Business Writing Tips

Collected from various sources over a lifetime, these tips will help you write clearly and avoid misunderstandings:

Use present tense.
Avoid words ending in -ing, -ly (e.g., really), or -y (e.g., very).
Avoid words with a “z” (e.g., utilize).
Do not use contractions.
Frame points positively.
Avoid hedging language like “possibly,” “perhaps,” or “could.”
Be assertive. For example, say, “I need your reaction to the new product recommendations,” instead of, “I want to meet with you to discuss recommendations.”

Phrase requests declaratively: “Please provide …” instead of “Can you provide …?”
Use simple, direct sentences (subject-verb-object).
Minimize personal pronouns (e.g., he, she); if used, replace with “they.”
Refer to the reader more than to yourself. Aim for a high You-to-I ratio.
Limit paragraphs to five lines. Readers often skim the beginning and end of paragraphs, sentences, and sections.
Focus on the first and last paragraphs, then refine the beginnings and endings of each paragraph, working toward the middle.

Keep lists to 5–9 items.
Keep bullet points concise (about 7 words).
Use bulleted, instead of numbered, lists unless there is a reason for the sequence.
Be cautious with “this”—replace it with a specific reference when needed.
Use flush left and ragged right margins; avoid centering text or right-aligning it.
Eliminate jargon and buzzwords.

Prefer short, clear words over longer, complex ones. For example:

Replace long phrases with concise alternatives:

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