If you can think clearly, you can write clearly. Effective writing is neither an inborn skill nor a mysterious process. In fact, it’s like learning to ski (or drive a stick shift or prune a rosebush): first someone teaches you the basics, then you practice, and finally it becomes second nature.

How well do you know the basics? Look at each pair below and decide which is better:

A

1. Plan your writing first.

2. Revise as you go.  

3. Organize your message using common patterns.

4. Dear Lisa,                            

5. “The abundant and ongoing utilization of the electronic mail system for messages of a non-work nature has eventuated in significant non-productive expenditures to the tune of half a million dollars.

B

Just jump in and start writing!

Get it on paper – revising can wait.

Formulas for organization are too predictable: always be original.

Dear Ms. Carter:

 “Personal emails sent during work hours cost the company $500,000 in lost productivity.”

Answers:

1. A – Plan your writing first.

2. B – Get it on paper – Revising can wait.

Writing is not an all-at-once task. In fact, the actual writing is just one of the steps – and a fairly quick one. The trick is not to combine writing with any other step: Do not write until you have prepared, and do not revise until you have written.

3. A – Organize your message using common patterns.

The goal of your business writing is not to show off what you know or be as creative as possible; your goal is to clearly communicate a message to your audience. Patterns of organization (such as Cause – Effect, Sequence, or Hierarchy) make it easier for you to write and easier for your audience to understand.

4. It depends!

Two guidelines will help you decide: (1) Use a comma for personal letters, and a colon for business letters. (2) Use first name in writing if you would use first name in speaking (that is, you know the person well); use title and last name if the person is prominent, significantly older than you, unknown to you, or considerably higher than you in a business hierarchy.

5. B – Be concise.

How? Choose an important, specific subject and match it to an active, specific verb – do this, and you’re halfway to good writing.