10 Tips for Effective Written Communication

10 Tips for Effective Written Communication
Posted on November 22, 2013 by Stephanie ReyesLeave a Comment

Although a significant amount of meaning is communicated through nonverbal communication channels, like body language, gestures and tone of voice; in today's world of email, texting, and blogs, we rely more and more on the imperfect medium of written communication. If you've ever faced-off against someone who misinterpreted an email you sent in haste, you know that choosing the right words can sometimes be a challenge.

Why Words Matter

Words that are arrogant can turn people off.
Words that are negative can make people angry or despondent.
Words that have double meaning or lack clarity can create confusion and mislead.
Words that bore can put people to sleep and defeat your purpose.
The main goal of effective written communication is to create a “conversational style.” This doesn’t mean writing the way you speak, though. Rather, in written communication, having a conversational style means using the polite, clear, and efficient language you would typically use in a professional setting.

Tip #1: Adopt a Natural Tone
Face-to-face, we would say:

“We need this order delivered by June 10th.”

When communicating in writing, some might write:

It is imperative that the complete shipment be received at the above-mentioned address no later than the tenth of June.

For a more natural tone in writing, you might write:

It’s very important that we receive this order by June 10.

Tip #2: Vary Your Tone Depending on How Well You Know Your Reader
Writing to someone you know well

Hi Jean,

Thanks for sending me the purchase order for the extra brochures. Since you called me right away, I was able to change the printing quantity before the job reached the Production Department, which means you’ll receive all 2500 brochures next week!

Writing to someone you don’t know well

Dear Ms. Ryan:

Thank you for your revised purchase order for a final total of 2500 sales brochures. As originally requested, this order will be delivered to your office on Friday, June 16.

Tip #3: Consider Your Reader’s Vocabulary
Instead of…

A dichotomy in the opinions of the members present was evident. Several members favored increasing our operating budget, while the remainder sanctioned a spending decrease in this area.

Write…

The members at the meeting were divided about the operating budget. Some wanted it increased while others wanted it reduced.

Tip #4: Avoid Stilted Phrasing
Avoid using the words and phrases in the left column. Instead write what is suggested (or remove them as indicated) in the right column.

AVOID USING

Acknowledge receipt of
Advise us
Am in receipt of
As per
At an early date
At this time
Attached hereto
Beg
Due to the fact that
Enclosed please find
In reference to
In the event that
The party in question
Take the liberty of
Thank you in advance
Please allow me to
I would like to take the opportunity to
The writer
I Trust
Under date of
Under separate cover
Up to this writing
I would ask/remind
INSTEAD WRITE

Thank you for/I received
Let us know
Thank you for/I received
As
Soon
Now
Attached/Here/Enclosed
Ask/Request/Hope
As/Because/Since
Here is
Regarding/concerning
When
(Use a specific name)
(Remove)
(Remove)
(Remove)
(Remove)
I/Me
I Hope/Know/Believe
(Just date the communication)
Will send/Am sending
So far
Please
Tip #5: Eliminate Unnecessary Words
Before: A cheque in the amount of $5

After: A $5 cheque

Before: At this point in time

After: Now (or today)

Before: I wish to take this opportunity to thank you for...

After: Thank you for…

Before: At all times

After: Always

Before: On a monthly basis

After: Monthly

Tip #6: Use Specific Nouns
Use words that identify people as specifically as possible.

One person claimed the computer tables were too small.

(Who is that “one person?”)

A customer claimed the computer tables were too small.

(Better as “a customer” is more specific than “one person.”)

Mr. Jones claimed the computer tables were too small.

(Better yet.)

Tip #7: Avoid Cliches to add insult to injury an uphill battle as good as gold easier said than done it goes without saying last but not least needs no introduction without further ado
Tip #8: Replace Negative Words with Neutral or Positive Words
Before: Your complaint concerning...

After: Your comment concerning...

Before: Your argument that...

After: In your email, you mentioned that...

Before: You neglected to include...

After: Without your cheque we were unable to...

Before: Your criticism of...

After: Your feedback about...

Tip #9: Use Bias-Free Terms
Businessperson vs Businessman
Firefighter vs Fireman
Supervisor vs Foreman
Mail Carrier vs Mailman
Police Officer vs Policeman
Sales Representative vs Salesman
Flight Attendant vs Stewardess
Tip #10: Eliminate Unnecessary Adverbs
Unnecessary adverbs clutter your text and weaken your message. According to Stephen King “the road to hell is paved with adverbs…”

Walter Bagehot, British Journalist, said “Cautious men have many adverbs, 'usually', 'nearly', 'almost'" — and suggested that adverbs are the sign of a timid mind.

The following adverbs are the worst culprits. They are often used to emphasize a message and add no additional information.

Be ruthless in eliminating these from your written communication: extremely, definitely, truly, very, and really.

With email, text messaging and blogs, most of us are communicating in writing more often than we interact face-to-face.There is a lot riding on those written words, so it makes sense to strive for a conversational, easy-to-understand, yet professional writing style.

TribeHR’s social HRIS provides a valuable communications channel for your workplace, with real-time peer feedback and kudos, so you'll know when you write it right! Try it free today