Quick tips

Beware initials traps
Beware using initials-only words or names (called ‘acronyms’ if they make a pronounceable word, such as Qantas).  Initials-only words are often jargon, understood only by people in the know.  On first reference, give the word/name in full followed by the acronym in brackets — or paraphrase it.

Company names
Company names, like personal names, are sacrosanct.  Spell them exactly as their owner would — no matter how odd they seem.  But after the first reference, you can use a shortened form.  And formal designations (such as Ltd, plc, Inc) are not necessary except in formal contracts.

Starting a letter
Get to the point quickly.  State the event or action or situation that gave rise to the correspondence.  Don’t waste time with polite pleasantries or self-evident statements such as “I am writing this letter...”.

Use headings
Use headings to break up sections of a document — especialy for reports.  Headings can introduce or summarise the next stage of your content.  They also offer readers a visual break from dense, grey text.

Pitch heading tone just right
Match your heading tone to the content: write serious headings for serious content, fun headings for light content, striking headings for colourful content.  But avoid merely functional headings if you want your readers to read on.

Make your titles count
Document titles can draws readers into your document or turn them away.  So make your titles count.  Use punchy language — short, strong, meaningful words.  Give a separate title page to larger documents.

Headings: functional or colourful?
Which type you choose (e.g. ‘Conclusion’ vs ‘Creating a blueprint for success’) usually depends on the audience, purpose and context of your document.  If you feel both types have their place, then use the functional type for headings (main sections) and colourful for subheadings (subsections) — or vice-versa.  But be consistent.


Active headings woo readers
The strongest headings contain an active verb. You can use a statement (‘Active headings woo readers’), a command (‘Use active headings’) or a ‘gerundal tag’ (‘Keeping headings active’).


Use headings consistently
Follow a clear hierarchy of document title, section headings, subheadings and even sub-subheadings.  Make each level noticeably different — but consistently so.


Numbered paragraphs
Paragraph numbering is useful for legislation, regulations, judgments or any long, complex documents that may be referred to in court.  For all other documents, prefer headings and subheadings which add some sense of content.
 

Second-language readers
If many of your readers have English as a second language, prefer short, simple sentences and common, direct words.  Avoid idioms, jargon and ‘clever’ terms.
 

Latin vs Anglo-Saxon
Latin is the language of power and prestige, of old institutions such as the church, the law, the government; Anglo-Saxon is the language of the people.  Latin-derived words tend to be long, complex and pompous; Anglo-Saxon words are short, simple and common.  Be aware of the difference in tone, and use whichever is appropriate for your audience.
 

Foreign words and expressions
These can make you sound clever and cultured.  Or silly if you get them wrong.  And they will simply irritate any listeners/readers who don’t understand.  So use foreign words/expressions carefully and selectively.
 

Don't go dotty with ellipsis
Ellipsis, that punctuation device made up of three dots (...), is purely to show that some text is missing.  It is not a written equivalent of a cinematic fade-out or an all-purpose pause.  So use ellipsis for its precise purpose.  For other purposes, use other punctuation.
 

Open bullet points
Keep your bullet-point lists tidy and uncluttered.  Write bullet points without a capitalised first word and final punctuation — unless they are full sentences.
 

Numbered lists
Only number your lists to show a sequence of steps.  Use bullet-point lists for random order.  Avoid multi-layered numbering: it can get very confusing for readers.
 

Aim for simplicity in lists
Whether you are using a bullet-point list, a numbered list, a chart or an in-text list, keep your items ‘simple’.  Avoid multiple-part points or lists within lists.  If any point grows beyond one sentence, it should be a stand-alone paragraph.
 

Wonderful white space
Give your text plenty of air on the page.  This will your make your message stand out and keep your readers better engaged.
 

Checking spells professionalism
Always apply your in-built spell-checker after each draft or set of changes — and especially before sending or printing your document. But also proofread with your naked eye, to catch those little errors your spell-checker can’t.
 

Use same pattern for list items
Whatever list format you use (bullet-point, numbered, chart, in-text), make sure each point follows the same pattern.  Any deviation from the pattern, and you will confuse readers.
 

How to write in-text lists
Incorporate your list into a sentence if it has three or four shortish items, but make sure all items follow the same pattern.  Separate items with commas — or semi-colons (;) if any items are complex or multi-part.
 

Topic connectors
Beware linking phrases (such as in regards to, with respect to, pursuant to, as far as ... is concerned) that refer to the topic of a sentence in passing.  Readers will understand the topic more easily if you make it the subject or object of the sentence.
 

Writing from notes
Before starting your first draft, read through your notes then put them out of sight.  Follow your document plan and the key bits of information will pop into your mind when you need them.
 

Short words are best
For general readers, use short, everyday words instead of long, technical (or important-sounding) ones.
 

How to write short, sharp sentences
Rather than counting words, limit the number of clauses (actions) in each sentence.  One is acceptable, two is a good average and three is the limit of what readers can grasp in one go.  But varied sentence lengths are rhythmically pleasing.
 

Polite language
Simple, direct language combined with an occasional ‘please’ or ‘thank-you’ is the best way to show respect in writing.  Long, empty phrases (such as 'It is with the greatest pleasure that we inform you') and officious-sounding words (such as 'herewith', 'accordingly' and 'in re') have the opposite effect.
 
 

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