A Quick Guide to Professional Writing: How To Keep Your Audience Hooked!

Professional writing is about saving your reader time by getting to the point. Know your message, make it clear from the outset, and then add your supporting argument.

We're bombarded with more communication than we have time for. Yet, we all need to communicate effectively. This guide will help you write like a professional.

First note: this isn't about being formal, it's about being professional.

<AcademyQuote>Professional writing isn't about impressing people with big words – it's about respecting their time and getting your message across clearly.</AcademyQuote>

Start with a concise subject line.#

This is also the title of your communication. It tells the reader what to expect from engaging with your message.

Greet your recipient with a formal or informal greeting.#

This can be an informal "Hi John" or a formal "Dear Mr. Doe". If you don't know the person's name, stick with: "To whom it may concern".

Thank your recipient.#

If you're replying to an email, be sure to thank the recipient. A brief "Thank you for…" will put them at ease and encourage polite, constructive conversation.

Yeah, so what?

Yeah, so what?

Answer the question "so what" immediately.#

If it's an email, state the purpose of your communication following your greeting. For any other communication, make the reason for your contact clear at the beginning. This saves your recipients' time. They'll value your communication higher for that. They're also more likely to engage with you again.

Close with the desired response.#

Giving your recipient a clear call to action will get you a prompt response, saving you time in return.

Reference the sources of your facts.#

Add a link to the original source of a cited fact. Your reader will trust you more for that.

Review review review

Review review review

Review, review, review.#

Write everything you want to write. Walk away from it for 5 minutes. Come back, reread and organise everything into clear paragraphs. Add transitions where needed and place your information under the correct headers. Ensure it has a clear beginning, middle and end.

Walk away again for 5 minutes, come back and correct any errors.

<AcademyProTip>Try the Hemingway App. This app will force you to re-read while making your writing bold and clear.</AcademyProTip>

Be bold and clear.#

Especially with your headings. Make them specific to what you'll address in the paragraph that follows.

Be consistent.#

For example, if you use an abbreviation in one sentence, don't confuse the reader by using the full word in a following sentence. Write the full word first, provide the abbreviation in parenthesis, and then use the abbreviation throughout your communication.

You can use the Associated Press Stylebook for guidance.

Make it relevant.#

Don't throw in all the information you can think of. Stick to the relevant facts and save your reader time by summarising key information.

Don't make your sentences too long.#

A quick test is to read your sentence out loud. If you run out of breath, it's too long. An average sentence should be 15 to 28 words. Cut out unnecessary phrases like "I think". You're the writer – these are obviously your thoughts.

Give examples when explaining complex information.#

Be careful not to make the examples too long.

Visually appealing

Visually appealing

Make your writing visually appealing.#

Use headings, paragraphs and include graphics with captions. Make your writing visually appealing and your readers will thank you by engaging and acting accordingly.

Use transitions.#

Yet, don't abuse transitions. Transitions will give your communication an appealing flow. Also avoid long transitions like "in addition to".

<AcademyDadJoke>Why don't writers ever get cold? Because they always have their drafts! (But seriously, those drafts need proper formatting.)</AcademyDadJoke>

Please don't use text speak.#

For example, "thanks" is more respectful than "tx" in professional communication. Even then "thank you" will work better.

Include appropriate contact information in your signature.#

Email and phone number will do.

Thank you for reading.

Sources:

https://www.theguardian.com/careers/improve-your-professional-writing-how-to

http://www.amanet.org/training/articles/business-writing-tips-for-professionals.aspx

http://www.techrepublic.com/blog/10-things/10-plus-tips-for-keeping-your-writing-sharp-and-professional/

http://www.techrepublic.com/blog/10-things/10-plus-tips-for-keeping-your-writing-sharp-and-professional/

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