Your Writing Speaks- How to Make a Good First Impression
Your Writing Speaks- How to Make a Good First Impression
The first impression prospects and clients have of your business is the most critical. If that impression is a poor one, it could be the end of a potential lucrative business relationship. You don’t have to be a language expert to improve your prose. Below are a few quick tips to help you start writing with confidence.
Maintain a professional image
Would you go to a business meeting wearing track pants and a torn t-shirt? I would hazard a guess to say that you wouldn’t. So in the same way don’t distribute documents that are sloppy with typos and careless mistakes. Always make sure that your documents and marketing materials are concise and error free.
Never omit the most crucial step in writing. Proofread and copy edit all your documents and marketing materials. Remember your computer’s spell checker won’t pick out a word that is spelled correctly but misused. By keeping a dictionary by your work station or an online dictionary (www.m-w.com) in your internet favourites you can quickly access those words you’re not sure about.
Finding faults in formatting
Make sure that your document’s format is consistent. For example use the same font style and size throughout your document. Nothing can be more distracting to the reader than reading through a document and suddenly the font changes from 9 to 11 point or from Helvetica to Times New Roman.
Be active about style and tone
Avoid long sentences. Short sentences are easier to read. Anything beyond 20 words becomes difficult to understand and tires the reader. But keep in mind, if you don’t vary your sentence length, your writing will become choppy and won’t flow smoothly.
Write in a direct style using the active voice wherever possible. Don’t use industry jargon for a mainstream audience. By using simple language you will communicate much more effectively than by using big convoluted words. For example replace the word utilize with the word use or replace facilitate with help.
Don’t waste the reader’s time
Write concisely and to the point avoiding redundancies, run-on sentences and wordy phrases. They add little to the meaning or clarity. Here are some examples of wordy phrases:
Wordy Phrase Concise Substitute
simple and easy to use easy to use (Easy is simple.)
free gift gift (Have you ever paid for a gift?)
comes to a complete stop stops (You can’t partially stop.)
on an annual basis yearly
Also be specific in your writing. Don’t be vague or use puffed-up expressions to fill up space on the page. A succinct half page is much more effective than a fluffy full page that uses fancy phrases that may sound nice, but say nothing.
Know who the reader is and what you want to tell them
Make sure that the objective of your document is apparent. Do you want to persuade or inform the reader? Is your call to action clear? Stress benefits not features. Organize your material logically and in the way your reader thinks about the subject. Know what prior knowledge they have of the subject and give them the background needed to make an informed decision or to respond favourably.
Finally, write in the same way as when you talk; in a friendly, conversational style. It is much easier to read than stiff formal prose.
Whether you are submitting a formal proposal or answering a quick email, make sure your writing reflects who you are and what you have to offer in the best way possible, making a solid impression. By using the tips above you will have the confidence knowing that the materials you distribute are the best they can be.
Your Writing Speaks How to Make a Good First Impression - To learn more about this author, visit Maja Rehou's Website.
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Have you ever received a resume with a typo or seen an ad with a misspelled word? What sort of impression did those errors make? Did you feel confident to hire the applicant or buy the product?
The first impression prospects and clients have of your business is the most critical. If that impression is a poor one, it could be the end of a potential lucrative business relationship. You don’t have to be a language expert to improve your prose. Below are a few quick tips to help you start writing with confidence.
Maintain a professional image
Would you go to a business meeting wearing track pants and a torn t-shirt? I would hazard a guess to say that you wouldn’t. So in the same way don’t distribute documents that are sloppy with typos and careless mistakes. Always make sure that your documents and marketing materials are concise and error free.
Never omit the most crucial step in writing. Proofread and copy edit all your documents and marketing materials. Remember your computer’s spell checker won’t pick out a word that is spelled correctly but misused. By keeping a dictionary by your work station or an online dictionary (www.m-w.com) in your internet favourites you can quickly access those words you’re not sure about.
Finding faults in formatting
Make sure that your document’s format is consistent. For example use the same font style and size throughout your document. Nothing can be more distracting to the reader than reading through a document and suddenly the font changes from 9 to 11 point or from Helvetica to Times New Roman.
Be active about style and tone
Avoid long sentences. Short sentences are easier to read. Anything beyond 20 words becomes difficult to understand and tires the reader. But keep in mind, if you don’t vary your sentence length, your writing will become choppy and won’t flow smoothly.
Write in a direct style using the active voice wherever possible. Don’t use industry jargon for a mainstream audience. By using simple language you will communicate much more effectively than by using big convoluted words. For example replace the word utilize with the word use or replace facilitate with help.
Don’t waste the reader’s time
Write concisely and to the point avoiding redundancies, run-on sentences and wordy phrases. They add little to the meaning or clarity. Here are some examples of wordy phrases:
Wordy Phrase Concise Substitute
simple and easy to use easy to use (Easy is simple.)
free gift gift (Have you ever paid for a gift?)
comes to a complete stop stops (You can’t partially stop.)
on an annual basis yearly
Also be specific in your writing. Don’t be vague or use puffed-up expressions to fill up space on the page. A succinct half page is much more effective than a fluffy full page that uses fancy phrases that may sound nice, but say nothing.
Know who the reader is and what you want to tell them
Make sure that the objective of your document is apparent. Do you want to persuade or inform the reader? Is your call to action clear? Stress benefits not features. Organize your material logically and in the way your reader thinks about the subject. Know what prior knowledge they have of the subject and give them the background needed to make an informed decision or to respond favourably.
Finally, write in the same way as when you talk; in a friendly, conversational style. It is much easier to read than stiff formal prose.
Whether you are submitting a formal proposal or answering a quick email, make sure your writing reflects who you are and what you have to offer in the best way possible, making a solid impression. By using the tips above you will have the confidence knowing that the materials you distribute are the best they can be.
Your Writing Speaks How to Make a Good First Impression - To learn more about this author, visit Maja Rehou's Website.
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Bernard ReberBack in late 1992, MS Access hit the streets. About that time the company I managed needed new software to handle their growing client base and I decided to try this new product. I had little difficulty writing and adapting a database to suit us and discovered a hidden talent for programming. A business was born. With business studies and 25 years of management experience in three different countries under my belt, I could offer a unique combination of skills and my customers agreed. From these humble beginnings my software 'invoiceit' emerged in 1999 and has since been taken to 49 states (hello Wyoming, won't you join us?), all across Canada and more than 70 other countries. From the very beginning the program included cashbook accounting, the simplest form of keeping financial business records. The Dictionary.com defines 'cashbook' as "A 'book' in which to record money received and paid out". For 'book' substitute 'simple software' and that's what I'm about. Now I have published Simple Accounting, an inexpensive spreadsheet solution which even you can master. For just $14.95 it costs less than a takeout meal! More at http://www.scrambled-card.com/simple_accounting_main.htm - Visit Bernard Reber's Website |
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George LudwigGeorge Ludwig is a recognized authority on sales strategy and peak performance psychology. An international speaker, trainer, and corporate consultant, he helps clients like Johnson & Johnson, Abbott Laboratories, Northwestern Mutual, CIGNA, and numerous others improve sales force effectiveness and performance. Though it's George's strategies and processes that help corporations increase productivity and performance, it's his tremendous energy and dynamism that spark the transformation. Again and again, clients remark on his amazing ability to unleash human capacity and inspire men and women to break out of their comfort zones. The result is a whole new type of salesperson. His customized presentations teach achievers to make stunning advances in their lives. From helping salespeople realize cherished dreams to helping corporations exponentially accelerate revenue streams, George Ludwig leaves audiences and individuals empowered, emboldened, and clamoring for more. George is the best-selling author of Power Selling: Seven Strategies for Cracking the Sales Code and Wise Moves: 60 Quick Tips to Improve Your Position in Life & Business. - Visit George Ludwig's Website |
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 Maja Rehou (Visit Maja's Website) Expert copywriter and marketing specialist, Maja Rehou is the founder of WordForce Communications, a full service communications firm specializing in providing small to medium sized enterprises with highly targeted and strategic content for all forms of written/web based communications. With an unparalleled knack for language and six years managing the marketing department of a well-established professional service firm, she knows how to create copy that gives her clients a competitive advantage. Rehou is also the Director of Communications for the Canadian Association of Women Executives and Entrepreneurs (CAWEE) and has been profiled in the Business Review. A published author in numerous magazines both online and off she also helps entrepreneurs and small business owners gain exposure and promote their services cost-effectively through the media. She is the business writing communications expert for Enterprise Toronto and offers workshops on technical writing and business development. If you want to increase your client base, generate real leads and boost sales, then join her e-zine -The Business Builder- at www.wordforce.ca .
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