Whether you're writing a memo, a letter, an article or a full-length book, there are a few basic rules to keep in mind that will help your message first to be read and then to be better understood and accepted.
1. Never Be Boring Your reader will forgive almost anything except you being boring. Your reader doesn't have to agree with you, but he or she should at least be intrigued. Make the reader care. Don't be afraid to be "edgy." Look at every sentence and ask yourself, "Why will the reader care about this?"
2. Write in Short Sentences The reader shouldn't have to work hard to understand what you're saying. If he or she has to go back over a sentence because of poor structure it's not his or her fault, it's yours. Read what you've written aloud or have someone else read it aloud to look for sentences that are too long or convoluted.
3. Write to the Reader Use "you" often. Look for ways to eliminate or reduce "I" and "me." Present tense, second person is always best. It feels more to readers like you're talking to them.
4. Go Active Use active verbs as much as possible. They're more engaging. They move the reader along and take fewer words to get your message across. "John loves Mary" is much more powerful than "Mary is loved by John."
5. Keep it Simple The front page of The Wall Street Journal and all of USA Today is written for the eighth grade reading level. Why should we be any different? People aren't interested in things they don't understand. Make your points quickly and succinctly. Make your words work and use as few of them as possible. Use the right word, not just to show off your vocabulary (or your new thesaurus), but to convey your message clearly.