2. Five keys to effective writing
Put the reader first
Use simple words and short
sentences
Use jargon only when necessary
Write with verbs and nouns
Format to improve readability
3. Five keys to effective writing
Key #1: Put the reader first
Communication = understanding
Write to EXpress not Impress
Use words readers can picture
Tie in to the reader’s experience
WIIFM – What’s in it for me
4. Five keys to effective writing
Key #2: Use simple words and short sentences
5. Example 1
Per our conversation, I am enclosing herewith a
remittance of $25 for the balance due on my account. (18
words)
As we discussed, here is the $25 remaining on my
account. (11 words)
Here is the $25 remaining on my account. (8 words)
6. Tip
Avoid wordy prepositional phrases
In the amount of (for)
In order to (to)
Due to the fact that (because)
In the event that (if)
During the time that (when, while)
7. Five keys to effective writing
Key #3: Use jargon only when necessary
What is jargon?
8. Example 2
Demand-side capacity combined with
transmission wheeling contracts and
local generation resources will be able
to meet local demand and spinning
reserve requirements for the next five
years.
SMUD will be able to save and produce
enough power to meet local needs for
the next five years.
9. Five keys to effective writing
Key #4: Write with verbs and nouns
Use the active voice
When it is okay to use passive voice
10. Example 3
Mr. Johnson ran quickly across the four-lane street, almost
falling down when he stepped in a large hole in the
concrete. (22 words)
Mr. Johnson sprinted across the boulevard, stumbling when
he stepped in a pothole. (13 words)
11. Five keys to effective writing
Key #5: Format document to improve readability
Use lists, bullets, charts, tables, indents, italics, bolds,
headings and subheadings
The 100-word rule
12. Plan, organize, write
90% of writing is re-writing and editing
Let the document cool
Run a Fog test
Aim to cut first draft by at least 10%
13. Electronic mail(E-MAIL)
Electronic mail, most
commonly called email or e-
mail since around 1993, is a
method of exchanging digital
messages from an author to
one or more recipients. Email
operates across the Internet
or other computer networks.
14. E-mail Advantages
Sending an email to someone is very easy, people need
little training to learn how to do this
Emails are free to send -so long as you have an email
account and a connection to the Internet.
Emails are usually received fairly quickly, most of the
time a couple of seconds after they are sent
People don't have to be present to receive the email
Emails can be sent any time of the day or night, 365
days a year
Files and images can be attached to an email
15. E-mail Disadvantages
Both you and the person receiving the email must
have an email address and access to a computer or
device that can access the Internet
If you don't know the email address of the other
person then you can't send them a message
Some people change their email addresses fairly often
as they switch ISPs or jobs
Spam is a big problem, up to two-thirds of mails sent
are spam
People can waste company time at work by sending
emails to friends instead of working
When you are on holiday, your email box can become
