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You’re Told to Fix and Polish This Message–But How?

June 5, 2018 by Barbara McNichol Leave a Comment

By Barbara McNichol

Suppose your supervisor emails you a message that says, “Fix the attached” or “Polish this piece.” But exactly what does it mean to fix and polish? In addition to correcting punctuation, typos, misspellings, and grammar glitches, what’s required beyond that?

First, find out what your supervisor thinks it needs. Where does it fall short? What’s missing? Whether or not you receive an answer, go through the following key questions yourself:

  1. Why is this piece needed? What’s its intended purpose? Because readers are busy, you must immediately make clear what this message is about. A specific title or subject line goes a long way. For example, instead of writing “For New Customers” you might write, “5 Ways to Communicate with New Customers.”
  2. What should the reader do, think, believe, or remember as a result of this piece? Does the communication specify what you want readers to do and by when? How easy is it for them to first understand the instruction and then take action? For example, if it’s a letter to a credit card company about a dispute, make it clear what you want, e.g., future credit or a refund. Then state when you want a resolution, e.g., “before the next payment cycle on June 23rd.” Put this call to action near the top!
  3. How long should your sentences and paragraphs be? Ensure your message comes across in short, easy-to-read sentences. My rule of thumb is not more than 21 words in one sentence or 3-4 sentences in one paragraph. Why? It’s hard for anyone to track your meaning when sentences ramble, especially when they’re part of long paragraphs. People scan more than they read; they can take in short sentences and paragraphs more quickly than long-winded ones. Don’t make it seem like hard work!
  4. How can you use polite, positive language to persuade others?Remember, a positive outcome should be the goal of every communication. Your objective may be to retain a customer, win a contract, build a relationship, gain approval, or advance a project. Always spell out benefits: e.g., resolution, improvements, increased profit, etc. And be polite by using words such as welcome, thank you, please, appreciate, happy to, and value your input. If your piece doesn’t include positive language, then why send it at all?

When it’s up to you to fix and polish that important message, use these questions as your checklist every time.

  1. Why is this piece needed? What’s its intended purpose?
  2. What should the reader do, think, believe, or remember as a result of this piece?
  3. How long should your sentences and paragraphs be?
  4. How can you use polite, positive language to persuade others?

What essential fix and polish elements would you add to these?

Filed Under: Business Writing Tagged With: #betterwriting #businesswriting, #business book editing, better writing #business book editing, business book editor, business writing advice, essential business writing, fix writing, polish writing, professional business editor

Essential Everyday Email Tools

February 9, 2017 by Barbara McNichol Leave a Comment

by Dee Dukehart (used by permission)

I continue to see emails, blogs, articles, and other documents written with little regard for the reader. This post gives you Seven tools to enhance your email writing, your messages, and your ideas.

  1. Always use a salutation: Dear, Greetings, Happy Monday, Hi; any one of these is the polite way to engage your reader. After several threads with internal  readers, yes, you can forget the formality and answer or reply with no salutation.
  1. Write a specific subject line: e.g.: “Next Thursday, 2/16/17, Marketing Committee Meeting” and not just “Meeting.” Then type in the specifics in the body.
  1. Use complete sentences. This is not a text message, nor a tweet; use subject, verb, object. It’s the professional way to write.
  1. Hook your readers with a compelling first sentence. Instead of: “I’m writing you to inform you about our new vacation policy.” (The reader knows you’re writing about this because it’s in the paragraph.) Recommended: “One more week! Your new vacation policy entitles you to one more week…!”
  1. Know your audience. Who are your readers? Internal? External? International? New to your industry? A combination? Do they have the same language, vocabulary and knowledge that you do?Never assume your readers understand your internal jargon or acronyms; write in simple and clear language.
  1. Use correct grammar, punctuation, and syntax. When you find yourself questioning the correct way to write or punctuate your sentence either ask the department grammarian – there’s usually one around – or look it up. You might need a refresher in the rules and it’s best to get it right the first time.
  1. Proofread. I know I’m guilty of pressing the “send” button only to find out that I’ve misspelled a word, left out a punctuation mark, or used a “you” instead of a “your,” etc. It’s embarrassing! It also makes your reader think you don’t care.

Take an extra minute or two to re-read what you’ve written.

Always write for the reader!

Dee Dukehart is a business writing trainer whose tag line is Designing and Building Clear, Crisp, Comprehensive Word Pictures. She can be contacted at Dee@DeeDukehart.com

What essential email tips would you add to Dee’s list? List them here.

Filed Under: Business Writing Tagged With: better writing for business, Dee Dukehart, essential business writing, essential e-mail writing, nonfiction book editor professionals, Sandbox Communications

Readability Tip: Turn Long Noun Phrases into Short Lively Verbs

April 26, 2016 by Barbara McNichol Leave a Comment

by Barbara McNichol Writing tips

A tenet of readability and good writing is to “whack wordiness” wherever possible. One way involves replacing long noun phrases with short verbs. Consider these examples:

  • They remain in contradiction with themselves vs. They contradict themselves.
  • He made an acknowledgment of her success vs. He acknowledged her success.
  • We get closer to the implementation of actual leadership practice vs. We get closer to implementing actual leadership practice.

As you can see, you can whack wordiness by turning a long-winded “heavy” phrase into an active “lively” verb.

What clues do you look for? Start with flagging nouns ending in “ion” and “ment.”

When editing manuscripts, I make changes such as these dozens of times a day. What a difference this one technique makes! Try it for yourself.

Your challenge: Use this technique and send me examples.

See also: 5 Tips to Improve the Readability of Your Writing

Upcoming WordShops — More Ways to Boost Readability

Note: You’ll learn dozens of editor’s techniques by attending a business writing WordShop this May or June. You’ll come away with:

  • Ability to write persuasively with fewer words (“whack wordiness”)
  • Increased productivity and clarity in your writing
  • Improved correspondence with clients and friends.

Friday, May 6, 2016, at Tucson College in Tucson, AZ. Full details here.

Thursday, June 16, 2016, at DeVry University in Westminster, CO (hosted by Avante Leadership Group) Sign up here.

Share other ways you like to whack wordiness here.

Filed Under: Writing Tips Tagged With: Avante Leadership Group, clarity in writing, essential business writing, improve writing, nonfiction business book editing, professional editing services, readability tip, Whack Wordiness, WordShops, writing workshops

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