Clarity in writing is a game-changer in business. Whether you’re drafting an email, creating a proposal, or crafting marketing content, clear communication helps you build trust, avoid misunderstandings, and achieve your goals faster.
Yet, writing clearly isn’t always as easy as it sounds. We recognize when writing is good, but we aren’t always sure how to write it like that ourselves.
That’s why I’ve put together this guide packed with tips, examples, and actionable advice to help you sharpen your business writing skills.
9 Tips for Writing Clearly in Business
Know Your Audience
Why it matters: Every audience has its own language and style. Tailoring your message to your particular audience means it will connect better.
How to do it: Ask yourself, “Who am I writing for? What do they care about? What’s their level of knowledge on this topic? What is their style?”
EXAMPLE:
For a corporate client: “We’ve identified four areas needing attention in your project.”
For a colleague or friend: “As I mentioned earlier, here are the four areas that need attention.”
Start with the Purpose
Why it matters: Readers lose interest quickly if they don’t know why they should care.
How to do it: Clearly state the purpose or main point in the opening sentence or paragraph in emails and communications. Note: This is not always the case for content or copy if you start with a story.
EXAMPLE:
Instead of: “I’m reaching out about the story edits…”
Try: “I’m writing to confirm your availability for an editing review on Feb 2.”
Use Simple Language
Why it matters: Complex words and jargon confuse readers. So do acronyms. You may think everyone knows what they mean, but keeping it simple ensures understanding.
Also, if you use an acronym your audience doesn’t know, they may believe they don’t belong in your community.
How to do it: Use everyday words unless technical terms are necessary. Spell out any acronyms before using them alone.
EXAMPLE:
Instead of: “We will synergize our efforts to optimize operational efficiency.” (Actual sentence used by a client!)
Try: “We will work together to make operations more efficient.”
Be Concise
Why it matters: Everyone is busy, so keep it brief.
How to do it: Eliminate filler words and redundancies.
EXAMPLE:
Instead of: “Due to the fact that we have limited time, we need to act swiftly.”
Try: “We need to act quickly given our limited time.”
Use Active Voice
Why it matters: Active voice is direct and engaging, while passive voice can feel vague.
How to do it: Make the subject perform the action.
EXAMPLE:
Passive: “The copy was written by our team.”
Active: “Our team wrote the copy.”
Organize with Structure
Why it matters: Clear organization helps readers follow your message easily. Most issues in communication stem from poor structure.
How to do it: Use headings, bullet points, or numbered lists for readability. Make sure the ideas progress logically from the beginning to the end.
EXAMPLE:
Use bullet points for key points:
Avoid Ambiguity
Why it matters: Vague statements lead to confusion and misinterpretation.
How to do it: Be specific with details, numbers, or actions.
EXAMPLE:
Instead of: “Let’s meet soon to discuss.”
Try: “Let’s meet on Thursday at 3 PM to finalize the project.”
Proofread and Edit
Why it matters: Errors damage credibility and distract readers.How to do it: Use spell-check tools, grammar programs (like Grammarly), and read your writing out loud to catch mistakes. Check out my proofreading blog for more tips.
EXAMPLE:
Double-check for errors like:
“They’re input are valuable” → “Their input is valuable.”
End with a Call to Action (CTA)
Why it matters: A clear next step encourages action and reduces back-and-forth communication.
How to do it: Tell the reader exactly what you want them to do next.
EXAMPLE:
Instead of: “Let me know what you think.”
Try: “Please reply by Friday with your feedback on the project.”
Conclusion
Writing clearly is one of the most underrated superpowers in business. When your words are easy to read and understand, you’ll save time, build stronger relationships, and achieve your goals faster. Start with these 9 tips, and you’ll be on your way to mastering the art of clear communication.
Remember, clarity isn’t about dumbing things down—it’s about making your message accessible to anyone, anytime.
Did you know the federal government actually passed a law (Public Law 111-274, Plain Writing Act of 2010) because government-speak was so convoluted and difficult to understand? I’m not sure it helped, but it was a start. These 9 tips are your start.