Principles of Effective Written Communication

 Basic Principles of Effective Written Communication

Principle 1: Write coherent sentences 

Make sure each sentence is complete and devoted to one topic. Do not include information that is not related to the main topic of the sentence. 

Example: Incorrect: I like reading, horse riding, and I also work as a security guard. 

The sentence above is about one’s hobbies. Yet, the last part, “I also work as a security guard”, seems to be related to one’s occupation (and not hobbies). Therefore, this last part does not belong to this sentence. A new sentence should be created to discuss one’s occupation. 

Correct: I work as a security guard. In my spare time I like reading and horse riding. 

Principle 2: Write coherent paragraphs

One paragraph is one unit of thought. Do not include sentences that are not related to the main thought into the paragraph. 

Example: Incorrect: My hobbies are reading and horse riding. I like reading novels and science fiction. I read at least one book every month. Riding horses is another hobby that I enjoy. Every weekend I jump on my horse and steer it into the desert. The desert in Arizona is quite different from the desert in New Mexico.

The paragraph above discusses one’s hobbies. This is the main topic or theme of the paragraph. The last sentence (“The desert in Arizona is quite different from the desert in New Mexico”) deviates from this main topic. This sentence has to be removed from the paragraph.

Principle 3: Use short sentences 

Using short sentences makes it easier for the reader to understand the intended message. Every long sentence can be broken down into several short, simple sentences. 

Example: Incorrect: I like riding horses since horses are very energetic yet, at the same time, caring animals. 

While the sentence above is quite simple, it can be made even simpler and easier to understand by splitting it into shorter sentences. 

Correct: I like riding horses. They are very energetic animals. Horses are also very caring. 

Principle 4: Be specific 

If one mentions something in writing, the reader needs to know exactly what is being discussed. Otherwise, do not mention this at all. Being specific does not mean increasing the length of the writing by adding many details. It is more about using precise terms and being factual.

Principle 5: Omit redundant words

Delete words that do not convey any valuable information. It is very easy to “bury” the intended message in the clutter of words and expressions that are not necessary for transmitting the message. Declutter writing to reduce its length and make it easier for a reader to understand the message. 

Principle 6: Keep it simple 

If one wants to make his or her message easy to understand, then simple sentence structures and simple vocabulary should be used. 

Principle 7: Use active voice 

Use active voice to make the message simple and direct. 

Example: Incorrect: Active voice should be used in sentences. 

Correct: Use active voice in sentences. 

Note that the second sentence is shorter and has a simpler grammatical construction. 

Principle 8: Avoid jargon, idioms, acronyms, and cultural references 

Avoid jargon, idioms, acronyms, and cultural references to make the intended message easy to understand for a broader audience. In some situations, jargon, idioms, and cultural references can make the message easier to understand. They can also make the message more vivid and memorable. All this happens under the condition that the writer and his or her audience share a common professional, linguistic, and cultural background. 

Principle 9: Structure the writing 

Any written message should have a simple and clear logical structure. A wellstructured message has a “built-in” roadmap for the reader to follow. This roadmap has enough signs and clues that help a reader to travel from start (no understanding of writer’s ideas) to finish (complete understanding of the writer’s ideas). One should always put some thought into the structure of a paragraph or a report.

Principle 10: Put important things first 

The essence of the message should be stated upfront. The first part of the message should contain not only the main idea, but also a brief justification as to why the message is important. Clearly articulating the importance of the message can motivate the readers to understand and remember the message. All the details, clarifications and examples should follow the main message, not precede it. 

Principle 11: Avoid strong claims and hype 

Avoid strong claims and hype in formal writing. Any kind of extreme position is usually wrong by definition. Moreover, hype language may make the reader doubt whether the message can be trusted. Give the reader facts and let him or her decide whether this is “without any doubt the most effective solution.” 

Example: Incorrect: Customer Relationship Management (CRM) systems are, without any doubt, the most effective solution for improving customer service.

“Without any doubt” and “the most effective solutions” are very strong claims that need to be backed up by strong evidence. In the absence of such evidence, these claims should be removed from the sentence. 

Correct: Customer Relationship Management (CRM) systems can improve customer service. 

Principle 12: Be factual

 In order for writing to be effective in transmitting useful information, one needs to concentrate on facts. Try to separate facts from emotions and interpretations of those facts. 

Principle 13: Pay attention to spelling 

Spelling mistakes can lead to two problems. First, it makes a literate reader “stumble”: the reader pauses for a moment to register a misspelled word and figure out the correct spelling of the intended word. Second, spelling errors also make it less likely that the reader will take the written message seriously or remember it. Why should anyone pay attention to a message from someone who does not know correct spelling of the words he is using or simply does not care enough to proofread his or her text?  

Principle 14: Pay attention to grammar 

It is important to master some of the most important rules of grammar. These rules are useful conventions that aid in delivering a message. Violating these conventions may not constitute a fatal flaw, yet may seriously distort the intended message or simply distract the reader from understanding the intended message.

Principle 15: Use proper punctuation Proper punctuation divides the written message into meaningful parts or shows the relationships among those parts. This makes it easier for a reader to understand the message.

Like-  Correct usage of a comma, Correct usage of a semicolon. Emphasis in-text, Spacing

Principle 17: Use tables and figures to aid understanding 

Tables and Figures are very valuable for organizing and communicating data in a way that makes it easy for a reader to understand, analyze and interpret. Both tables and figures should be accompanied by text that introduces a table or a figure and provides analysis. Analysis should not duplicate the information provided by a table or a figure. For example, if a table lists annual sales data of a company for the last five years, it will be redundant to list those sales figures in a paragraph as well. Instead, the related paragraph should be used to provide some highlights, point to trends or patterns, and provide interpretations for those patterns.