Writing Correspondence That Attracts Readers

It’s a problem only if you don’t know how to solve it!

One of the tribulations faced by managers and owners of businesses and all others who write notices, memos, emails, protocols, and various other documents that are of vital importance for employees is that, all too often, they are not read or they are not read carefully. Whether it is a dress code memo or a notice about a new operating system, writing it and putting it out there does not guarantee that it will register with its intended audience.

Before you can solve this serious problem, you have to understand its causes. Why is it that business documents are not always read carefully? Sometimes a written communication is glanced at and pushed aside because employees are busy with what they consider to be more pressing responsibilities. Hopefully, it will be read at a later point. At other times, documents are poorly written or confusing or do not get to the point quickly enough to maintain the interest of the reader. At other times, the main point of a correspondence is as clear as the light of day—if the person reading it remembers a previous correspondence that it refers to.

And then, all too often, the document in question is just plain boring. It might be important, but, if it is tedious reading, it will not be read. Or, it will be skimmed, and not read carefully.

What’s the solution? First of all, write less to mean more. Leave out unnecessary information and details. Of course, on the other hand, if you are referring to a previous memo or plan, provide a way to remind the reader of what that previous correspondence was about. In addition, it is important to get to the point in the title or in the first line of the correspondence, and then explain it simply. A little bit of humor or color definitely won’t hurt. Just as an advertisement needs to hook the consumer from the beginning, your email, memo, or other correspondence has to interest your readers from the first line.

Another problem is poorly written copy. That will turn off some readers. Let’s face it—if the reader cannot make heads or tails out of what you have written, why is he or she going to try? If your writing contains spelling, usage, and punctuation errors which confuse the issue, you are going to lose your audience.

So…before you write, collect your thoughts, use simple, clear language, and try to throw in a little comic spice. And, remember to proofread your copy. Try to eliminate all of those errors that detract from your message.

A professional business editing service, such as Proof-Reading.com, can eliminate errors and revise your copy so that it is clear and sparkling. That is the kind of correspondence that attracts readers.