Crib Sheet of All Guidelines for Business Writing
1. Use an orderly writing process
2. Spill the beans at the beginning
3. End with next steps, stated with emphasis
- 3.1 Use periodic sentences, sentences which delay the main
idea until the end of the sentence
3.2 Use concrete, active-voice verbs, as described below
3.3 Shorten sentences or, at least, shorten main clauses
3.4 Use parallelism for a series of like ideas
3.5 Put minor ideas in modifiers and main ideas in main clauses
3.6 Use precise words, words your reader can easily connect with
- 5.1 Write clear topic sentences
- 5.2 Paragraphs are graphical elements
- 5.2.1 Beware of one-sentence paragraphs
5.2.2 Beware of overlong paragraphs
- 5.2 Paragraphs are graphical elements
- 6.1 Organize negative information
carefully
- 6.1.1 Start by showing careful consideration
- 6.1.2 Give reasons
- 6.1.3 Say "no" if you must
- 6.1.4 Give the reader an alternative
- 6.1.2 Give reasons
- 6.2 Say what is, not what isn't
6.3 Remove hostile words
6.4 Avoid telling your reader what he or she thinks
6.5 State the facts forcefully but be cautious about interpretation
6.6 See quotation marks as red flags
6.7 Write to the TO: line, not to the copy list- 6.8 Write full sentences when tone is an issue
- 6.1.1 Start by showing careful consideration
7. Vary your sentence length and structure
- 7.1 Keep sentences under about
thirty words, three lines or so.
- 7.2 Join and subordinate choppy ideas.
- 7.3 Tighten loose sentences.
- 7.4 Place modifiers carefully
- 7.5 Prefer standard sentence order
- 7.2 Join and subordinate choppy ideas.
8. Use parallel structure for like ideas
8.1 When writing a lengthy series of similar ideas, use outline or bullet format, but do so only if the ideas fall naturally into parallel structure
8.2 Do not force unlike ideas into a structure that shows likeness
8.3 See repetitions of wording as clues about your ideas
8.4 If you can make things perfectly parallel, look for efficiencies such as tables, graphics, or ellipses
8.5 In a pairing or series of elements mismatched in length, try to put the shortest first and the longest last
8.6 Make sure that bullet points are in parallel form and parallel logic, even in Powerpoint presentations
9. Use the most precise vocabulary possible
- 9.1 Prefer the shorter, more widely
known word
9.2 Reduce three clues to vagueness- 9.2.1 Intensifiers like very
9.2.2 Qualifiers like somewhat
9.2.3 Not
- 9.3 Beware of vague connecting words and phrases
- 9.4 Reduce "the (noun) of" phrases to phrases with verbs
9.5 Distinguish between buzz words and technical language- 9.6 Avoid certain well-known vague nouns and verbs
- 9.7 Make it simple
- 9.2.1 Intensifiers like very
10. Be concise
- 10.1 Start with the idea of greatest
importance to the reader
10.2 Reduce your statements to those only of interest to the reader
10.3 Reduce metadiscourse
10.4 Reduce redundancy
10.5 Reduce traditional wordy phrases
10.6 Reduce wordy adverbial phrases
10.7 Go on a which hunt
10.8 Collapse plodding explanations
11. Use concrete active-voice verbs
- 11.1 Reduce being verbs
- 11.1.1 Wordy transitions
- 11.1.2 He-is-a-man-who phrases
- 11.2 Reduce phrases in which it or there is hooked to the verb to be
- 11.2.1 Wordy hedges
- 11.2.2 Expletives of necessity
- 11.3 Reduce general-action verbs
11.4 Reduce passive-voice verbs
- 11.1.1 Wordy transitions
12. Reduce clutter
- 12.1 Avoid sign language in sentences; write words
12.2 Avoid telegraphic style
12.3 Write complete sentences, unless you are using outline or bullet format
12.4 Reduce your use of parentheses
- 13.1 Reference: Punctuation
- 13.2 Reference: Grammar
- 13.3 The most common problems
- 13.3.1 Prefer singular agreement
for collective nouns
- 13.3.2 Make sure that they points to a stated plural noun
- 13.3.3 Beware of certain plurals that do not end in 's'
- 13.3.4 Use a colon only after a completed idea.
- 13.3.5 Spell out numbers one to ten
- 13.3.6 Limit your use of the -self words
- 13.3.7 Use a hyphen to join together compound adjectives
- 13.3.8 Use standard comma rules
- 13.3.9 Use punctuation appropriately in relation to quotation marks
- 13.3.2 Make sure that they points to a stated plural noun
- 13.4 Glossary of grammatical terms
- 13.2 Reference: Grammar
