Writing is an essential part of any type of profession or business. Human beings regularly use various mediums of communication - to exchange information every day. However, if there is any ambiguity in the conveyed message – it could result in a misunderstanding between the two concerned people or parties. Hence, we present some basic tips for minimizing any misunderstanding in written communication. These tips include the following:
1. Considering the Accepted Style
If you are communicating with a person professionally, you should always be aware of their acceptable style. This implies that if the receiving person belongs to a country different from your native land – then you should know that what format is used in the receiver’s country. This customization from your side – would actually help build trust between the two parties.
2. Keeping it Brief
Many a times, when we write too much – it tends to confuse the reader. The implied message gets lost within the wordiness. Hence, professional writers suggest keeping the written communication till eight lines only. They further suggest keeping less than twenty words in a sentence.
3. Including relative Pronouns
While writing your message, ensure not to repeat too much. For avoiding redundancy, it is suggested to use relevant pronouns to refer to a sentence or a word. These pronouns include: which, that, who etc.
4. Keeping away from contractions
In spoken communication, people often use contractions like ‘don’t’ ‘can’t’ ‘they’re’ etc. However, in written (and particularly professional) communication, it is not at all allowed to use contractions. Hence, you should always use full forms of words like ‘do not’ ‘cannot’ ‘they are’ etc.
5. Shunning Idiomatic Phrases
Idioms comprise of ambiguous meanings in them. They appear to refer to something else, whereas they mean something totally different. For instance, ‘once in a blue moon’ etc. Hence, it is always recommended that idiomatic phrases should not be included in written communication. It would help avoid confusions.
6. Evading Slang
People often use casual language (or slang) in every day spoken conversations. However, it should not be a part of written communication – as it sounds highly unprofessional.
7. Staying Away from Internet Abbreviations
Professionals suggest that it always gives a good impression to give complete forms of abbreviations. This is because - there might be a reader/receiver who is not aware of what the abbreviation stands for.
8. Using Action-Specific Verbs
Utilization of verbs which give crystal clear meaning is essential. For instance, ‘getting a car’ can have numerous interpretations regarding the requested action. However, ‘purchasing a car’ has a single direct meaning. Thus, such similar direct and to-the-point verbs should be incorporated.
9. Spelling out the Month
While mentioning date on a document, put the month in words – rather than numerical – as it can create confusion. For instance, instead of writing the date as 17-3-2017, you should spell out the month like this: 17 March 2017.
10. Using Metric System
If your writing involves any units of measurements, then it is suggested to use the international metric system units preferably.
Writer of the article is Ellie Malan, who is an English teacher by profession and writer at Cheap Essay Writing Service. She writes for educational magazines and makes valuable contributions.