Now that you have learnt how to structure your thoughts and put your ideas in a sequence, let’s learn how to make your writing appear more professional and crisper.

A lot of people have very interesting ideas and they even manage to put them on paper. However their readership doesn’t extend beyond a particular level, even though their writing is good and the thoughts were properly mentioned. It is because their writing lacks a proper selection of words, or maybe a proverb like “nipping it in the bud” was used, which readers may not understand.

Let’s discuss 15 things that you should keep in mind while proof-reading and revising your writing −

Clarity

●      Your writing must be understood at the first reading. Avoid technical jargon, unfamiliar words, or formal language.

Formal vs. Modern

●      Payment has been duly noted vs. we received your check.

●      Attached hereto vs. please find attached

Avoid ambiguity

●      Words with double meaning or sentences that confuse the readers should be avoided −

●      Having eaten the fish, Kiran talked to Karan. (Who had the fish?)

Avoid colloquialisms

●      In a nutshell vs. in short

●      In this day and age vs. today, presently

Avoid using many words

●      Prior to the event vs. before

●      At this point in time vs. now

Avoid unnecessary repetition

●      Absolutely essential

●      Combine together

Include only relevant information

●      Omit unnecessary background information.

●      Keep the sentences short and simple – 17 words or less.

Completeness

●      Check that all the information the reader will need is included −

●      Who? What? Where? When? Why? How?

Correctness

●      Check accuracy of grammar and spelling of names of people and places).

●      He done it vs. he did it.

●      It’s color has faded vs. its color has faded.

Don’t Rely on Spell Check

●      Typing ‘no/on’, ‘then/than’, ‘quite/quiet’, ‘lose/loose’ won’t show errors.

Concreteness

●      Give specific details.

●      Your investment plan will earn high interest.

●      Your investment plan will earn 8% interest.

Convincing

●      Use language that is believable. Avoid exaggeration and superlatives.

●      Always vs. Usually

●      Never vs. Rarely

Courtesy

●      Display good manners in your writing. Passive voice should be used when communicating bad news to avoid negative overtones.

●      We can’t agree to the terms and conditions outlined in the contract.

●      Some discussion regarding the terms and conditions will need to be done.

Write with the reader in mind.

●      Sexist – Chairman, businessman

●      Condescension – ‘Of course’, ‘Obviously’

Using Bullet Points

●      Communicates your message in an easy and clear manner

●      Highlights the most important information.