If you are afraid to write, don’t be. If you think you’re got to string together big fancy words and highflying phrases, forget it. To write well, unless you aspire to be a professional poet or novelist, you need to get your ideas across simply and clearly. It’s not easy. But it is easier than you might imagine.
There are only three basic requirements:
First, you must want to write clearly. And I believe you really do, if you’re stayed this far with me. Second, you must be willing to work hard. Thinking means work and that’s what it takes to do anything well. Third, you must know and follow some basic guidelines. If, while you’re writing for charity, some lovely, dramatic or inspired phrases or sentences come to you, fine. Put them in. But then with cold, objective eyes and mind ask you “Do they detract from clarity?” If they do, grit your teeth and cut the frills.
Follow some basic guidelines I can’t give you a complete list of “do’s and don’ts” for every writing problem you’ll ever face. But I can give you some fundamental guidelines that cover the most common problems. Outline what you want to say I know that sounds grade-schools. But you can’t write clearly until before you start, you know where you will stop. Ironically, that’s even a problem in writing and outline (knowing the ending before you begin). So try this method: On 3” x 5” cards, write-one points to a card-all the points you need to make.
Divide the cards into piles-one pile for each group of points closely related to each other. (If you were describing an automobile, you’d put all the points about mileage in one pile, all the points about safety in another, and so on. Arrange your piles of points in a sequence. Which are most important and should be given first or saved for last? Which must you present before others in order to make the others understandable? Now, within each pile, do the same thing-arrange the points in logical, understandable order. There you have your outline, needing only an introduction and conclusion. This is a practical way to outline. It’s also flexible. You can add, delete or change the location of points easily.
Start Where Your Readers Are
How much do they know about the subject? Don’t write to a level higher than your readers’ knowledge of it. Caution: Forget that old- and wrong –advice about writing to a 12 year-old mentality. That’s insulting. But do remember that your prime purpose is to explain something, not prove that you’re smarter than your readers.
Avoid Jargon
Don’t use words, expressions, and phrases known only to people with specific knowledge or interests. Example: A scientist, using scientific jargon, wrote, “The biota exhibited a one hundred percent mortality response.” He could have written: “All the birds died.” Use Familiar Combination of Words Caution: By familiar combinations of words. I do not mean incorrect grammar. That can be unclear. Example: James’s mother says she wants to leave Monday. (Who is leaving? James or his mother?)
Stick to the Point
Your outline-which was more work in the beginning-now saves you work. Because now you can ask about any sentence you write: “Does it relate to a point in the outline? If it doesn’t, should I add it to the outline? If not, I’m getting off the track.” Then, full stream- on the main line. Be as Brief as Possible whatever you write, shortening condensing almost always make it tighter, straighter, and easier to read and understand. Condensing, as Reader’s Digest does it, is in large part artistry. But it involves techniques that anyone can learn and use. Present you points in logical ABC order: Here again, your outline should save you work because, if you did it right, your points already stand in logical ABC order- A makes B understandable, B makes C understandable and so on. To write in a straight line is to say something clearly in the fewest possible words.
Don’t waste words telling people what they already know: Notice how we edited this: “Have you ever wondered how banks rate you as a credit risk? Cut out excess evidence and unnecessary anecdotes: Usually, one fact or example (at most, two) will support a point. More just is labor it. Finally, to write more clearly by saying it in fewer words.
