PLAIN LANGUAGE

These days, getting the job done in a business often involves using email. It’s fast, cheap, and convenient. Email is especially suited to quick answers to short questions via business writing. At times, though, nothing works as well as conversation or paper.

Use email (using plain language in business communication) to…

•            Leave a written trail.

•            Contact large numbers of business people or hard-to-reach ones.

•            Avoid dealing directly with difficult business people or “talkers.”

•            Deliver as attachments long or highly formatted documents.

•            Cover business details too complicated for oral delivery.

Phone or meet to…

•            Debate, negotiate, brainstorm—whatever needs give and take.

•            Make progress after two or three emails haven’t.

•            Deliver bad news or other message that’s easily misinterpreted.

•            Lance an attitude that develops in the other person’s email.

•            Give an answer that would take too long to write out.

•            Communicate anything private and reduce legal risk.

•            Reach the person in the next cubicle.

•            Hear the other person’s voice.

Use paper to…

•            Cover large topics.

•            Send formal invitations.

•            Introduce yourself formally.

•            Say a special thank you.

•            Express condolences.

•            Do fundraising.

As these lists suggest, choosing the right medium isn’t an isolated decision. It involves analyzing purpose and audience, the next topic.

Irrespective of the medium you choose, focusing on business writing using plain language principles will enable you to get your message across quickly and effectively.

Please feel free to leave a comment or request topics that you would like us to post in our next blog.

To learn about our Plain Language Training, please contact us at 800.636.3060.