Written communication is an important skill for anyone in business. In last month’s Training Tips, we provided ideas for planning your communication. This month, we’ll explore ways to ensure that your writing is clear.

The key to clear written communication is to focus on the reader. Ask yourself, what will make it easier for my reader to read and understand my message? Let’s look at three ways of enhancing clarity.

1. Plan your subject line
   The subject line of an e-mail, memo or letter helps your readers decide if the message is relevant to them. You are doing your readers a favor by being specific in your subject line.

   A good subject line contains a guide word and a content word. Examples of guide words are:

   • Request for …
   • Information about …
   • Notice of …
   • Warning of …
   • Agenda for …
   • Announcement of …

   Then the content word follows with a specific topic or subject, like this:

   • Request for Quote on Job #123
   • Notice of 11/30 Deadline for Benefit Re-Enrollment
   • Agenda for Team Meeting on 1/20

   A well-written subject line saves your readers time and energy. Use subject lines to your advantage by incorporating a guide word and a content word.
   
   

2. Watch your use of jargon
   Jargon is defined as specialized vocabulary for a particular company, industry or field. Though jargon can be a time-saver when all involved understand it, jargon often results in confusion instead of clarity.

   To combat this, first know your reader. Then, based on this knowledge, decide whether to avoid the jargon altogether, define the jargon the first time you use it, or use it with no definition. When in doubt, define the jargon the first time you use it in a document.
   
   

3. Take advantage of formatting
   Formatting is the arrangement or layout of your document. The more pleasing the arrangement, the more likely your reader is to actually read your document. Consider these formatting elements:
   • White space: This is the space around and between your text. Increase your white space to enhance the readability of your document. In e-mail communication, readability is increased when the message is kept to a single screen.
   • Headings: Headings aid the reader. Make them descriptive of your content, for example, “Project Schedule” or “Next Steps.”
   • Lists: Consider ordering elements chronologically, alphabetically or by importance (to the customer-reader). Lists can be numbered or bulleted. Use only standard bullets when communicating between e-mail systems.
   • Boldface/italics/underline: Use to add emphasis, but use sparingly.
   • Color: Use to add emphasis and increase readability. Consider whether this is an internal or an external customer when deciding on value of color vs. cost.
   • Tables, charts and graphs: A picture is worth a thousand words. Use tables, charts and graphs to your advantage, but keep them simple.

     When you write that next communication piece, ensure clarity by creating an effective subject line, monitoring your jargon, and using formatting to help your reader.