Work keeps us busy–for most of us, busier than we’d like. So we don’t have the luxury of pondering over the prose that crosses our desks or arrives in our inboxes. We need the information and we need it quickly. When we have to work hard at reading business documents, many of us get annoyed. Wouldn’t it be great if everyone who writes to us would write clear, concise sentences, so we could get the point and move on?    

Check out the following passage from a recent e-mail message I received:

“On the basis of your recent inquiry, I would like to take this opportunity to inform you that I will investigate the problem about the delay in processing your application which you mentioned and send you a letter in order to report my findings. Please be advised that if you need further assistance beforehand, do not hesitate to contact me.”

Wow! That was an earful. I had to read it twice to get the point. What if the writer had written this instead?

“Thanks for your checking in about your application. I’m sorry for the delay. I’ll look into it and email you with the status by Monday. In the meantime, if you have any questions, please give me call.”

Isn’t this version easier to read? And not only is it easier to read, it has a much friendlier, conversational tone. 

So, give your reader a break, cut the clutter. Here are two tips:

1.    Use only one word for a one-word idea. 

Instead of:     We are in agreement.   
Try:               We agree.

2.    Avoid unnecessary repetitions.

Instead of:     Ten AM in the morning or 12:00 noon.
Try:               Ten AM or noon.

When you cut the clutter from your writing, everyone wins. Your reader will get your point quickly and easily and you’ll bask in the rays of their appreciation. Effective writing saves times and promotes more positive business relationships. 

For more tips on how to write effectively in the workplace, read Write It Well’s popular training texts: Professional Writing Skills and E-mail-A Write It Well Guide: How to Write and Manage E-mail in the Workplace.