|
Successful Business Writing requires you to make your
documents attractive as well as informative.
Business letters, reports, e-mails, proposals, even memos benefit the author
when these documents are attractive.
And, in most instances, the more attractive, the better the results you achieve.
You can make your Business Writing more attractive in at least three ways.
AVOID THE "WAR AND PEACE" PRESENTATION
When reading your document conjures up images in your readers' heads of reading
"War and Peace," you know you are in trouble.
The first important rule to remember is the 5-18 rules.
That means no paragraph you ever write should contain more than five sentences.
You may have more than five sentences worth of information.
Big Deal!
Reading a five-sentence paragraph is definitely more attractive to your readers
than reading a ten-sentence paragraph.
Either say what you have to say in five sentences or break a long, unattractive
paragraph into two or even three paragraphs.
You shudder and blink when you see long paragraphs. Think what your readers are
thinking. When paragraphs get too long, your readers lose interest. When they
lose interest, you lose. If you are looking for success in your writing, learn
to hit the "Enter" key more often so that your
readers don't get the feeling you are trying to impress them with your knowledge
or your superior writing skills. You were inclined to suffer verbal hemorrhages
when you had to write a ten-page term paper in high school or fill two blue
books on a college exam. Those were the rules in school. You now follow a
different set of rules in the business world.
Get the point? Which paragraph would you prefer to read?
This one or the one above?
A document with shorter paragraphs immediately proves to the readers that your
writing will be pleasing to the eye and not a burden on their brain.
FLATTERY BRINGS MORE SUCCESS THAN BRAGGING
Attractive also means the readers will be drawn into your document because it
addresses their wants, needs, desires, goals, budgets or timetables. Flatter
your readers by making them the Number One consideration in your writing, not
how much you know, how extensive you vocabulary is, or want them to know.
Here's a tip for you. Imagine how much shorter your "War and Peace" paragraph
would become if you used "use" rather than "utilize" and "project" rather than
"initiative."
AIM FOR THE HEART AND THE HEAD
Your writing becomes more attractive when it appeals to your readers emotionally
and logically.
It appeals to their emotions because they appreciate something created to solve
their problem, fix their pain, or vault them into a productive, prominent,
profitable, or recognized position.
It appeals to their logic because they recognize the value your document
delivers to them. If your writing is easy to read, easy to understand, easy to
remember, and easy to act on, your "Attraction Index" increases.
This is simple logic.
Easy equals attractive.
Long and complicated equals work.
Think Hawaii.. Now think IRS instructions.
That's the power of attractiveness in your Business Writing.
Yes, please spread the
word. To reprint this article in your Ezine, Newsletter or magazine
click here for Reprint Guidelines. |
Contact Al
