TODAY'S MESSAGE

Your Written Word Is a Reflection of You

by Lynn Giuliani

Good writing makes for better business and improved communication. In today’s busy world you have limited time to read. Writing precisely and effectively becomes more and more important. You have two goals, not only to communicate information to others but to create a favorable impression of yourself. Writing requires hard work. It can be a slow process but well worth the investment of time.

Here are a couple of tips:

• When you write something even a short letter, fax or memo, print it out. Read it thoroughly and then put it aside for a while. Come back later for a second reflection. Do some editing or make some changes and then send it out.

• The same holds true if you seem to get stuck on trying to convey your message. By taking a break and giving yourself a little bit of time to think about it you can usually come back stronger and more concisely at a later time.

• Use familiar words and phrases. Make your letter or correspondence easy to read and understand. Write in short sentences and brief paragraphs. Use words that are familiar to the reader. In today’s fast and hectic world, most of us don’t have the time or inclination to pull out a dictionary to look up the meaning of a word we are not familiar with. Keep a dictionary and thesaurus at your fingertips for proper spelling however use words that are familiar to you and your reader.

• Write in a conversational style. Writing isn’t much more than putting the spoken word down on paper.

• Before you start writing ask yourself this question “What is the most important piece of information I want the reader to know?” Then, get to the important points quickly. State the purpose of your letter, memo or report in the first sentence of the first paragraph. You will capture the reader’s attention right away.

• Short sentences are easier to read. Present your thoughts and ideas to your reader in short bursts and keep the length of your sentences no more than 15 – 20 words.

• Tie your thoughts together. Make your writing clear, concise and to the point.

• Add variety to your letters, memos and reports with charts, graphs, illustrations or pictures. We are a visual society. The more the correspondence is appealing to look at the more likely it is to be read.

• If you are going to use initials for an abbreviation be sure to first write out the name or word in full before you refer to it in an abbreviation.

• The more white space the better! Make your correspondence visually appealing.

• Run your spell checker and grammar checker before you print the final version of your document. With today’s powerful word processing programs there’s no excuse for misspelled words or typographical mistakes. They make you look sloppy and are a poor reflection of you. There is no substitute for re-reading everything before you present it.

• Have another pair of eyes read your documents. Sometimes we become blind to spelling, punctuation, or grammatical errors. Another pair of eyes ensures professionalism.

• Always read your correspondence aloud. What sounds good usually reads that way. Check for smoothness of your writing by reading it out loud.

• When you need to send a long document write a one page cover letter that summarizes the information in the lengthy document in addition to sending all the information.

• Now that you’ve made the effort to do it right, make sure your letters are opened! Always type your return address directly on the envelope. Do not use labels.

• Hand address letters whenever possible. They will be seen as personal rather then commercial.

• Use large colorful commemorative stamps. It makes them look more interesting.

• Personalize your correspondence. Incorporate the reader’s name in your text for added attention.

• Stress the benefit to the person and answer the question “What’s in it for them?” Use phrases such as “you will benefit by” or “you will receive…”

• Try to eliminate the word “I” from your letters. The letters should be about them, their benefit, not referencing you.

• Indent your paragraphs. They are easier to read that way. And skip a line between paragraphs.

• Use a ragged right margin. A justified right margin makes your letters look like they were mass produced.  Use a type face of at least 12 points in size, this improves readability.

• Keep your letters short and concise and no more then one page in length if possible. Short and sweet is more likely to be read then lengthy.

• At the end of the letter indicate that you will be doing something that initiates further action such as…Example: “I’ll be calling you within a few days to get your thoughts on this.”

• Always hand sign your letters.

• Remember these three magic phrases: “Thank you”, “Congratulations” and “Thinking of you”. You letter is an extension of you. Convey a message that is genuine.

Here’s wishing you success in communication.

Lynn Giuliani

www.progressionsinc.net

Call Lynn at 360 319-6776 or email her at lynn@progressionsinc.net

She will gladly help you with your sales success through individual sales coaching, classroom training or custom designed programs.

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* Featured Book of the Month*

 

*Featured Book *

Lovemarks: The Future Beyond Brands
by Kevin Roberts (Author)

Praise for the Book

From Publishers Weekly
Roberts, the New York-based CEO Worldwide of Saatchi & Saatchi, believes that his Love brand will change businesses, and this boldly designed volume showcases his argument that through Love, business will connect more deeply with consumers. "I was born an optimist," Roberts begins. "I always looked for opportunities where others faced up to threats or weaknesses. I believed if you were going through hell the only option was to keep going!" And that sentiment runs throughout his book, which weaves his personal history with his brand-making philosophy. While the layout is eye-catching, the text often reads like advertisement pull-outs: e.g. "the power of the edge is one of today’s most compelling ideas" and "to be out front can be lonely and uncomfortable, but remember, the lead husky gets the best view." In the end, it’s ad-folk who will glean most from this volume.
Copyright © Reed Business Information, a division of Reed Elsevier Inc. All rights reserved.

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TODAY'S ACTION PLAN

Proof all your written work looking at it from your recipient's point of view. Leave a positive lasting impression.

 

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