Business Writing Tips from The Writing Center
Be specific!
August 2, 2007
In a procedure, if you read, "Make
sure you give the information to the proper people,"
would you know
what to do?
Probably not, because you may or may
not know what "information" is required or
who the "proper people" are.
When readers respond differently than a
writer expects, the reason is usually that the message wasn't specific
enough. As writers, we translate pictures in our minds into words when
we write. Readers translate words to mind pictures as they read. If
wording is not specific, readers may not "get the picture."
Good business writing is unambiguous;
sentences have only one possible meaning. Good business writing is
specific and concrete; it anticipates and answers the readers'
questions. That is, readers don't have to assume what you mean or ask
you for more information.
Be precise, especially when giving
instructions. Rewrite any sentences that are open to interpretation.
For example, what words are open to
interpretation in the sentence below?
Only employees with
adequate training should use the copier equipment.
Yes, readers must define "adequate
training." "Adequate" is an adjective, a descriptive modifier;
adjectives are open to readers' interpretation. If we use precise,
factual wording instead, "Only employees who have
passed the Operator Proficiency Test should use the copier equipment,"
the writer controls the message.
This edition was adapted from our Effective
Business Writing Program. Previous editions
may be read at
http://www.uliveandlearn.com/newsletters/index.cfm.
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