Make sure that you check all your documents to assure that you have applied these concepts.

1.    Never start a professional document with a blank sheet of paper.  (Always use a template or the last best similar document.)

2.    Make sure that every professional document has either a cover letter or a cover memo that “introduces” it.

3.    Use facts, detail, and specifics.  Avoid judgments, adjectives, generalities and affective language.

4.    Use short paragraphs and short sentences.  Make it simple.  It’s all about readability and providing understanding for the reader.

5.    Use lists rather than paragraphs with multiple commas between items.

6.    Use graphics, such as:

·      Tables

·      Charts

·      Graphs

·      Illustrations (photos, diagrams, schematics, etc.

7.    Make sure the document has a specific purpose.  There are four purposes:

·      To solve a problem

·      To answer a question

·      To make a decision or choice

·      To provide instructions

Documents should be useful and make things happen.  The purpose is not just to provide information.

8.    Always write for the reader.  The purpose is to help them.  Most of the time they have requested the document.

9.    Use good format that can be easily read and understood.  Use the standard formats for each document type.

10.  Read the document out loud or have someone else read it to you out loud to make sure that you catch errors.  

Professional Writing Concepts