal of being completed by the end of the year.”

4. USE FEWER WORDS. People are busy; be brief!

Good: “We will not tolerate sexual harassment. Please read this policy. Call Mr. Smith if you have questions.”

Bad: “This is to inform all employees that sexual harassment of any kind will not be tolerated under any circumstances by this organization. Be advised that, in order to clarify the company position on this subject, the attached policy has been developed and provided for your reference. Your cooperation in this important matter is appreciated. Please do not hesitate to contact Mr. Smith if he can be of further assistance or provide you with additional information about this issue.”

5. INCLUDE A CLEAR CALL TO ACTION. If you are writing for a purpose other than to inform, tell your readers exactly what you want them to do.

Good: “Please sign the attached form in Block 12 and return it to me by June 1st.”
Bad: “It is our desire to receive an indication of your concurrence as soon as possible.”

6. DO NOT REPEAT NUMBERS. Spelling out numbers and then repeating them as digits within parentheses is redundant and unnecessary. Use this basic rule: less than 10 or beginning a sentence, spell it out; more than 10, use digits. Do NOT do both!

Good: “We collected 13 samples.”
Bad: “Thirteen (13) samples were collected.”

7. AVOID JARGON AND TECHNICAL TERMS: Your readers may not be familiar with industry-specific terms. Make sure a broad audience can understand your writing.

Good: “We need to fix the software glitch.”
Bad: “We must rectify the algorithmic malfunction within the operational codebase.”

8. USE SUBHEADINGS/BULLET POINTS: Breaking up the text into smaller sections and using bullet points can make it more digestible.

Good:

• Introduction: Purpose of the Email
• Main Points: Key Information
• Conclusion: Action Steps

Bad: A long block of text without any breaks or formatting, blah, blah, blah, blah.

9. PARALLEL STRUCTURE: When listing items or ideas, use the same pattern of words.

Good: “The manager must plan the meeting, organize the agenda, and lead the discussion.”
Bad: “The manager must plan the meeting, agenda organizing, and discussion leading.”

10. BE CONCISE: Don’t beat around the bush. Say what you mean. Get to the point. Got it?

Good: “Please submit the report by Friday.”
Bad: “If you wouldn’t mind, could you please consider submitting the report at your earliest convenience, ideally by Friday?”

11. USE VISUAL AIDS WHEN NECESSARY: Sometimes a picture is worth a thousand words. Charts, graphs, and other visuals can enhance understanding.

Good: “See the chart below for our sales statistics.”
Bad: “In the first quarter we had X sales, in the second quarter we had Y sales, in the third…”

12. FOCUS ON POSITIVE LANGUAGE: Frame requests and information in a positive rather than negative way.

Good: “Please make sure to turn in the report on time.”
Bad: “Don’t forget to turn in the report like you did last time.”

13. BE CULTURALLY SENSITIVE: Consider the cultural background of your readers. Make sure your language is respectful and inclusive.

Good: “We respect diverse opinions.”
Bad: “Our way is the right way.”

14. REVISE AND PROOFREAD: Don’t just rely on spell-checkers. Read and revise your document to ensure it’s clear, concise, and error-free.

Good: Taking the time to review and make necessary changes.
Bad: Sending it off without a second glance. Yikes!

Remember: simplicity is key!

Business writing is not about impressing with grandiose words; it’s about communicating effectively. Keep it simple, keep it clear, and you’ll keep your readers engaged. TRANSLATION: LESS IS MORE.