This document provides tips for effective writing. It outlines five keys to effective writing: 1) put the reader first, 2) use simple words and short sentences, 3) use jargon only when necessary, 4) write with verbs and nouns, and 5) format to improve readability. It then provides examples and explanations for each key. The document also discusses organizing information using different structures like division, compare/contrast, cause/effect, and problem-analysis solution. It emphasizes planning, organizing, and editing for clear, concise writing.

1. Effective Writing BasicsEffective Writing Basics
Tips that can improve yourTips that can improve your
writing in any mediumwriting in any medium

2. Five keys to effectiveFive keys to effective
writingwriting
• Put the reader firstPut the reader first
• Use simple words and shortUse simple words and short
sentencessentences
• Use jargon only when necessaryUse jargon only when necessary
• Write with verbs and nounsWrite with verbs and nouns
• Format to improve readabilityFormat to improve readability

3. Five keys to effectiveFive keys to effective
writingwriting
• Key #1: Put the reader firstKey #1: Put the reader first
– Communication = understandingCommunication = understanding
– Write to EXpress not ImpressWrite to EXpress not Impress
– Use words readers can pictureUse words readers can picture
– Tie in to the reader’s experienceTie in to the reader’s experience
– WIIFM – What’s in it for meWIIFM – What’s in it for me

4. Five keys to effectiveFive keys to effective
writingwriting
• Key #2: Use simple words andKey #2: Use simple words and
short sentencesshort sentences

5. Example 1Example 1
• Per our conversation, I am enclosingPer our conversation, I am enclosing
herewith a remittance of $25 for theherewith a remittance of $25 for the
balance due on my account. (18 words)balance due on my account. (18 words)
• As we discussed, here is the $25As we discussed, here is the $25
remaining on my account. (11 words)remaining on my account. (11 words)
• Here is the $25 remaining on myHere is the $25 remaining on my
account. (8 words)account. (8 words)

6. Example 2Example 2
• As pertaining to the question of whetherAs pertaining to the question of whether
or not to construct a new storage facility,or not to construct a new storage facility,
corporate management will ascertaincorporate management will ascertain
the appropriateness of such an issue inthe appropriateness of such an issue in
the near future.the near future.
• Management will decide next weekManagement will decide next week
whether to build a new storage facility.whether to build a new storage facility.

7. TipTip
• Avoid wordy prepositional phrasesAvoid wordy prepositional phrases
– In the amount of (for)In the amount of (for)
– In order to (to)In order to (to)
– Due to the fact that (because)Due to the fact that (because)
– In the event that (if)In the event that (if)
– During the time that (when, while)During the time that (when, while)

8. Five keys to effectiveFive keys to effective
writingwriting
• Key #3: Use jargon only whenKey #3: Use jargon only when
necessarynecessary
– What is jargon?What is jargon?

9. Example 3Example 3
• The new FMIS system from GlobalThe new FMIS system from Global
provides VOR/DME nav redundancy, asprovides VOR/DME nav redundancy, as
well as enhanced GPS capability.well as enhanced GPS capability.
• Global's new flight management systemGlobal's new flight management system
provides several ways to navigate yourprovides several ways to navigate your
airplane, including the latest in satelliteairplane, including the latest in satellite
navigation.navigation.

10. Example 4Example 4
• While the new ST7000 providesWhile the new ST7000 provides
extensive memory and is extremely userextensive memory and is extremely user
compatible, it lacks the requisitecompatible, it lacks the requisite
capacity for calculating at a high rate ofcapacity for calculating at a high rate of
speed.speed.
• Our computer system is easy to use andOur computer system is easy to use and
has enough memory, but it is too slow.has enough memory, but it is too slow.

11. Example 5Example 5
• Demand-side capacity combined withDemand-side capacity combined with
transmission wheeling contracts and localtransmission wheeling contracts and local
generation resources will be able to meetgeneration resources will be able to meet
local demand and spinning reservelocal demand and spinning reserve
requirements for the next five years.requirements for the next five years.
• SMUD will be able to save and produceSMUD will be able to save and produce
enough power to meet local needs for the nextenough power to meet local needs for the next
five years.five years.

12. Five keys to effectiveFive keys to effective
writingwriting
• Key #4: Write with verbs andKey #4: Write with verbs and
nounsnouns
– Use the active voiceUse the active voice
– When it is okay to use passiveWhen it is okay to use passive
voicevoice

13. Example 6Example 6
• The company (S) sells (V) insurance (O).The company (S) sells (V) insurance (O).
• NotNot: Insurance is sold by the company.: Insurance is sold by the company.
• The construction crew repaired the road.The construction crew repaired the road.
• NotNot: The road was repaired by the: The road was repaired by the
construction company.construction company.
• Tests showed the new material did not wearTests showed the new material did not wear
well.well.
• Not:Not: When tests were run, it was discoveredWhen tests were run, it was discovered
that good wear is not exhibited by the newthat good wear is not exhibited by the new

14. Example 7Example 7
• Choose the right verb and theChoose the right verb and the
right nounright noun
– Mr. Johnson ran quickly across the four-Mr. Johnson ran quickly across the four-
lane street, almost falling down when helane street, almost falling down when he
stepped in a large hole in the concrete. (22stepped in a large hole in the concrete. (22
words)words)
– Mr. Johnson sprinted across the boulevard,Mr. Johnson sprinted across the boulevard,
stumbling when he stepped in a pothole.stumbling when he stepped in a pothole.
(13 words)(13 words)

15. Five keys to effectiveFive keys to effective
writingwriting
• Key #5: Format document toKey #5: Format document to
improve readabilityimprove readability
– Use lists, bullets, charts, tables,Use lists, bullets, charts, tables,
indents, italics, bolds, headingsindents, italics, bolds, headings
and subheadingsand subheadings
– The 100-word ruleThe 100-word rule

16. Plan, organize, writePlan, organize, write
• Before you beginBefore you begin
– Who is the audience (“My audienceWho is the audience (“My audience
is _________.”)is _________.”)
– Purpose of the message (“MyPurpose of the message (“My
purpose is________.”purpose is________.”
– How will the reader use theHow will the reader use the
information (“So that the readerinformation (“So that the reader
will________.”)will________.”)

17. Plan, organize, writePlan, organize, write
• As you beginAs you begin
– Assemble all useful informationAssemble all useful information
– Determine what’s importantDetermine what’s important
– Choose what to leaveChoose what to leave outout
– Group information logicallyGroup information logically

18. Plan, organize, writePlan, organize, write
• Four ways to organizeFour ways to organize
– DivisionDivision
– Compare/contrastCompare/contrast
– Cause/effectCause/effect
– Problem-analysis solutionProblem-analysis solution

19. DivisionDivision
• Start with main idea, then discussStart with main idea, then discuss
the partsthe parts
• Example:Example:
– ACME Corporation faces four problemsACME Corporation faces four problems
that threaten its competitiveness:that threaten its competitiveness:
• Outdated marketing planOutdated marketing plan
• Poor service recordPoor service record
• High pricesHigh prices
• Low MoraleLow Morale

20. Compare/ContrastCompare/Contrast
• Use familiar to explain unfamiliarUse familiar to explain unfamiliar
• Put the conclusion up frontPut the conclusion up front
• Example:Example:
– If we expand in the West we will face theIf we expand in the West we will face the
same challenges as we did in expandingsame challenges as we did in expanding
to the South:to the South:
• Lack of identityLack of identity
• Poor distributionPoor distribution
• Short p-term cash flow problemShort p-term cash flow problem
• Untrained labor forceUntrained labor force

21. Problem-Analysis-Problem-Analysis-
SolutionSolution
• Find a straightforward way to offerFind a straightforward way to offer
recommendationsrecommendations
• Example:Example:
– The shipping dock’s inability to shipThe shipping dock’s inability to ship
product fast enough results from aproduct fast enough results from a
inefficient tracking system. The solutioninefficient tracking system. The solution
is to:is to:
• Invest in a new computer systemInvest in a new computer system
• Retrain staffRetrain staff
• Inform customers of realistic shipping timesInform customers of realistic shipping times
• Budget for overtime to meet peak demandBudget for overtime to meet peak demand

22. Cause/EffectCause/Effect
• Presents a clear-way analysisPresents a clear-way analysis
• A-B; A-B-C-D; ABCD-EA-B; A-B-C-D; ABCD-E
• Example:Example:
– Reorganizing the marketing departmentReorganizing the marketing department
will cause two benefits and one problem:will cause two benefits and one problem:
• Improved accountabilityImproved accountability
• Better communicationBetter communication
• Problem – poorer service to industrialProblem – poorer service to industrial
customerscustomers

23. Plan, organize, writePlan, organize, write
• Develop an outlineDevelop an outline
• WriteWrite
– Write the easiest part firstWrite the easiest part first
– Develop major sections one at aDevelop major sections one at a
timetime
– Introduction for main ideasIntroduction for main ideas
– Main point in first paragraphMain point in first paragraph
– Turn off your internal editorTurn off your internal editor

24. Plan, organize, writePlan, organize, write
• 90% of writing is re-writing and90% of writing is re-writing and
editingediting
• Let the document coolLet the document cool
• Run a Fog testRun a Fog test
• Aim to cut first draft by at leastAim to cut first draft by at least
10%10%