7 Tips for Improving Written Communication
Everybody struggles with written communication . There are no steadfast rules to abide by. It’s the Wild, Wild West out here in the written correspondence game. But, that doesn’t mean there aren’t things you can do to improve your written communication. Here are seven ways to improve your written communication:
If anyone opens an e-mail to see opens paragraphs upon paragraphs, they are more inclined to close it and move onto another one, waiting until later to read it. People are busy and need to spend the least amount of time reading through e-mails as possible. So, keep your e-mail short and sweet. Get to the point as quickly.
Don’t leave everything in one long paragraph. Space everything out
People like to see spaces between text. It makes the e-mail more digestible and seems like less reading than it really is. There’s also the matter of making the text easier to read. Not everyone will have the same eyesight as you. For some, without those spaces, the text can become hard to read, as all the words bunched up close together will make it look like a blur of text. Good written communication is all about making the text easy on the reader so space out your paragraphs. Find a good content writer alternatively.
Be clear on what your message is
Before you sit down to write your e-mail or letter, make sure you know what the goal of the letter is. You shouldn’t have more than one or two goals per piece of correspondence. If you don’t know what your goal is (or you have too many), you may be prone to rambling or written without a focus, making it harder for the reader to understand what is being communicated. So, come in with a goal in mind and only write what furthers that goal.
Use the name of the recipient consistently
People like gratification. They like hearing their name in a positive light. So, by using their name consistently, you’re reminding them how central they are to your need. This will make them feel good and more inclined to pay more attention to your e-mail and your goal.
Structure your written communication like a persuasive essay
I’m not saying that your correspondence should be five paragraphs, but it should have a beginning, middle, and end. Your correspondence should set-up your message withal the needed information, reinforce what you desire with specific details, and close with a request that recaps what you desire. By using this method, the reader will have a clear grasp on what you seek and why making it easier for them to help you. Throw in some descriptive language while you’re at it.
Don’t use overly complicated verbiage
Although your e-mail should be structured like an essay, don’t act like you’re writing an essay for the SAT’s. You have nobody to impress with this correspondence so keep it simple. If your reader has to consult a dictionary, that means less time worried about your message itself and more time trying to decipher the message.
Write for your audience
There isn’t one way to write for everyone. If you’re writing for your boss, write in a formal voice. If you’re writing for a close friend or relative, keep it light and informal. By keeping your audience in mind and writing in a way that will cater to them, it will make your message much easier to communicate, as you know what type of writing that person will respond to.