Learn to Talk on Paper: The Art of Effective Business Writing

Rudolf Flesch, a specialist in writing skills, ran classes for over thirty years for civil servants, lawyers, bankers and the like, on writing business correspondence.

Two tips he stressed over and over again in his classes.

The first: move heaven and earth to wean yourself from the inhibitions and nervous habits that your schoolteachers, bless 'em, have bequeathed to you. Leave no stone unturned to rid yourself of the awkward, stilted and artificial writing styles that have been reinforced daily since your early childhood.

The second: when you write a letter or the like - even if it's a business letter you'd normally place in the "highly formal" category - imagine that the addressee were sitting right there, on the other side of your desk.

Relax. If you really believed the recipient was with you in the room, you would never have the effrontery to begin with "please be advised" or "we wish to inform you".

Incidentally, I've a confession to make. I'm a fairly experienced writer, but time and time again, I find myself committing the very offences that would make Rudolf Flesch cringe.

I'm a sinner! But then - I am aware of it. I try to catch myself in the act.

And when I succeed, I'm pretty ruthless with myself.

When Flesch says you should imagine the person you're writing to you is right there with you in the room, it doesn't mean that informality is appropriate for all categories of written documents.

But more often than not, it's regarded today as a sign of professionalism, rather than the reverse.

More importantly, it's far more effective, as we'll see. And whichever way you look at it, effective communication is the name of the game!

Incidentally, you'll notice that I said we spoke about... rather than we wrote about.

I can't see you as I write. All I can see is my monitor and it's not much of a conversationalist. All the same, I'm using talking words all the time.

I recall my school days in South Africa, round about half a century ago. At the end of every term, we wrote exams, and one paper was always called "English Composition."

From the lowest grade to the highest, the format was about the same. There were generally two questions: The first would begin: "Write an essay of about 500 words on one of the following topics..." The second would be the same, with "letter" substituted for "essay".

Between examinations, the teachers would drum a multitude of rules into our impressionable heads, always accompanied by grim warnings about the terrible consequences of non-compliance! Many of these rules directly contradict what I'm telling you to do now.

Have you ever taken a course in public speaking?

When you do a public speaking course, you don't hear much about grammar and vocabulary. Instead you learn not to be embarrassed, to overcome your inhibitions, to speak without a prepared script and to reach out to the audience in front of you.

We're not saying that good grammar and such things aren't important in writing. They're very important.

But they're not the essence. In some ways, writing is so much harder than public speaking, because your audience isn't right there in front of you. But the object of the whole exercise is to break through the invisible barrier that separates writer and reader.

Notice that question I asked three paragraphs ago? Of course, this is one of the tricks we use to tear down that very barrier.

I could have saved a lot of words by leading right in with: "Those who have taken public speaking course know that..." But a question has a more intimate, personal ring. With a bit of luck, I'll even make you feel I'm talking directly to YOU. Why? Because a person normally peppers his everyday conversation with millions of questions!

For precisely the same reason, this article, is full of word contractions. That is to say: I write "they're" rather than "they are"; "I'll" and not "I will." Certainly sounds more cozy, you will -oops, you'll admit.

"Yes," you may well protest, "let's assume I'm a bank manager or the like? Can I really use that style in writing to my clients? And oh my gosh - what if I'm some kind of government official?" (We won't talk of lawyers for the moment - they're a special class of headache, which we'll have to deal with separately.)

The rejoinder is: "Sure, you can." When you write a business letter, you want to make your point quickly and effectively. Further, you're looking for a response: you want action. An informal style, rather than one of prim and proper conventionality, is more likely to do the trick.

For all that, you could ask me a very strong question:

"This makes sense when you want to be friendly: when you're looking to get the business of a potential customer, or to retain that of an existing one.But what if I deliberately need a stiff and formal tone, as when I'm writing a letter of demand to a debtor?"

We can do no better than to quote an example direct from Rudolf Flesch. Compare these two extracts:

"It is imperative that you submit the above amount within five days. Failure on your part to comply may result in legal action at your expense."

"If you don't pay this amount within five days, we'll start legal action at your expense."

Which of these two versions is more likely to startle the hapless recipient out of his wits?

You be the judge!

Azriel Winnett is creator of Hodu.com - Your Communication Skills Portal. This popular website helps you improve your communication and relationship skills in your business or professional life, in the family unit and on the social scene. New articles added almost daily.

Wood Dale Chicago prom limo .. Lockport Chicago limo O’Hare
In The News:

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents
Internet browsers are useful, but they can be dangerous. Clicking on malicious links can direct you to dangerous websites that steal information or infect your device.
Apple's latest iOS update introduces advanced artificial intelligence capabilities, which may be capturing and analyzing sensitive information.
Breach site confirmed 56,904,909 Hot Topic users' data leaked online. Tech expert Kurt “CyberGuy" Knutsson says the company's silence makes matters even worse.
Tech expert Kurt “CyberGuy" Knutsson discusses how an innovative Easy-Way kit turns standard strollers electric, simplifying navigation for parents.
Tech expert Kurt “CyberGuy" Knutsson talks about T-Mobile being hacked in broad cyberattack on global phone and internet companies.
Tech expert Kurt “CyberGuy" Knutsson shows you how to add, customize and manage widgets for quick access to apps and info from your iPhone home screen.
Wrong Google searches can not only compromise your device and personal data. They can also bring law enforcement to your doorstep. Hackers are targeting Google searches.
China's Shanghai Kepler Robotics has developed a new humanoid robot that can carry up to 35 pounds per hand for commercial applications across various industries
Checking your hearing has gotten easier with the new hearing test feature in AirPods Pro 2. You can take reliable hearing tests using your iPhone or iPad.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
Kurt "CyberGuy" Knutsson explains how a VPN — virtual private network — works and how running it can slow down the operation of your device.
The WalkON Suit F1, an exoskeleton developed to help people with disabilities, can actually walk over to a person in a wheelchair, solving a major problem.
ClickFix, a new scam targeting computer users, is on the rise in the U.S. The scam prompts its targets to click on a link to fix a problem.
Skydweller is the world's largest unmanned solar-powered aircraft that can stay airborne for weeks, and even months, without refueling.
The U.S. government said it is investigating after People's Republic of China hackers targeted commercial telecommunications service providers in the U.S.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
Scammers are using increasingly sophisticated ways to lure unsuspecting victims, and some are impersonating an email help desk or support team.
You can unsend or edit your iMessages with the latest iOS updates. Kurt the CyberGuy explains how you can save yourself some potential embarrassment.
Kurt “CyberGuy" Knutsson says there’s been a rise in cybercriminal services using hacked police and government emails to send subpoenas and data requests to U.S. companies.
Kurt “CyberGuy" Knutsson discusses how Axiom Space and luxury designer Prada are collaborating on NASA's Artemis III spacesuit design.
Voice assistants may cause confusion across devices. Tech expert Kurt “CyberGuy" Knutsson offers some solutions to fix it.
Shameless scammers trick veterans into giving personal info or cash. Tech expert Kurt “CyberGuy" Knutsson explores five common scams.
Tech expert Kurt “CyberGuy" Knutsson helps you honor our heroes with these powerful podcasts, audiobooks and documentaries this Veterans Day.

How to Multiply Your Freelance Writing Work

You can turn your $200 fee to write a press... Read More

Know your Audience Before you Write Your Book or Web Site

If you want happy customers to use your service or... Read More

Call Yourself a Writer? Where Are Your Notes?

Writers are notorious collectors of slips of paper. They tear... Read More

A Freelancers Journey, Part One

Today it begins.I have always known I was a freelancer.... Read More

Top Ten Writing Mistakes Made By New Childrens Writers

Okay. So I'm not David Letterman. But I doubt if... Read More

Making Better Word Choices ? 4 Examples

Choosing the wrong words can have a poor effect on... Read More

Help! I Cant Write!

Writer's Block can strike like a King Cobra, paralyzing every... Read More

Be Your Own Literary Agent and Get Published

So you're one of 20 million Americans who want to... Read More

8 Ways to Write a Winner Book Fast!

Have you given up on getting your book out of... Read More

Im Just The Writer

Writers are often are greatly surprised or disappointed by how... Read More

Writing the 8 WebCopy Headline Categories

My article this issue is an excerpt from a book... Read More

Critique Groups - The Good, The Bad and the Ugly

What do people expect when they join a writing group?The... Read More

An Inside Look at Proofreading

This is the ideal topic for us all to think... Read More

The Self-indulgent Writier

A writer can never be self indulgent whether writing fiction,... Read More

If You Want to Succeed As a Writer, Dont Just Think It, Do It

It never ceases to amaze me when a prospective writer... Read More

Five Tips to Find More Time for Your Writing Life

When I asked new ezine subscribers, "What is your Number... Read More

Dont Get Burned: Evaluating Script Writing Contests

Hundreds of writing contests tempt screenwriters with the lure of... Read More

Characters In A Romance Novel

Before you even begin writing your novel, you need to... Read More

How To Break Into Print Publishing

The big question. Do you submit directly to the publishers,... Read More

Platform Development Tip #1: Switch Writing Hats!

Around eighty percent of nonfiction books today are written by... Read More

Write For Yourself First

It would be very selfless or noble of me to... Read More

Top 7 Writers Sites for 2005

If you dream of turning your book into a best... Read More

Screenwriting ? The Value of Structure

Structure in the form of frameworks, work processes and goals... Read More

Weaving Your Personal Statement Together

1. SECRETS TO SUCCESS2. MAKING A POWERFUL FIRST IMPRESSION3. AVOID... Read More

Writing Personal Statements - Top Tips

WRITING THE PERSONAL STATEMENT TO GET INTO UK UNIVERSITYHOW DO... Read More

Antigo wedding limo ..