18 Nov 2020

5 Rules of Written Communication Every Professional Should Know

No matter the field of business you are in, written communication is important in every aspect of your business. You need to be able to be flexible with the way that you speak to others in order to get your point across. The way you write to others will have a lot to say about your professionalism and manners.

If you’re looking to improve the way you write, there are quite a few tips you can follow to make your writing more professional. In order to help you achieve that, here are some of the best rules of written communication that every professional should know. 

1. Think before you write anything

The very first thing you need to always do before you start to write anything is to think about what you want to write. Taking some time to gather your thoughts and plan your response is always a good idea. Not only will you be able to write with more ease, but you will also make fewer mistakes while writing. Thinking before you put your words into paper is an essential step to follow for any type of written content you want to create.

Another reason why this is important is that it will help you learn how to respond to each situation. By thinking before you write, you will be able to comprehend the content of each message better. This way, you will be able to avoid simple comprehension mistakes and respond correctly to everything you are asked. The communication between you and the people you come in contact with is easily and effortlessly going to improve.

2. Keep it simple

Another rule to keep in mind is to keep your written content simple and effortless. The more you complicate things, the more mistakes you are likely to make. In addition, the more you might confuse the person reading your message. Keeping your writing style simple will allow you to be straight forward and leave no space for misunderstandings.

In other words, keeping your writing simple can improve with a few tips you can follow. The most effective one is to try and keep the size of the text relatively small. Try to explain what you need in just a few sentences. This will help you find a much simpler way to express exactly what is on your mind but in far fewer words. Therefore, your text will be simpler to go through and less complicated. 

3. Use the right proofreading tools

A great way through which you can improve your writing is through using the right proofreading and editing tools. Small grammar and spelling mistakes always happen even if you are sure you read everything through. Even the smallest spelling errors can make everything you say appear less professional. 

This is exactly why you need to correct them before sending out your message. The good news is that this issue is very simple to correct. Some of the top writers in the industry recommend a variety of online editing and proofreading tools and services. Tools such as Grammarly, TopEssayWriting, and Hemmingway Editor can help you tackle these issues. No matter who you are communicating with, the right proofreading tools will always help you appear professional.

4. Don’t use very complicated words

Using complex vocabulary and phrases is not a good option for every conversation. There are times when you will converse with customers, and you need to be able to communicate effectively. Using terminology that is too particular can confuse most people. As a result, they will not be able to understand you right away, and this can create communication problems for both sides.

When the situation demands it, you need to be flexible enough to respond to any kind of customer or business message. Complicated words might sound more professional but should be reserved for particular situations. When working remotely, in most cases, you will have to easily communicate with your team and customers. Using certain terminology can hinder that communication.

5. Read it again before sending it

Last but not least, it is important to read anything you write before sharing it with others. This important rule can, first of all, help you avoid making unnecessary mistakes. Along with that, it can allow you to see if you have added all the information you need before sending out your message. Most of the time, people forget to add important information and only remember after sending the message.

This could have easily been avoided if the sender took the time to read the message one last time. While this might be time-consuming and tiring, it can help you avoid uncomfortable situations. It is also a good idea to always double-check who you are sending the message to. You want to avoid mix-ups as much as possible, especially when working remotely.

Learning how to write like a professional

Responding to business messages and emails like a professional writer will not happen overnight. You will need to practice and learn how to use the right tools in order to make them as polished as possible. At the end of the day, your company’s image will depend on how you represent it. Making sure you stay professional and polite will work wonders for its reputation.

Which of these tips do you personally follow in order to polish your written communication?

Author’s bio. Daniela McVicker is an editor for Alltopreviews. She has a master’s degree in English Literature, and she is truly passionate about learning foreign languages and teaching. Daniela works with the students helping them to reveal the writing talent and find one true calling.

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