Monday 29 January 2007 @ 11:44 am
During my 30-year career in a variety of professional positions in both the private and public sectors I have written literally thousands of letters and memos and hundreds of reports. If I had to boil–down everything I’ve learned about practical day-to-day writing for both personal and business purposes into 10 key points, the following would be my “Top 10 List”.
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Preparation Is the Key
Do all of your research first, before you start to write. Even a letter normally requires some minor research such as making some phone calls or reviewing a file. It’s also very important to prepare yourself mentally before writing. So, don’t sit down to write too soon. Mull it over for a while, sometimes a day or two, sometimes an hour or two, depending on the complexity of the job at hand. It’s amazing how the sub-conscious mind will work on the problem “behind the scenes” and when you finally do start writing, it will flow. -
Always Use a Sample
For me, this is critical. No matter what I write, it helps tremendously if I have some visual stimulation. If I’m writing a letter I post a copy of a similar letter, or the one I’m responding to, somewhere in my direct line-of-sight. It helps me focus and keeps my mind on the subject at hand, minimizing the tendency for my mind to wander. No matter what it is, I always make a point to find some previous work or a sample of work similar to what I’m doing. It really stimulates the creative writing process and increases productivity significantly. -
Shorter Is Always Better
Whether you’re writing a report or a letter, look for ways to cut it down in length. Concentrate on conveying the essential message. If something you’ve written does not enhance the core message, or doesn’t add value, consider cutting it. These days, you have to be “short and to the point” to get your message read. -
Use Concise and Appropriate Language
Your letter or report should use simple straightforward language, for clarity and precision. Use short sentences and don’t let paragraphs exceed three or four sentences. As much as possible, use language and terminology familiar to the intended recipient. Do not use technical terms and acronyms without explaining them, unless you are certain that the addressee is familiar with them. -
“Be” Your Addressee
A key technique to use when writing anything is to clearly “visualize” your audience. As you write, try to imagine in your mind’s eye the specific person(s) to whom your written product is directed. I often imagine that I am sitting across the boardroom table from my addressee, trying to explain my points in person. Make an effort to see the situation from the other person’s perspective. What would you be looking to see if you were the recipient of the letter or report? -
Do the Outline First
Even if it’s a one-page letter, it doesn’t hurt to jot down a few quick notes on the main points that you want to cover. This process forces you to think logically about exactly what you want to cover and it helps you decide in which order you will approach your subject. For a letter this is helpful. For a report, this is absolutely essential. In fact, I believe that you should force yourself to go through the entire thinking process that is required to develop a complete draft Table of Contents, before you start to write any report. -
Write and Then Rewrite
No matter how much preparation I do, I always find that I can improve on the first draft. That’s partly because when I’m writing that first version, my main focus is to get the essence of my thoughts down on paper. At that stage I don’t worry about perfect phrasing, grammar or logic. My main mission the first time through is to make sure that I capture the critical words and phrases that form the core meaning of what I want to communicate. -
Format Is Important
Whatever you are writing, make sure it looks professional. This is where proper formatting comes in. Your credibility, and/or that of your organization, is on the line, with your report or letter serving as your representative. If it is not professionally formatted, it will reflect negatively on you, even if the content is good and it is well-written. Rightly or wrongly, the value of your work will diminish in people’s eyes if the formatting of your document is shoddy or amateurish looking. -
Read It Out Loud
Some people who haven’t tried it may laugh when they read this, but it really works. At any point during the drafting process, but definitely at the draft final stage, read your report or letter to yourself “out loud”. It’s amazing what one picks up when they actually “hear” their words as if they were being spoken to them as the addressee. I find this helps me the most in picking up awkward phrasing and unnecessary repetition of words or terms. -
Check Spelling and Grammar
Last, but far from least, make sure you double check the spelling and grammar in your document. These days, with spell-checkers built into word processing programs there’s really no excuse not to do this. Once again your document is a direct reflection of you and/or your organization. If it is riddled with spelling mistakes and obvious grammatical errors, it will appear unprofessional and your credibility will suffer. Watch out for the words that sound the same but have completely different meanings that a spell-checker won’t pick up. Words such as “four” and “fore”, for example. Your final read-through out loud should catch any of these.
Bottom Line: Whether you’re writing a letter, a memorandum, a report or an essay; if you follow the above tips and you won’t go wrong.
For over 260 pages of quality “how-to” information like the above, plus almost 100 templates that you can download straight into your word processor and work with, check out the latest Revised Edition of my Instant Home Writing Kit:
http://InstantHomeWritingKit.com
— By Shaun Fawcett PermaLink
January 29th, 2007 at 2:10 pm
Dear Shaun,
Quick note: Thanks for all your useful tips, advice and help. A good service! I’m a UK Copywriter of some 20 years, and I’m offering a similar service on the Web shortly - with Copywriting e-Books and Free reports, etc. with a slightly unique twist to it. The site should be launching shortly, and I’d value some comment from someone as experienced as yourself. I’d like to send you further details shortly, if ok with you.
Thanks again for all your info so far. I love your products, and I know how much work goes into creating them.
Regards,
Andy Gage. UK.
January 29th, 2007 at 4:37 pm
January 29, 2007 (4:30 PM)
Hi Shaun!
At the outset, let me tell you that I have some of your products. Especially, the “Instant Writing Kit” was magnificent, and it was of great help to me in the eBook arena. Thank you!
Your ten tips are valuable for any writer (read, of any age). In Miami (today, there is plenty of sunshine!), I do my writing (legal and eBooks). I will follow your tips. My first eBook is titled: DR. MICKEY ON ATKINS - “THE MIJAS-DIET.” It is a “comment” (read, a pro bono defense of the Atkins Diet) on five diet books (Dr. Atkins’ New Diet Revolution; The South Beach Diet; Eat More, Weigh Less; Protein Power; and Sugar Busters!. It also features Living the Low Carb Life and Dine Out and Lose Weight. It is all one needs to know to lose weight and gain better health (longevity).
The “Mijas Diet” is based on my own experience–I lost 29 pounds. (The pillars of the Mijas-Diet are: (1) the trio-of-foods –the best proteins, low glycemic carbs, and good fats (e.g., salmon and olive oil)– and (2) generous amounts of red wines. NOTE: (1) MIJAS is pronounced “me-has” and (2) it is a white village in the mountains of Andalusia, Spain (a balcony on the Mediterranean Sea).
The eBook is not technical; it is easy to read and understand. If you want to read it, I’ll send it to you. (Please, provide your email address).
My next two books will have the same titles: “EEZZ PUNCTUATION - Red, White(,) and Blue. (One is an “elementary school” book; the other is more complex–that is, it is for the benefit of high school, college, and law students (even for “lawyers”)).
Would you like to do a joint venture?
Good luck!
Salud, dinero, y amor,
Miguel Angel Suarez
January 29th, 2007 at 7:42 pm
Hi Shaun,
I’m from Malaysia. I just started to be a copywriter here for my local market. I’ve been in offline direct mail bussiness for some 2 to 3 years now. Lately I luv to do copywriting job. Copywriting make me to know myself. Who am I as an human. In future I would like to be a writer. Hope you can help me to do so. Thank you.
January 30th, 2007 at 2:10 am
hello shaun,
thank you very much for your nice top 10 writing tips.
i like it very much. i wanted to read these because i am now practicing in writing a diffirent letters
god bless you …….
February 13th, 2007 at 7:10 am
Hi! I would like to ask whether you can give me a sample for writing, I mean
how to make a report for bussiness.Can you give me for these topics.
a) Air pollution
b) A motivation camp
Thanks.
Your sincerely,
Safiah
February 28th, 2007 at 2:06 pm
Test Blog comment after install of Comment Timeout.
SRF
http://writinghelptools.com
March 4th, 2007 at 8:57 am
Dear Shaun,
I’m really grateful to you, your writing tips have been of great help and importance to me. My way of writing has really improved thanks to your tips. I wish you a world of best wishes, all the success in your life. God bless you.
Sincerely yours,
March 25th, 2007 at 6:24 am
Dear Shaun,
How are you? I am from Bangaldesh. I am working in a Courier Service which name is Sonar Courier Service Ltd. I joined these company three months ago. My previous career is Marketing/Sales division. Last year I decide I will change my career track. My second choice is Banking/Administration department. Banking profession is too much tough for our country. For that reason I will try Administrative department in our job market. After six months trying I will get my job in choice able department. Now I am working as an Officer, Administration in Sonar Courier Service Ltd. I am continuing a Diploma Course in Personnel Managment also.
Your website is too much fine. I will take help it for my Official or Personal solutions.
Thanking and best regards.
Enamul Khair
March 31st, 2007 at 6:57 am
Very helpful notes. I always keep a copy of your articles as my guiding tips.
regards
Sanjeev verma
May 2nd, 2007 at 1:46 am
Dear Shaun,
I am an ESL teacher now but am very interested in letter writing. The first time I saw your website was when I badly needed a resignation letter. The samples and tips that you have posted helped me a lot. Thank you for having a free website about writing. I am saving all your tips in my folder. I am confident that they will continue to help me in the future.
Grateful,
Rita