Write with care
- Work slowly and carefully to reduce opportunity for errors.
- Avoid distractions that will impair concentration.
- Work only when alert, in a quiet environment.
- Allow yourself enough time to compose and edit your document, especially if you are on a deadline.
Begin with a rough draft
- Outline your initial ideas in point form before you begin.
- Decide whether your message is best delivered in a letter, memo, proposal or report. Create a rough draft.
- Review the draft and rearrange paragraphs as needed.
- Insert any missed ideas.
- Refine your structure and wording to achieve clarity and maximize impact.
Organize your material for impact
- Determine the essence of the document's intended meaning.
- Capture the reader's attention early by placing important ideas up front.
- Maintain readers' interest by referring back to the central theme throughout.
- Ensure that each paragraph has an introductory statement, supporting points and a conclusion.
- Consider the use of graphs, graphics or charts to add interest and visually support your points.
- Conclude with a call to action, or with a set of next steps to be accomplished and by whom.
Use words economically
- Use a variety of different words for interest and to avoid repetition.
- Leave out jargon that may be unfamiliar to readers.
- Use words that come easily and naturally to you.
- Avoid the temptation to add extra words in an effort to sound articulate.
- Employ words effectively but sparingly for better comprehension.
Look for opportunities to omit unnecessary words. - Remember that busy professionals rarely have time to read excessively long documents.
Check your grammar
- Incorrect grammar can detract from the professionalism and credibility of your document.
- Refer to a good stylebook for a complete discussion of proper punctuation and grammar. Ask at bookstores or libraries for recommended stylebooks to suit your needs.
Choose the right type styles
- Employ type styles properly to reinforce communication and improve legibility.
- Choose different type styles only to distinguish between different elements of your document : body text, headlines, captions, titles, subheads, etc.
- If your organization has standard typefaces for documents, be sure to use these.
Review content for accuracy
- Make sure all information you have provided is accurate and up to date. Verify any numerical references, including math in graphs or tables.
- Check that individuals mentioned by last name were previously introduced.
- If the text describes a stepped process, make sure that all steps are listed.
- Ensure that you are not violating any copyright laws when citing outside sources.
Proofread!
- Do not rely solely on your computer's spell-check or grammar-check functions to catch errors.
- Take the time to carefully reread your document for misplaced words or incorrect usage.
- Have someone else read the document for you to catch any errors you may have missed.
Select the right presentation
- Ensure all letters are properly formatted to fit letterhead.
Staple or clip multiple-paged documents together once in the upper left corner. - If you must photocopy documents, ensure that your machine yields high quality, legible copies. Consider outsourcing high-volumes of multiple-paged documents to a copy store.
- Place large documents in binders or have them spiral bound.
Deliver the finished product
- Determine whether the document should be emailed, mailed, sent by courier or distributed through an internal mail system.
- Allow enough time for your audience to receive, read and respond to time-sensitive documents.
- If your document is designed to accompany an oral presentation, ensure there are enough copies for everyone attending.