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business communication, business writing, clear writing, writing advice, writing more clearly, writing well, writing with clarity

5 Ways to Think Clearly to Write Clearly for Your Business

1. State the theme or goal – To write clearly for your business, jot what you want to say and why in one sentence. This sentence may serve as a guide throughout, helping you keep to one topic.

2. Know your reader – Put yourself in their shoes. Marketers often espouse the concept of personas, creating sketches of an average reader. For example, what does your average reader look like? Where do they live? What do they do? Thinking about them can help you refine your concept and the language you’ll use to reach them.

3. Think through it – Consider the 5 W’s and the H of journalism: who, what, when, where, why, and how. As part of critical thinking — based on information gathered from observation, experience, reflection, reasoning, or communication, connect these parts logically to each other, building on each point. Follow a logical progression of ideas. Talking to others about these concepts before you begin can help you clarify your ideas and expose you to other views.

4. Set boundaries – Decide on the format and structure — outline the key points. Or, as prewriting practice, write through your concept in a series of numbered steps. Or pretend you’re writing a Twitter post and break each thought into bullet points or numbers. This can help you arrange your thoughts logically.

5. Prime your mind – Before you write, read pithy prose by Ernest Hemingway, E.B. White, William Zinsser, or the greats in your genre as examples of how to keep it simple.

Is your writing as clear as mud? Find out how to turn your gibberish into everyday English to gain the right clients.

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How do you think clearly to write clearly? Feel free to comment below.

Quotes

“Writing is thinking. To write well is to think clearly. That’s why it’s so hard.” ~ David McCullough

“Anyone who can think clearly can write clearly. But neither is easy.” ~ William Feather

business communication, business writing, editing, editing your writing, wordiness, writing advice, writing more clearly, writing professionalism, writing well

5 Ways to Say More With Less in Your Business Writing

Ever slogged through a sentence like this — when you could say more with less?

“We’re writing to let you know that we’ve made several important updates regarding the current policies in effect, which we believe will make a difference going forward.”

A handwritten French assignment with red ink corrections and critical comments like "BAD" and "Careless copying." A note says, “A very poor paper, showing that you have not learnt your work.”

It’s like swimming through molasses. Clear writing (and decent editing) cuts the drag.

The secret to finding the sweet spot?

Balance brevity and clarity: use enough words so readers get the full meaning. Don’t meet them halfway through run-on sentences or fragments; sometimes a few extra words give them the context they need to prevent confusion.

❌ Because regulatory approval is still pending.
✅ We delayed the product launch because we’re still awaiting regulatory approval.

Work harder so your readers don’t have to. Pretend you’re editing a movie: if it doesn’t move the plot forward, it hits the cutting room floor.

How to Say More With Less in Your Business Writing

1. Cut the qualifiers – “Very,” “really,” and other qualifiers can bloat your writing. Remove them to say more with less.

Example: “We’re really excited about our new product.”
Revised: “We’re excited about our new product.”

(Or better yet, show why.)

Bonus tip: Scan your drafts for these fillers and ask, “Does the sentence lose meaning without it?” If not, leave it out. Or as William Strunk, Jr. and E.B. White said in “The Elements of Style,” let every word “tell.” Don’t use two words when one will do.

2. Watch your adverbs – These words usually end in “-ly.” Use adverbs sparingly, only when you need to make a point. They’re usually a sign you should trim the fat because your verb isn’t working hard enough. Instead, try a stronger one.

Example: “The car rolled down the driveway slowly.”
Revised: “The car crawled down the driveway.”

One word > three.
More meaning, less mess.

3. Adjective objectivity – Not all descriptors are bad, but many are unnecessary. Often, you don’t need them unless they’re relevant to your subject matter.

Example: “Made of high quality steel, these knives are tough enough to slice tin cans.”
Revised: “Made of quality steel, these knives slice tin cans easily.”

Another example: Our innovative, groundbreaking, world-class solution improves workflow.

What does “world-class” add that “improves workflow” doesn’t already imply? Can you show the result instead — like “cuts busywork by 50 percent”?

Keep what matters. Cut the rest.

4. Save on specifics – Sometimes less detail = more clarity. Your readers want the takeaway, not the entire backstory. Move from the specific to the general:

Example: “We toured every split-level between 3rd and Pine before settling on our fixer-upper.”
Revised: “We toured dozens of homes before choosing our fixer-upper.”

Need to give more context? Instead of writing a description or explanation, link to more information or add a visual. You don’t have to cram every fact into one sentence.

5. Think visual appeal – You can also say more with less by changing how your words appear. Help readers see the point.

Highlight key points; use bold sparingly
Chunk information blocks into two columns
Turn a long paragraph into a tidy list
Consider a chart or infographic when things get complex — and attract attention

Bust the wall of text to give their brains a rest — and their eyes a place to land.

Great writing doesn’t stop at fewer words. It aims for the right ones to make a point. It’s “He moved quickly” vs. “He dashed.” One word = more impact.

Word choice, not word count, matters the most.

When you hit “delete” on that clever metaphor you spent ten minutes crafting, it can hurt (been there, done that!). To soothe the pain, know your readers will see the meaning clearly without the clouds — and your words hold more weight.

And if you’re unsure, a second set of eyes can help you prune your words for stronger phrasing.

Sharpen your image

What are some of your favorite ways to say more with less? Feel free to comment below.

QUOTES

“I would have written a shorter letter, but I did not have the time.” ~ Blaise Pascal

“The poem is a form of texting…it’s the original text. It’s a perfecting of a feeling in language — it’s a way of saying more with less, just as texting is.” ~ Carol Ann Duffy

building trust, web copywriting, writing advice, writing better, writing in plain english, writing more clearly, writing professionalism, writing well, writing with clarity

5 Steps to Trustworthy Website Content

1. Double-check – According to the Nielsen Norman Group (NNG), a trustworthy website has error-free copy. “Fuzzy” facts and spelling, punctuation, and grammatical mistakes can make your business or organization look sloppy.

2. Transparency – Upfront disclosure — giving patrons information they need — helps increase the chances of a sale. This can include listing prices and any taxes or shipping fees or a return policy. You don’t need to go into great detail, but offer enough information to satisfy people’s curiosity.

3. Thoroughness – Like the NNG study, a report by Huff Industrial Marketing, KoMarketing, & BuyerZone reveals visitors want more details about a company or organization. Contact, product, or service info, and an “about” page with team bios can help. Research reports, news releases, and client lists or testimonials may also add to your credibility. Show your full range of products or services to appeal to as many people as possible.

4. Go jargon-free – The Huff study also states that website copy should be free of terms that appeal only to others in your industry (unless they’re your target market). It should be clear and easy to understand.

5. Stay up-to-date – Both studies suggest that trustworthy website copy should be current. Old content can make your business or organization look “out of touch,” like you don’t care enough to update it.

What do you think about building trust through your website? Feel free to comment below.

Need to improve your web pages to increase trustworthiness? Contact me.

Quotes

“What we now consider a ‘quality’ website design looks very different from a reputable website of the past, but what influences the perception of quality has not changed and will not change in the future.” – Aurora Harley, Nielsen Norman Group, “Trustworthiness in Web Design: 4 Credibility Factors”

“State what your company offers — and the challenges you solve — in jargon-free language.” ~ Huff Industrial Marketing, KoMarketing, & BuyerZone, “2015 B2B Web Usability Report”

Comments? Suggestions? Need help with your communications? Contact me.

words, writing advice, writing better, writing more clearly, writing professionalism, writing redundancies, writing well, writing with clarity

5 Ways to Make Your Writing More Interesting

1. Variety – We all tend to repeat certain words. Repetition isn’t always bad, but if you use the same terms often and they seem redundant, try different ones. They can make your writing more interesting.

Example: “John’s Nursery and Greenhouse offers everything for your gardening needs in its new heated greenhouse.”
Revised: “John’s Nursery and Greenhouse offers everything for your gardening needs in its new heated store.”

2. Challenge yourself – Mix things up. Move from general to more descriptive terms, such as “German Shepherd” vs. “dog.” Adding minor details can make your writing less generic and more specific.

3. Cut the glut – If you’ve written several passages with the same meaning or that point to obvious information, remove them.

Example: “My conclusions are at the end.”

4. Rehab your vocab – Open a dictionary and point at a page and read about the word you land on. Do crosswords and other brain teasers. A game of Scrabble on your smartphone or with a partner can be fun. Read classic books such as “It Pays to Increase Your Word Power” and “30 Days to a More Powerful Vocabulary” to expand your verbal horizons.

5. Use more pronouns – When you refer to a person, place, or a thing more than once, use a pronoun (“him,” “her,” “it,” “them,” etc.).

Example: “George kicked the can down the road. George then hopped on his bike to go to the store.”
Revised: “George kicked the can down the road. He then hopped on his bike to go to the store.”

How do you make your writing more interesting? Feel free to comment below.

Do your newsletters, blog posts, and other content have all the ingredients they need to engage readers? If you need to add some “spice” to keep people coming back for seconds, contact me.

Quotes

“The key is using repetition deliberately, consciously, and strategically. If you don’t think it can be effective, imagine if Shakespeare had had Macbeth say: ‘Tomorrow, and the next day, and the one after that, creeps in this petty pace from one twenty-four-hour period to another.'” ~ Ben Yagoda, “How Not to Write Bad: the Most Common Writing Problems and the Best Ways to Avoid Them.”

“Duplicate, sequential words result from fairly common sentence constructions, and repetition is often recognized as a typo.” ~ Writer’s Relief

Comments? Suggestions? Need help with your communications? Contact me.