15 Things To Remember In Writing

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Now that you have learnt how to structure your thoughts and put your ideas in a sequence, let’s learn how to make your writing appear more professional and crisper.

A lot of people have very interesting ideas and they even manage to put them on paper. However their readership doesn’t extend beyond a particular level, even though their writing is good and the thoughts were properly mentioned. It is because their writing lacks a proper selection of words, or maybe a proverb like “nipping it in the bud” was used, which readers may not understand.

Let’s discuss 15 things that you should keep in mind while proof-reading and revising your writing −

Clarity

  • Your writing must be understood at the first reading. Avoid technical jargon, unfamiliar words, or formal language.

Formal vs. Modern

  • Payment has been duly noted vs. we received your check.

  • Attached hereto vs. please find attached

Avoid ambiguity

  • Words with double meaning or sentences that confuse the readers should be avoided −

  • Having eaten the fish, Kiran talked to Karan. (Who had the fish?)

Avoid colloquialisms

  • In a nutshell vs. in short

  • In this day and age vs. today, presently

Avoid using many words

  • Prior to the event vs. before

  • At this point in time vs. now

Avoid unnecessary repetition

  • Absolutely essential

  • Combine together

Include only relevant information

  • Omit unnecessary background information.

  • Keep the sentences short and simple – 17 words or less.

Completeness

  • Check that all the information the reader will need is included −

  • Who? What? Where? When? Why? How?

Correctness

  • Check accuracy of grammar and spelling of names of people and places).

  • He done it vs. he did it.

  • It’s color has faded vs. its color has faded.

Don’t Rely on Spell Check

  • Typing ‘no/on’, ‘then/than’, ‘quite/quiet’, ‘lose/loose’ won’t show errors.

Concreteness

  • Give specific details.

  • Your investment plan will earn high interest.

  • Your investment plan will earn 8% interest.

Convincing

  • Use language that is believable. Avoid exaggeration and superlatives.

  • Always vs. Usually

  • Never vs. Rarely

Courtesy

  • Display good manners in your writing. Passive voice should be used when communicating bad news to avoid negative overtones.

  • We can’t agree to the terms and conditions outlined in the contract.

  • Some discussion regarding the terms and conditions will need to be done.

Write with the reader in mind.

  • Sexist – Chairman, businessman

  • Condescension – ‘Of course’, ‘Obviously’

Using Bullet Points

  • Communicates your message in an easy and clear manner

  • Highlights the most important information.

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