Write in Plain Terms: Avoid Canned Expressions

Writing for business requires lots of skills and practice. It’s a fast-paced world, and business executives have everything to spare, but time.  Everyone that would write for business should be plain-spoken and avoid expressions that have been overused within the business sphere. They are commonly described as bizspeak.  Here are some of them and the preferred alternatives.

NOT THESE: BUT THESE:
at your earliest convenience as soon as you can
In light of the fact that because
We are in receipt of we’ve received
as per our telephone conversation earlier today as we discussed this morning
Pursuant to your instructions, I met with the David Phelps today regarding the above-mentioned as you asked, I met with David Phelps today.
Please be advised that the deadline for the above-mentioned transaction is Monday, April 2, 2021. The deadline is April 2, 2021.
Thank you for your courtesy and cooperation regarding this matter. Thank you
Thank you in advance for your courtesy and cooperation in this regard. Please do not hesitate to contact me if you have any questions concerning this request. Thank you. If you have any questions, please call.

These expressions may be readily available shorthand for business letters and emails; however, using them suggests to readers that you’re on autopilot, thoughtlessly using canned expressions that people have heard time after time. When you write, endeavour to write like a person, and not a corporation. The goal is to communicate your idea to your audience, not to impress them with your ability to use overused business terms.

Writing in plain terms increases the readability of your text. Bryan Garner, a foremost American lawyer and lexicographer describes writing plainly as “the ability to express ideas as strait-forwardly as you can without sacrificing meaning or tone”. Expressing your ideas directly when you write, will help you connect with your audience and increase the readability of your texts.

Three Factors of Effective Communication

Communicating is not just about sharing information; it is about getting through to your audience. Whether you are communicating online or in a face-to-face situation, the following factors are fundamental to reaching your audience, whether they are potential clients in the business world, or a group of professors from Harvard.

Motivation: the first and the most important of these factors is your underlying intent of communicating. What is the objective of your communication? Understanding what you want to achieve with your communication goes a long way in helping you to design an effective communication be it a one-to-one or a group communication. This factor feeds into other variables such as the channel of communication and the level of formality that is created during the communication process.

Content: the second factor deals with what you have to say. How prepared are you? Do you have facts and data to support your ‘argument’? Making sure that what you have to say are supported with facts and data, and not just mere opinions and assumptions would help you persuade your audience and achieve your objectives.

Presentation: the third factor has to do with how you deliver your message. What is your demeanour? Do you have the right body language? Research has shown that more than 70% of communication is nonverbal. With this in mind, it is important to make eye contact and gesticulate appropriately as we communicate. Avoiding eye contact with your audience may be construed as timidity, or they may take it that you are lying or not sure of yourself. You must endeavour to pace intentionally; your movement on the stage must corroborate what you are saying. Moving up and down arbitrarily can be a huge distraction.

Communication is the life of every human endeavour. It is the fluid that lubricates professional and interpersonal relationships among men and women.