Innate talent counts, of course, but there is another, more important factor: Putting the time and effort into consistent learning and practice. The writers we admire most have typically invested thousands of hours honing their craft and refining their voices.

Let’s face it—some people are born with superior language skills and get early exposure to literacy that enables them to use their inborn capacities to their advantage. These people might become the glittering literati of their generation. Yet even they put hundreds of hours into developing their craft before they gain the limelight. If they write at work, their reports are the ones that get kudos from top management, while other docs languish in the “unread” pile.

What about those of us who may not write the great American novel or even the great American email? The good news is that writing isn’t an all-or-nothing game. Each of us can improve our communication abilities, regardless of where we start. The question isn’t whether you can become the next Hemingway, but rather how much you can make the most of the talent you have through training and preparation.

Of course, no law says that you have to become a better writer. If you decide that putting in the hours to become your best writing self is not worth the effort, that’s your choice. However, if you are not improving your skills, you are losing ground. You might have to resign yourself to a lifetime of emails and phone calls asking you, “What did you mean?” or saying, “I didn’t understand what you wrote.” Or prepare to be ignored. The price of poor writing is a painful one.

Great athletes put in thousands of practice hours before TV commentators call them “naturals.” When you persevere in the effort to be a better business writer, you, too, can feel like “a natural.” By sharpening your skills, you will gain these advantages at work:

• People will be happy to hear from you.
• People will understand you the first time they read your words.
• People will be more likely to agree with your proposals.
• You are more likely to be promoted to ever more significant positions of responsibility.

If you decide to invest in superior writing, many resources are available to you — books, classes, blogs, apps, AI algorithms. You simply need to open the treasure box of tools to take the next step in your writing journey. Good luck!

​

Did someone send this Writamin to you? Sign up here.

Did you miss last month’s Writamin on The Human Advantage: Improving Business Writing in the Age of AI? See it here.​

To read my recent Inc.com columns:

​This Strategy Helps Humanize Your AI-Generated Content​

​Include a Call to Action to Get the Results You Need​

​4 Ways to Tame the Email Tsunami in 2025​

​3 Essential Writing Tasks that AI-Assisted Writing Programs Cannot Do For You​

Read my article in Harvard Business Review about how to move your business writing from “average” to “great” by using the Three P’s.

The post Why Are Some People Better Business Writers Than Others? appeared first on Worktalk.

— E.B. White

It can be tempting to use hedge words like just, very, seemingly, and their ilk. Sometimes, we use these words because we fear being too bold or appearing too certain; we want to acknowledge the room for disagreement or more information on a topic. In other cases, we are unsure whether our message is valuable, so we offer it noncommittally in case others shoot it down.

In both cases, avoiding hedge words will add strength to your message.

If you are afraid of making a point too boldly, remember that there is always a chance that people will disagree with you; however, if you make your point using fuzzy language, your readers might not understand you well enough to know if they agree or disagree.

If you have something valuable to say, say it. If it is not valuable, why say it? But don’t hedge your words with language that makes you seem unsure of your message.

Resist the urge to fatten up your work by hedging your points with namby-pamby modifiers. If your goal is to make your point clearly, why clutter it up with words like very and seemingly?

Notice as you read whether these words add anything to your comprehension other than an uncomfortable sense that the writers don’t stand behind their words.

· just

· by and large

· rather

· seemingly

· somewhat

· kind of

· mostly

· really

· very

· pretty

· little

· sort of

· it would seem

· in some respects

· for the most part

· for all intents and purposes

What is wrong with hedges and modifiers? They block your points. They betray uncertainty. They consume the reader’s time and energy with words that add nothing to your message.

So, for the most part, just be very careful to be pretty clear when you write, because it would seem that when you add hedges to most of your statements, you seem sort of a little unclear about what you are trying say.

​

Call Worktalk When:

• Companies lose customers due to poor messaging from sales and customer service teams;
• Clients complain about communication from professional service firms’ staff members;
• Employees need to humanize the output of AI-assisted writing programs so it doesn’t sound fake;
• Employees need help developing the right prompts for AI-assisted writing programs to generate more effective outputs;
• Employees waste time repeatedly emailing one another because their messages are unclear.

Contact me at lizd@worktalk.com or 310.396.8303.

Did someone forward this Writamin to you? Sign up here.

If you missed the last Writamin on being gruntled that irregardless is a word, find it here.

The post Don’t Hedge appeared first on Worktalk.

When I pose this question to Worktalk Email Effectiveness program participants, responses run from five seconds to one minute. This is sobering. Remember that long email you struggled to compose? Odds are that it was skimmed for a few seconds before the reader moved on to the next priority.

Given the fleeting opportunity to engage your readers to open your emails, you must take advantage of the subject line. This is the first path to persuading readers to open your email and give it their time.

Here are five tips from the Worktalk Email training that will help you write subject lines that do the job.

1. Use the Three P’s to hook the reader’s attention.

The Three Ps are purpose, person, and point. Before you write, ask yourself, “What is my purpose? Am I informing, persuading, or requesting?” Then, analyze your reader and their inner questions. “What person is reading this, and what does that person need to know?” Finally, clarify your point before you start to write. This will prevent you from rambling.

So, if you’re writing to request a meeting that will enable you to confirm the budget for an important project, you might say:

SUBJECT: Available to meet to finalize the Q3 2024 budget?

This touches on your purpose – requesting a meeting, your person – who wants to finalize the budget, and your point – the basic request.

2. Change the subject line when you change the subject.

People rely on subject lines to help them keep track of various topics. If you change the topic three emails down in an email chain, you will be hard-pressed to pick up the thread. Just start a new email or subject line when you change the subject. Remember, it’s free!

3. Never leave the subject line blank.

In my email training, I have met many people who automatically delete emails with blank subject lines. Either they figure it is spam, or they are so annoyed that the writer did not respect them enough to take a few moments to state the subject of the email that they are just not interested.

That position may be extreme, but leaving the subject line is a mistake because it squanders your opportunity to hook your reader’s attention.

4. Be straightforward, not witty or cute.

The days of cute subject lines are over. Cute, witty emails are likely to backfire. Readers are overwhelmed with emails and just want to know what you want from them..

So rather than writing:

SUBJECT: Hey! Gotta minute?

Follow the next tip…

5. Give the essential message in the subject line.

Using the Three P’s, you will succeed at writing your essential message that aligns with your reader’s interests.

Are you requesting action? Say so, and specify the action. Are you sharing a topic of crucial interest? State it in terms that will resonate with your reader. Do you want to confirm a lunch date? Just state your point.

Sharing the essential message in the subject line enables your reader to make an informed decision about whether and when to open your email.

Call Worktalk When:

• Companies lose customers due to poor messaging from sales and customer service teams;
• Clients complain about communication from professional service firms’ staff members;
• Employees need to humanize the output of AI-assisted writing programs so it doesn’t sound fake;
• Employees need help developing the right prompts for AI-assisted writing programs to generate more effective outputs;
• Employees waste time repeatedly emailing one another because their messages are unclear.

Contact Worktalk today. Click here.

Click here to read more blog posts on emails.

How to Take Your Business Writing From “Average” to “Great”

3 Ways to Improve Your Business’s Writing

Does Every Email Need a Subject Line? Yes, Every Reader Appreciates a Heads-Up About the Content of Your Email

The post 5 Tips for Getting Your Emails Opened appeared first on Worktalk.

But when I was dating my husband more than thirteen years ago, something he said changed my life forever.

We were discussing raising children, and he said, “I learned that instead of telling a child that he can’t do something, you should tell him what he can do.” In other words – even in a situation where you have to deny something to a child, there’s usually a positive action that you can focus on.

So instead of saying, “No, you can’t draw with the markers,” you can say, “We’re going to take a break from the markers right now, but you can play with the etch-a-sketch.”

It’s true that sometimes kids will push back and sometimes you’ll have to lay down the law with a firm “no,” but for all those other situations the “no’s” can be avoided by offering the positive alternative.

As it turns out, it’s not just parenting that benefits from communicating in the positive. In work, orienting oneself toward the positive is constantly applicable.

Rather than: “I can’t turn that document around by July 2.”

You say, “I can get it to you by the 8th, if that still works.”

Rather than: “This example doesn’t really work for the purpose it’s being used for.”

You say, “This example is really interesting – but I think it would work better over here.”

Rather than: “This colleague’s judgment seems totally off base.”

You say, “I can see how so-and-so’s perspective might be very useful in another situation.”

Sometimes positivity is about finding the silver lining to the cloud. But more often, it’s as simple as refusing to focus on negative space (what isn’t there, or isn’t working, or isn’t good) and focusing instead on what is. So your secretary might not be the world’s greatest Excel whiz, but she keeps the paperwork in tip-top shape. Your colleague may not be the king of creativity, but he is reliable and consistent and gets his work done on time. There is almost always something that is there, however much you may notice what’s missing. Positivity is about catching it.

Why is positivity so valuable? We are more willing to continue communicating within the safe haven of a positive environment. In other words, positivity is like a lubricant—it keeps communication moving smoothly in an organization. The more we communicate, the more we tap into the tremendous power of collaboration.

Almost all issues can be resolved as long as the communication machine’s cogs are still running. That includes changing or critiquing what is currently being done, identifying mistaken priorities, addressing unrealistic targets, and refocusing or revamping a project’s focus.

Negativity, on the other hand, acts as a wall. Like a big red stop sign, it causes people to pause, and retreat. While it may be necessary sometimes, it cannot be the go-to of an organization’s communication.

So, if you notice yourself stating points negatively, remember that the negativity hides a hidden growth mindset. You just want things to be better!

Now, let’s use positive language to help you share your message more positively with others.

Call Worktalk When:

• Companies lose customers due to poor messaging from sales and customer service teams;
• Clients complain about communication from professional service firms’ staff members;
• Employees need to humanize the output of AI-assisted writing programs so it doesn’t sound fake;
• Employees need help developing the right prompts for AI-assisted writing programs to generate more effective outputs;
• Employees waste time repeatedly emailing one another because their messages are unclear.

Contact Worktalk today. Click here.

The post The Power of Positivity appeared first on Worktalk.

Erica’s situation is not unique. In my experience as a business-writing consultant, I regularly coach employees who are asked to rewrite emails, documents, and other communications multiple times. Often this happens because the executive who assigned the task feels the finished product is conveying the wrong message. In Erica’s case, she failed to ask for much-needed clarifications surrounding the purpose of the message, the person it was intended for, and the point she was supposed to make. As a result, she was unable to communicate what was expected.

Where Most People Go Wrong

Writing errors often arise even before a person sets pen to paper. While planning is the most critical part of the writing process, unfortunately, many individuals have not been equipped with a quick, effective system for preparing to write.

What can you do to get better at business writing?

This simple three-question framework, which I call the three P’s will help you jump-start your writing process — whether you’re tackling an email, a formal document, social post, or another form of written communication. Before diving in, ask yourself these questions:

• What is the purpose of this document?
• Who (person) is going to read it? What are that person’s emotional trigger points and questions that might have an impact on my message?
• What, in one or two sentences, is my point?

These three P’s make up your writings DNA and can help you to streamline the writing process, clear your mind, and create more impactful work. Here’s how to use them.

Purpose: The North Star

The three P’s begin with purpose — the North Star of your message that steers it toward its goal. The most common purposes of business documents, ranging from brief emails to voluminous reports, are:

• To inform
• To request
• To persuade

Think of purpose as the intention — the result you want to achieve. For example, every document contains information, but that doesn’t mean that the purpose of all documents is to inform.

If you are writing a report on the outcome of a marketing initiative, ask yourself what the purpose of the report is. Are you simply informing your managers of the results or persuading them that you did a good job and deserve more resources? Or think of an email to a client regarding the need to submit important paperwork. Are you informing them that the documents are necessary, requesting that they send them, or persuading them that they will benefit from sending the materials promptly? Knowing your purpose in advance creates the context for your whole document.

To narrow down on the purpose, ask yourself:

• What do I want the reader to do after reading these words? If they are supposed to act or think differently, then you are probably requesting or persuading.
• Am I just sending this as an FYI? Then your purpose is to inform. Note that when you choose informing as your purpose, you are assuming that the person will not respond. To get a response, you must ask for it by making a request or showing the benefits of responding.

In a recent writing class, I asked Ed, a participant, to identify the purpose of his document. “To inform,” he replied.

“What are you informing the recipient of?” I asked.

“To inform him that his purchase order (PO) is about to expire and that he needs to renew it within 14 days if he wants to continue making purchases.”

There was information in the document, but the reader was supposed to act to renew the PO. Thus, the real purpose of Ed’s document was to request that the reader renew his PO within 14 days. With this purpose in mind, he wrote a message that moved the client relationship forward. Ed might have thought that telling the client his PO was expiring would make them realize that they should renew it; however, his client might be deluged with emails and other work and unable to focus on the next steps to take. The client needed guidance about what action was necessary, and that meant that Ed had to make a request.

Person: An Understanding of Your Audience

How do you feel when you read something that contains words you don’t understand? Or something that sounds like it was written for a child? Probably, you are less receptive to the message when the language aims too high or too low and does not treat you as an equal.

Your document will not generate any outcome until the readers understand your message. They may agree or disagree, like or dislike, but unless they understand you, your efforts are in vain. If you want readers to understand your message, you need to know them. Three elements make a difference:

Speak the reader’s language.

Say, for example, you are writing to a prospective customer about your data security service. If you are addressing the chief technology officer, you can use some technical terms; however, if your message is directed at the chief executive officer, you might use fewer technical terms on the assumption that the CEO leaves technical details to that department.

Particularly when writing to an audience in a different culture or to people who speak English as a second language, it is essential to use clear, straightforward language, and avoid idioms that might baffle your readers. Show respect by choosing words and sentence structures your readers will easily understand. Be mindful of using jargon or too many acronyms. As a practice, identify acronyms the first time you use them.

Anticipate and answer the reader’s questions.

As readers read, questions form in their minds. They ask questions like, “What am I supposed to do about it? When is it due?” and of course the most fundamental question, “What’s in it for me?”

For example, if the HR department sends a company-wide memo regarding a new health insurance plan, employees will naturally ask how the new plan will affect them. By proactively addressing such concerns in their initial memo, the HR department can avoid receiving countless inquiries.

Readers may also have more specific questions that you should aim to answer in your message. For example, if you are responding to a customer complaint about a phone bill, the reader’s questions may include, “Why did this cost so much?” or “Why wasn’t I made aware of this more clearly?” Anticipate and answer the reader’s substantive questions.

Target the reader’s “hot buttons.”

Each of us has “hot buttons” — emotional trigger topics that make our hearts go pitter-pat. For one person, a hot button might be cost or For another, it might be productivity or avoiding litigation. Whatever the person’s emotional makeup may be, you can be sure that there are topics that will cause them to jolt awake and pay close attention to your message.

For example, when the engineering staff of a regional water utility consulted me about how to gain executive approval for a new valve that would cost $1 million, I advised them to downplay the cost (although, of course they disclosed it). Instead, I suggested they highlight the gains in reliability and safety and the avoidance of the negative publicity associated with the flooding that would occur if the old valve failed.

Remember that you can only fulfill your purpose if you engage your reader. So, consider your readers: What makes them tick? Are they people who value profit above all, or do they have higher values such as environmental impact? What topics can you allude to that will get and keep their attention?

Point: The Heart of the Matter

Have you ever received a document that you read several times and could still not discern the point? This situation usually arises when writers themselves have not clarified the main point in advance. If the writer does not know the point, the reader will be hard-pressed to see it.

The point is your essential message. It is closely connected to your purpose and may at times overlap with it. If you imagine that communication is like shooting an arrow, then the purpose is the direction in which the arrow is aimed. The person is the target. The point is the arrow: It’s the message you are sending to your reader.

Returning to the story of Ed and the client’s renewal of the PO, the purpose was to request. The point then becomes, “Please renew the PO.” Similarly, if you have written a report about your marketing campaign, your purpose is to persuade. The point is that the campaign produced a measurable impact on sales and is worthy of further investment.

When identifying the point, ask yourself what you would say if you ran into your reader on the street and he said to you, “I didn’t have time to read your email. Just tell me what it said.” What you would say in 15 seconds to your reader is probably your main point.

Get to the point very early in your document, preferably within the first 40 to 50 words, while your reader is still paying attention (and before they delete or archive your email).

The Symbiotic Relationship of the Three P’s

The magic of the three P’s lies in their symbiotic relationship. Purpose sets the direction and context of the whole message. Once you know the purpose, you ask yourself how you can fulfill it. You can only fulfill your purpose through the person who reads — and hopefully accepts — your message. After you have established your purpose and analyze the person, you will be in a position to hone your point. One example I like to give is this:

Imagine that you own a South Seas Island, and you want to sell it. Your purpose is to persuade your prospect to purchase the island. You have two prospective buyers. One is the CFO of a major multinational corporation. His plan is to develop the island into a luxury resort. The second prospect is an indigenous matriarch who was born on the island, moved to the mainland, and made a fortune selling to tourists. Her plan is to preserve the island’s natural habitat and make it a retreat for her family. You have the same purpose, but two very different readers. Would you make the same points in both sales presentations? Obviously not. Purpose leads to person, which leads to point.

Integrating the three P’s into your workflow ensures that your emails, posts, reports, proposals, and anything else you write, serve their intended purpose, delivering clear, actionable points that resonate with your readers. Perhaps this is why students from my business writing training have reached out to me years later to say that they continue to integrate the Three P’s into their daily work.

The post How to Take Your Business Writing From “Average” to “Great” appeared first on Worktalk.