Simple English for better business writing
Do you think using big words and long sentences will impress your readers?
Do you think using a long phrase is better than a word?
Do you think it’s okay to use abbreviations, jargon, and management buzzwords?
Do you use phrases like Please be informed at the beginning of some sentences?
If you answered Yes To any of these questions, writing your business may be much more difficult than it should be. Most importantly, you are making it very difficult for your reader to read.
Readers Deserve Simple English
I am very happy to see that more organizations are taking steps to simplify their language in official business documents and messages. This movement is called Plain English.
With limited time and so much mail in our inboxes, readers want to read simple and clear messages. Readers want to read and understand messages easily and know exactly how to respond. Today’s readers deserve plain English.
If your readers are confused or unable to focus while reading your posts, you could be missing out on countless business opportunities. Writing in plain English will mean that you can click “send” with confidence, and your reader will easily understand what you are saying. And that means you are more likely to get the correct answer.
What is plain English?
Plain English is uncomplicated and uncomplicated writing. It is easy to read and understand. Simple English involves the use of short, clear sentences with everyday words. Plain English contains no redundancies or jargon.
Tips for writing in plain English
Using Plain English will help you and it will also help your readers. So before hitting ‘send’, here are some tips to help you fine-tune your messages.
1. Get to the point
Eliminate any redundant introductions in your sentences, such as We inform you, we kindly inform you, I am writing to inform you.
2. Use everyday words
Simplify long or old-fashioned words. For example, use share or distribute instead of spread, use agree instead of concur, about instead of referring, please instead of kindly.
3. Focus on active verbs
Look for long sentences that can be reduced to a simple active verb, such as conclude instead of reach a conclusion, to get better instead of make an improvement, sign instead of help me sign.
4. Avoid redundancies
Eliminate unnecessary words in phrases like these: 3 in the morning, notice, basic fundamentals, in accordance with, with the purpose of, Y repeat again. Using unnecessary or redundant words weakens your writing.
5. Keep your sentences clear and sharp
Beware of jargon and buzzwords like think outside the box, going forward, Bend, Y game changer. Consider how you can eliminate them or say those phrases differently.
6. Be careful with acronyms
There may be multiple possibilities and too much room for misunderstandings, so it is safer not to use them. For example, some people use FYA to refer for your actionwhile others mean for your approval.
7. Use easy-to-read writing
Put the head of the reader. Read it as if you were the reader, and if something is not entirely clear, change it. Simple, clear, and precise language will help you cut down on all the email ping-pong that’s happening in inboxes around the world. It will also help you achieve better results.