● Construct the content of the document in a logical order
Before starting to write the document, make a rough list of the issues or topics of interest, writing down all the points that might be included without worrying about the structure. Once the possible content is comprehensive, highlight the important issues and group associated points together.
Concentrate on explanation of the most important issues first and if they lead on to other issues or are linked to them, organize them consecutively adding supporting detail as necessary.
Before starting to write the document, make a rough list of the issues or topics of interest, writing down all the points that might be included without worrying about the structure. Once the possible content is comprehensive, highlight the important issues and group associated points together.
Concentrate on explanation of the most important issues first and if they lead on to other issues or are linked to them, organize them consecutively adding supporting detail as necessary.
● Keep points in paragraphs
Deal with one point separately and comprehensively before starting to describe or discuss the next one. Including completely unrelated points in the same paragraph can be very confusing for readers, and can lead to an impression that the writer does not know what they are talking about and therefore, the content is not worth reading.
● Be pertinent, brief, simple and clear
Be certain about the reasons for writing the document and focus on the content ensuring that it addresses the subject(s) or answers the question(s) as concisely as possible. Create an outline structure of the whole document before starting to write but precis the content down to its basic form. Check the whole document, each paragraph and each sentence, and eliminate unnecessary duplication, elaboration and over-complication. Read each statement carefully and make sure that the intended meaning is obvious.
● Think carefully about the readers
Imagine being the reader and think how they might receive the message. What they are looking for or might do with the information, may help to decide on style and content, on what the report should or may be should not contain.
● Avoid the use of technical terms or jargon
Select words and language which the reader can be expected to understand. The use of slang descriptions like ‘brickie’, ‘chippy’ or ‘sparks’ may be meaningless to a lay person. Always state terms in full the first time they appear before using acronyms. The use of BCO for example is confusing, but easily avoided by writing Building Control Officer (BCO) the first time, then BCO thereafter.
● Maintain a consistent style in describing the writer throughout the document
For example:
I am going to carry out a site survey (the writer), or
we are going to carry out a site survey (on behalf of the writer’s company), or a site survey (it) is going to be carried out (no definition of the who is the surveyor).
The use of ‘it’, the third person singular implies impartial objectivity but does not indicate who is responsible for taking action.
● Adopt an appropriate tone
Choose a style of writing to suit the recipient. Decide on active/passive, formal/informal, unconcerned/sympathetic. Be accurate and assertive but not aggressive or rude.
● Be specific
Words like appear, seem, perhaps and maybe can be confusing and unhelpful to the reader.
If there are doubts about issues, explain what they are without unduly raising false hopes.
Decide what you want to say and be clear about your key messages. If you do not understand what they are, it is probable that your readers will also be confused. Make sure that you do sufficient research to fill missing gaps in information.
● Distinguish between subjective and objective observations
Clearly separate indisputable facts from personal perceptions, views or observations, and ensure that factual statements can be supported with evidence.
● Avoid sweeping generalizations and clichés
Grouping all the possibilities of outcome into simple statements can be deceptive and even wrong. For example, statements such as ‘it will be alright to construct the new roof in the summer because it never rains in July’, or describing a particular builder as ‘the best thing since sliced bread’ are both meaningless and incorrect. Also avoid conclusions based on limited or skewed evidence (biased data).
● Write out in rough first
Establish key messages using single words or short phrases. Ignore grammar, spelling and eloquent sentence construction, focusing initially on content and structure. This helps to clarify thoughts so that the final writing should be much easier to complete.
● Repeat key messages
‘Tell them what you are about to tell them, tell them and then remind them of what you’ve told them’ is a familiar edict for verbal or written communication, as most people tend to remember more of the first and last things they are told.
● Check the document carefully when it is completed
Before sending a document to anyone, check accuracy, style and meaning, and make sure that there are no spelling or grammatical errors in the text, or that any words have (been) missed out. Careful proof reading is essential as to many readers, the absence of been will be a source of irritation diverting their attention from the content. It can be useful to let someone else check the document for obvious errors before sending it off.
● Ensure that free handwriting is legible
Do not assume that because you can read your own handwriting that everyone else will be able to do so. It can be very frustrating wasting time trying to interpret scribbles and can often lead to dangerous misunderstandings.
● Make documents look interesting
Help readers to access material by using highlighted paragraph headings, bullet points, numbered lists, small chunks of text, good graphics, diagrams and pictures, which can all brighten up unrelieved blocks of words.
Deal with one point separately and comprehensively before starting to describe or discuss the next one. Including completely unrelated points in the same paragraph can be very confusing for readers, and can lead to an impression that the writer does not know what they are talking about and therefore, the content is not worth reading.
● Be pertinent, brief, simple and clear
Be certain about the reasons for writing the document and focus on the content ensuring that it addresses the subject(s) or answers the question(s) as concisely as possible. Create an outline structure of the whole document before starting to write but precis the content down to its basic form. Check the whole document, each paragraph and each sentence, and eliminate unnecessary duplication, elaboration and over-complication. Read each statement carefully and make sure that the intended meaning is obvious.
● Think carefully about the readers
Imagine being the reader and think how they might receive the message. What they are looking for or might do with the information, may help to decide on style and content, on what the report should or may be should not contain.
● Avoid the use of technical terms or jargon
Select words and language which the reader can be expected to understand. The use of slang descriptions like ‘brickie’, ‘chippy’ or ‘sparks’ may be meaningless to a lay person. Always state terms in full the first time they appear before using acronyms. The use of BCO for example is confusing, but easily avoided by writing Building Control Officer (BCO) the first time, then BCO thereafter.
● Maintain a consistent style in describing the writer throughout the document
For example:
I am going to carry out a site survey (the writer), or
we are going to carry out a site survey (on behalf of the writer’s company), or a site survey (it) is going to be carried out (no definition of the who is the surveyor).
The use of ‘it’, the third person singular implies impartial objectivity but does not indicate who is responsible for taking action.
● Adopt an appropriate tone
Choose a style of writing to suit the recipient. Decide on active/passive, formal/informal, unconcerned/sympathetic. Be accurate and assertive but not aggressive or rude.
● Be specific
Words like appear, seem, perhaps and maybe can be confusing and unhelpful to the reader.
If there are doubts about issues, explain what they are without unduly raising false hopes.
Decide what you want to say and be clear about your key messages. If you do not understand what they are, it is probable that your readers will also be confused. Make sure that you do sufficient research to fill missing gaps in information.
● Distinguish between subjective and objective observations
Clearly separate indisputable facts from personal perceptions, views or observations, and ensure that factual statements can be supported with evidence.
● Avoid sweeping generalizations and clichés
Grouping all the possibilities of outcome into simple statements can be deceptive and even wrong. For example, statements such as ‘it will be alright to construct the new roof in the summer because it never rains in July’, or describing a particular builder as ‘the best thing since sliced bread’ are both meaningless and incorrect. Also avoid conclusions based on limited or skewed evidence (biased data).
● Write out in rough first
Establish key messages using single words or short phrases. Ignore grammar, spelling and eloquent sentence construction, focusing initially on content and structure. This helps to clarify thoughts so that the final writing should be much easier to complete.
● Repeat key messages
‘Tell them what you are about to tell them, tell them and then remind them of what you’ve told them’ is a familiar edict for verbal or written communication, as most people tend to remember more of the first and last things they are told.
● Check the document carefully when it is completed
Before sending a document to anyone, check accuracy, style and meaning, and make sure that there are no spelling or grammatical errors in the text, or that any words have (been) missed out. Careful proof reading is essential as to many readers, the absence of been will be a source of irritation diverting their attention from the content. It can be useful to let someone else check the document for obvious errors before sending it off.
● Ensure that free handwriting is legible
Do not assume that because you can read your own handwriting that everyone else will be able to do so. It can be very frustrating wasting time trying to interpret scribbles and can often lead to dangerous misunderstandings.
● Make documents look interesting
Help readers to access material by using highlighted paragraph headings, bullet points, numbered lists, small chunks of text, good graphics, diagrams and pictures, which can all brighten up unrelieved blocks of words.
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