Clear business writing: reports, proposals and emails that get read
Lead with the point, write for a busy reader, and cut what does not help them decide.
Business readers are busy. They read the top, decide whether to keep going, and act. Write for that reader.
Lead with the point
Put your conclusion or request first: in the subject line, the first sentence, and the first page of a report. Background comes after.
Structure reports for skimming
- An executive summary of half a page that someone could act on alone.
- Headings that say something: "Costs rise 12% in 2027", not "Costs".
- Short paragraphs, one idea each.
- Tables for comparisons, rather than long paragraphs of figures.
Plain English
| Instead of | Try |
|---|---|
| utilise | use |
| facilitate | help |
| in the event that | if |
| at this moment in time | now |
| going forward | from now on, or delete it |
Proposals and tenders
- Answer the question asked, in the order it was asked, using the buyer's headings.
- Show evidence: numbers, case studies, named results.
- Stay within word limits; going over can lose marks or disqualify a bid.
- Be consistent in the company name, product names and terms throughout.
Before you send
Read it once as the recipient. Is it clear what you want them to do, and by when?
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