Written Communication

Your writing represents you when you are not in the room. Make it work harder.

The Importance of Writing Well

Poor writing damages credibility, creates misunderstandings, wastes time, and costs opportunities. Good writing is clear, concise, and considerate. That's the whole game.

The Fundamentals

Clarity

Clear writing means:

• One main idea per sentence
• Simple words over complex ones
• Active voice over passive
• Concrete over abstract

Examples:

Unclear: "The utilization of strategic methodologies enables optimization of operational efficiencies." Clear: "We use proven strategies to work more efficiently."

Unclear: "It was decided by the team that the meeting would be rescheduled." Clear: "The team rescheduled the meeting."

Conciseness

Cut unnecessary words:

Remove weak qualifiers:

• Very, really, quite, basically, actually, literally
• Just, simply, only, maybe, perhaps
• Kind of, sort of, somewhat

Exception: Use them when they add real meaning or soften appropriately.

Structure

Every piece of writing needs:

1. Beginning: Hook and purpose
2. Middle: Key points with support
3. End: Conclusion or action

Even emails follow this pattern.

Email Writing

Subject Lines That Get Opened

Weak:

• "Hi"
• "Quick question"
• "Update"
• "Following up"

Strong:

• "Action required: Approve budget by Friday"
• "Decision needed: Vendor selection"
• "FYI: Q3 results ready for review"
• "Request: 15-min meeting on marketing strategy"

Formula: [Category]: [Specific content]

Categories: Action required, Decision needed, FYI, Request, Update

Email Templates

Request for Meeting:

Subject: Request: 30-min meeting on [topic]

Hi [Name],

I'd like to discuss [specific topic] with you. Specifically, I need your input on [what you need input on].

Would you have 30 minutes this week? I'm flexible on timing.

Thanks,
[Your name]

Status Update:

Subject: [Project Name] - Weekly Update

Hi [Name],

Quick update on [project]:

Completed: [accomplishment 1], [accomplishment 2]
In progress: [current work]
Blocked: [issue], need [specific help]

Next steps: [what's happening next]

Let me know if you have questions.

Thanks,
[Your name]

Request for Help:

Subject: Request: [Specific help needed]

Hi [Name],

I'm working on [project/task] and could use your expertise on [specific area].

Specifically, I need help with [exactly what you need].

Would you have [X minutes/hours] in the next [timeframe] to [specific action]?

Happy to [offer something in return if appropriate].

Thanks,
[Your name]

Following Up:

Subject: Re: [Original subject]

Hi [Name],

Following up on my email from [date] about [topic].

[Quick reminder of what you need]

Do you need any additional information from me?

Thanks,
[Your name]

Delivering Results:

Subject: Complete: [What was delivered]

Hi [Name],

The [deliverable] is complete and ready for your review: [link/attachment]

Key highlights:
• [Result 1]
• [Result 2]
• [Result 3]

Next steps: [What happens next or what you need from them]

Let me know if you have questions.

Thanks,
[Your name]

Email Length

Rule of thumb:

• 1-2 sentences: Simple asks or acknowledgments
• 1 short paragraph: Quick updates or requests
• 2-3 paragraphs: Complex topics, but still brief
• Longer: Consider a document with email summary

If your email is longer than 3 paragraphs, ask yourself:

• Can this be a phone call instead?
• Should I attach a document and summarize in email?
• Am I including information they don't need?

Reply Guidelines

How quickly to respond:

• Urgent (marked urgent or time-sensitive): Within hours
• Direct question to you: Within 24 hours
• FYI/CC'd: Only if you have something to add
• Meeting requests: Within 24 hours

What to say when you need time:

• "I got your email and will respond in detail by [date]."
• "This requires some research. I'll get back to you by end of week."
• "I'm looking into this and will update you by [specific time]."

CC and BCC

When to CC:

• People who need to be informed but not take action
• Your boss on important client communication
• Team members who need context

When NOT to CC:

• To show off
• To throw someone under the bus
• Everyone "just in case"

BCC:

• Mass emails where recipients shouldn't see others
• Introducing two people (BCC them on first email)
• Generally avoid in professional settings (can seem sneaky)

Professional Documents

Memos

Purpose: Internal communication about policies, changes, or announcements

Structure:

TO: [Recipients]
FROM: [Your name]
DATE: [Date]
RE: [Subject]

[Purpose statement: one sentence]

[Background: brief context]

[Details: key information]

[Action items: what needs to happen]

[Timeline: when]

Reports

Executive Summary (always first):

• Key findings
• Main conclusions
• Critical recommendations
• 1 page maximum

Body:

• Introduction and purpose
• Methodology (if applicable)
• Findings/results
• Analysis
• Conclusions
• Recommendations

Appendix:

• Detailed data
• Supporting materials
• Reference documents

Proposals

The Structure:

1. Problem statement: What needs solving
2. Proposed solution: Your approach
3. Benefits: Why this solution
4. Implementation plan: How it happens
5. Timeline: When things happen
6. Budget: What it costs
7. Qualifications: Why you're the right choice

Business Writing Best Practices

Active vs. Passive Voice

Passive (weak):

• "The report was completed by the team."
• "Mistakes were made."
• "The decision was reached."

Active (strong):

• "The team completed the report."
• "We made mistakes."
• "We decided."

Use passive when:

• Actor is unknown: "The office was broken into"
• Actor doesn't matter: "The building was constructed in 1995"
• You want to de-emphasize actor: "An error was found in the code"

Paragraph Structure

Each paragraph should:

1. Start with topic sentence: Main point
2. Support with details: Evidence, examples, explanation
3. End with transition: Connect to next idea

Keep paragraphs short: 3-5 sentences in business writing

Lists and Formatting

Use bullets when:

• Items are of equal importance
• Order doesn't matter
• You want to draw attention

Use numbers when:

• Sequence matters (steps in a process)
• Referring to items by number
• Showing priority order

Formatting for emphasis:

• Bold for key terms and headings
• Italics for emphasis (sparingly)
• Monospace for code or technical terms
• Strikethrough for changes/edits (in collaborative docs)

Headings and Structure

Make documents scannable:

• Clear headings (H1, H2, H3)
• White space between sections
• Consistent formatting
• Visual hierarchy

Example structure:

# Main Title (H1)

Introduction paragraph

## Section 1 (H2)

Content for section 1

### Subsection 1.1 (H3)

Detailed content

## Section 2 (H2)

Content for section 2

Specific Writing Types

Slack/Teams Messages

Quick requests:

"Hey Sarah, quick question: Do you have the Q3 data handy? Need it for the report I'm finishing up. Thanks!"

Updates:

"Update: Client approved the design. Moving to development phase next week."

Announcements:

"Team: We hit our Q3 goal. Thanks for all the hard work. Celebration lunch Friday at noon."

Use threads to keep conversations organized.

Text Messages (Professional)

Keep it short:

• "Running 10 min late to meeting"
• "Got your email, will respond by EOD"
• "Can you call when free? Want to discuss [topic]"

When NOT to text:

• Sensitive information
• Complex topics
• Anything that needs documentation
• First time contacting someone professionally

LinkedIn Messages

Networking:

"Hi [Name],

I came across your profile and was impressed by your work in [field]. I'm currently [your situation] and would love to learn from your experience.

Would you be open to a brief 20-minute coffee chat (virtual or in-person)?

Thanks,
[Your name]"

Keep it:

• Genuine and specific
• Brief and respectful of their time
• Clear about what you want

Writing for Different Audiences

To Executives

• Bottom line first
• Data and evidence
• Brief and scannable
• Clear recommendations
• Risk awareness

To Technical Teams

• Precise language
• Technical details when relevant
• Data and specifications
• Edge cases considered
• Implementation details

To General Audience

• Simple language
• Avoid jargon
• Use analogies
• Visual aids
• Clear benefits

To Clients/Customers

• Professional but warm
• Benefit-focused
• Clear next steps
• Anticipate questions
• Proofread extra carefully

Grammar and Style Essentials

Common Mistakes

Punctuation

Commas:

• After introductory phrases: "However, we decided..."
• Between independent clauses: "I wanted to go, but I was busy."
• In lists: "Red, blue, and green" (Oxford comma recommended)

Semicolons:

• Between related independent clauses: "I love writing; it clarifies my thinking."
• In complex lists: "Team members from Chicago, IL; Portland, OR; and Austin, TX"

Em dashes:

• For emphasis or interruption: "The results were clear—we needed to change course."
• For parenthetical thoughts: "The project—which took three months—was successful."

Colons:

• Before lists: "We need three things: time, money, and people."
• Before explanations: "There's one problem: we're over budget."

Tone in Writing

Professional:

• "I recommend we proceed with option A."
• "Thank you for your consideration."
• "I appreciate your feedback."

Warm but professional:

• "Thanks for your help with this!"
• "Looking forward to working together."
• "Hope you have a great weekend."

Too casual (avoid in professional settings):

• "Yo, got your email"
• "Lol, yeah that makes sense"
• "Whatever works for you 🤷"

Editing and Proofreading

The Editing Process

First draft: Get ideas down, don't worry about perfection

Second pass, Structure:

• Does it flow logically?
• Is the order right?
• Are there gaps?

Third pass, Clarity:

• Is each sentence clear?
• Can words be simplified?
• Can anything be cut?

Fourth pass, Grammar:

• Spelling errors
• Punctuation
• Subject-verb agreement
• Tense consistency

Final pass, Proofread:

• Read aloud
• Check formatting
• Verify names and numbers
• Test all links

Tools to Use

Grammar and spelling:

• Grammarly (catches most errors)
• Built-in spell check (basic but helpful)
• ProWritingAid

Readability:

• Hemingway Editor (highlights complex sentences)
• Read aloud (catches awkward phrasing)

Consistency:

• Style guide (create one for common terms)
• Find and replace (for consistent terminology)

Before You Hit Send

Checklist:

• [ ] Subject line clear and specific
• [ ] Recipient(s) correct
• [ ] Attachments included (if mentioned)
• [ ] Links work
• [ ] No typos or grammar errors
• [ ] Tone is appropriate
• [ ] Call to action is clear
• [ ] Nothing sensitive or risky
• [ ] Would I want this forwarded?

The 24-hour rule for emotional emails: If you're upset, write it but save it as a draft. Read again in 24 hours before sending.

Templates You Need

Keep templates for:

• Meeting requests
• Status updates
• Out of office replies
• Thank you notes
• Introductions
• Declines/rejections (polite)
• Follow-ups

Customize each time. Templates are starting points, not copy-paste solutions.

Key Takeaways

1. Clarity beats cleverness: Simple words, clear message
2. Less is more: Cut unnecessary words
3. Structure matters: Make it scannable
4. Edit before sending: First draft is never final
5. Tone conveys respect: Match formality to audience
6. Grammar matters: Errors damage credibility
7. Formatting aids understanding: Use headings, bullets, white space
8. Subject lines matter: First impression in email

Next Steps

Continue to 09-presentations-public-speaking.md to take your writing onto a stage.