Regardless of your writing ability, it is possible to increase the effectiveness of your writing by considering two main rules. These two rules are clarity and conciseness. How to apply these two rules Effective Written Communication Techniques can you be successful? We will try to give you a couple of tips on this subject.
Clarity in Written Communication
Before you start writing, make sure to prepare, albeit a little, and briefly summarize the topic you want to write about.
Try to make short sentences. Try not to mention more than one idea in a sentence.
Keep your paragraphs as short as possible, use subheadings, underline important points,
Let your terms be specific; Try to keep the numbers and names of time, amount, place, persons clear and unambiguous.
Do not hesitate to express your opinion when necessary.
Try to be natural. Let your writing reflect your personality. Avoid pompous words as much as possible.
After you have finished, be sure to review and try to simplify what you have written.
Conciseness in Written Communication
Try not to use unnecessary words. Does removing a word or sentence from the text break the meaning? If it doesn’t break, remove it.
Avoid using caustic words.
Graphics, diagrams, diagrams, tables, etc. that can appeal to the eye. try to use it.
If possible, summarize the topic in the conclusion.
In addition to being clear and concise, in business letters, you should also consider the interests of the person you are writing the letter to and the issues that can motivate that person.
If you are replying to a business letter, review the letter thoroughly and try not to forget the important points that need to be answered.
If you find it too difficult to put some points on paper or you believe it will be ineffective, stop writing the letter and choose to have an oral interview.
Try to answer the letters you receive without delay.
Prefer direct sentences over indirect sentences.
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Considerations for Your Letters to Be Effective
- Do I have information about the person/organization to whom I am writing the letter?
- Do I know the name, surname and title of the person/organization to which I am writing the letter correctly?
- Do I need additional information to write the letter, if so, how and where can I get this information?
- Do I need to get it approved by lawyers or a higher level before sending the letter?
- Is there a person/department to whom I should send a copy of the letter?
- Is my letter clear and concise enough?
- I was able to express what I wanted to say effectively
- Is there anything in the letter that could be misunderstood?
- Is my letter too short, insufficient, or inconsistent?
- Is my letter too long, volatile, heavy, vague or confused?
- Have I been able to avoid exaggeration, repetition, and boasting?
- If I am responding to a letter blaming the organization or employees, have I waited long enough to calm down before writing?
- Have I checked the date, number and other information? Have I avoided using technical terms that the person I am writing the letter to would not understand?
- Have I sufficiently avoided political ideas and jokes?
- Have I been careful enough not to criticize another part of the organization when trying to defend myself in my department or department?
- Have I taken sufficient care not to reflect the confidential information about the organization I work for in the letter?
- If the letter is to be typed by an asthmatic, how many copies will be written, line spacing, etc. Did I give him enough information about his subjects?
Paying attention to these small issues before and while writing your letters will save you time and increase the effectiveness of your letters.