• Avoid short, choppy sentences. See if you can combine short sentences into longer, smoother ones. For example, look at the following passage.
Product output is currently too low. We plan to streamline our production process. This will improve our line efficiency.
The sentences are all the same length—short—and structured the same way. By combining the ideas, you can make one smooth sentence that says it all:
We plan to streamline our production process to improve efficiency and raise product output.
• Use the active voice. The passive voice puts the subject on the receiving end of the action. While the passive voice can be useful, as in meeting minutes, overuse of the style is weak and boring. The sentences below are written in passive voice, with the passive verbs highlighted.
The workers were instructed by the manufacturer himself. The meeting was chaired by the CFO.
Note how switching to the active voice strengthens the sentences.
The manufacturer himself instructed the workers.
The CFO chaired the meeting.
• Review your word choice. Are your terms appropriate for the reader, or do you tend to use overinflated words that make your writing sound pompous?
Avoid obfuscation. In other words, be clear.
Keep in mind your goal of presenting a clear message with confidence, and your personal style will always come through.
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