Despite the proliferation and digitalisation of communication tools at work, it is still very important to have good written communications.

Here are some practical tips to achieve this:

1- Tailor your message to your audience and the type of document

Who are you talking to? Depending on the audience, you won’t use the same vocabulary (watch out for jargon) or the same tone.

An email isn’t written in the same way as a contract or a report. You must therefore make sure that the style is in keeping with the type of document requested. Do not hesitate to draw on practical examples to make your point more compelling.

2- Be clear and precise

• Use precise language, write short sentences and do not stray from the point: stick to a clear line of thought. Remove anything that is unnecessary and that could dilute the core of your message.

• Add subheadings to clarify what is being discussed in each section. Make sure your paragraphs aren’t too long. Ideally, each paragraph should contain a big idea, explained if necessary by an argument or an example. When you move on to a new idea, start a new paragraph.

• If the reader is expected to respond with some action, make sure that this is clearly explained.

3- Use action verbs

As much as possible, avoid the passive form. Here is an example of a passive form: The meeting I attended this morning was constructive. In active mode, the sentence becomes: I attended a constructive meeting this morning. Avoid the verbs to have and to be, and choose action verbs that are stronger and more precise.

4- Write a good title

The title, whether it’s an email or an 80-page report, is your first contact with your readers. It’s a way to grab their attention and get them to read the rest of your message. Once again, action verbs are very useful in this regard. Also feel free to ask questions to engage your readers.

5 – Key step: proofreading

Regardless of the document you have just written, do not fail to proofread it. Indeed, it’s easy for a typo, careless mistake, grammatical agreement or spelling error to slip into your message. Read the text aloud to spot any problems with the structure and remove the text concerned.