Writing for Professional Impact

Written communication is permanent and lacks the context of tone and body language. Learning to write clearly and effectively is essential for professional success.

Email Best Practices:

• Clear Subject Lines: Be specific: 'Project X Timeline Question' not 'Quick question'
• Front-Load Important Information: Put your main point or request in the first paragraph
• Use Short Paragraphs: Keep paragraphs to 2-3 sentences for easy scanning
• Be Concise: Respect your reader's time by getting to the point
• Professional Tone: Avoid overly casual language, emojis, or slang in professional settings
• Proofread: Always review before sending. Typos undermine your credibility

Structure for Clarity:

• Purpose Statement: Start with why you're writing
• Context: Provide necessary background briefly
• Details: Include relevant information using bullet points when helpful
• Clear Call to Action: State exactly what you need: 'Please approve by Friday' not 'Let me know your thoughts'

Adapting Your Writing Style:

Consider your audience:

• To Executives: Be brief, focus on outcomes and decisions needed
• To Colleagues: Provide context and collaborative tone
• To Clients: Be professional, avoid jargon, focus on their needs
• To Direct Reports: Be clear about expectations and deadlines

Common Mistakes to Avoid:

• Writing in all caps (appears as shouting)
• Using Reply All unnecessarily
• Sending emails when emotional – wait and revise
• Burying important information in the middle or end
• Forgetting attachments you reference