Edit, Edit, Edit! 

To be successful at work you must maintain high standards.

          If you want to be read you must use crisp clear and concise language.

          Edit, edit and edit again until you are satisfied with your message.

          Check for logic, continuity, long sentences, long paragraphs, incorrect grammar and spelling mistakes.

A handful of tips to write to be read

* Use plain language, short sentences and short paragraphs

           Remove all unnecessary words and phrases.

          Check spelling and punctuation.

          Avoid jargon and clichés.

          Programmes like ‘Grammarly’ can be of help when editing but watch out for North American spelling.

          Many countries containing a strong British background, such as Singapore and India, spell words using Oxford dictionary English.

* Set out your messages so they are easy to read

          Make your pages visually interesting.

          Leave plenty of white space on your pages. Use headings and sub-headings.

          Use direct speech. List points with bullet points, numbers, dots etc.

* Make your messages memorable

          Write with enthusiasm and sincerity.

          Aim to give your readers new information.

          Recommendations should be clear and positive and easy to read.  Often some repetition may be necessary.

* Eliminate sexist writing

          Make an effort to use non-sexist writing. 

          Try to avoid using ‘man’ as a verb. Instead of, “To man the exhibit“; Use ‘To ‘staff’ the exhibit.”

          Nouns like ‘businessman’ and ‘chairman’ can be replaced by ‘executive’ and ‘chairperson’. (See pages 63-64 in the book “Persuasive Ways”)

* Important messages should be well-edited

          Edit, edit and edit again until you are satisfied you have your important messages crystal clear.

          Be brief, be positive, be helpful.

-Geoffrey Moss(mossasssociates.co.nz)

“The shorter your words and sentences,

the easier they are to read

and to take note of.” 

SOURCE: “Persuasive Ways” published by Moss Associates Ltd, New Zealand and in Chinese by Shanghai People’s Publishing House, the Singapore Institute of Management,  Kogan Page, U.K., Vikas, India and in Hungary by Bagolyvar Konyyvkiado.

Also published as “Secrets of Persuasion” by Cengage Learning Asia. and is available as an e-book from Amazon.com.

PS. A good style manual is a useful guide especially for authors, editors and printers.