Writing clearly is not difficult, but it is a skill. You need to write for your reader.
You have to change the poor writing habits that build up in your career and your profession. You have to sound natural and human. Everyone has this skill when we write a personal letter to a friend or a relative. Can you imagine anyone writing to a friend use acronyms, jargon, stock business phrases or mammoth sentences.
This is the way we write when we write to a friend or a relative:
Hi Caroline
Just a note to say how sorry I am that we couldn’t make it to the Dolly Parton concert last night. The rain was torrential and Dolly couldn’t go on.
But let’s not worry about what we missed, let’s plan something else soon. Shall we meet for a coffee, lunch or a movie night? It’s been way too long since I saw you and I miss our long chats and laughter.
Let me know what you’d like to do and we’ll make it happen.
Susie
StyleWriter’s Measures |
Score |
Rating |
Target |
| Words | 87 | ||
| Average Sentence | 14 | Excellent | 11 to 18 |
| Passive Index | 0 | Excellent | Up to 10 |
| Style Index | 0 | Excellent | Up to 15 |
| Bog Index | 0 | Excellent | Up to 15 |
| Reading Grade | 3.9 | Very Easy | Up to 10 |
| Jargon | 0% | Excellent | Up to 1% |
| Glue (Wordy) | 36% | Concise | Up to 40% |
| Pep (interest and engagement) 30 | Excellent | Over 15 | |
| Clarity Index | 110 | Excellent | Over 80 |
But typically, Caroline or Susie gets a business-style letter or email from the ticket agency.
Business-speak
Dear Sir or Madam
Concert Cancellation
I am writing this letter to apologize for the inconvenience caused by the late cancellation of the above concert organized by our agency which was due to circumstances beyond our control. Unfortunately, the cancellation of the concert occurred because of exceptional and uncontrollable climatic conditions and despite our best endeavors to rectify the situation.
To compensate we are attaching a credit note in the amount of the sum paid for the tickets to enable selection of another entertainment experience that we offer. This can be redeemed on our website for a similar concert that is scheduled in the near future but within 12 months at one of our venues
Once again, may I take this opportunity to apologize for something that was regrettably beyond our control.
Yours sincerely
StyleWriter’s Measures |
Score |
Rating |
Target |
| Words | 137 | ||
| Average Sentence | 25 | Bad | 11 to 18 |
| Passive Index | 40 | Poor | Up to 10 |
| Style Index | 97 | Bad | Up to 15 |
| Bog Index | 80 | Poor | Up to 15 |
| Reading Grade | 14.9 | Fairly Difficult | Up to 10 |
| Jargon | 2.20% | Fair | Up to 1% |
| Glue (Wordy) | 52% | Too Wordy | Up to 40% |
| Pep (interest and engagement) | 7 | Poor | Over 15 |
| Clarity Index | -14 | Dreadful | Over 80 |
To write clearly, you have to be human, write for the readers’ benefit and use the clear style encouraged by StyleWriter. If you do, you can transform any writing from business-speak into a clear style.
Clear Writing Style
Dear Ms. Saunders
Please accept new tickets for the concert of your choice
I’m so sorry you could not attend the Dolly Parton concert on Wednesday evening. The severe thunderstorm flooded the open-air arena and it was unsafe for her to perform.
I know how disappointed you and all her other fans would have been. Dolly sends you her heartfelt regrets and hopes you’ll attend one of her concerts soon.
Please accept replacement tickets for a concert of your choice by visiting our website and using your enclosed coupon for any show in the next 12 months.
If you need more help, just let me know.
Measure |
Score |
Rating |
Target |
| Words | 107 | ||
| Average Sentence | 15.7 | Excellent | 11 to 18 |
| Passive Index | 0 | Excellent | Up to 10 |
| Style Index | 0 | Excellent | Up to 15 |
| Bog Index | 0 | Excellent | Up to 15 |
| Reading Grade | 6 | Easy | Up to 10 |
| Jargon | 0% | Excellent | Up to 1% |
| Glue (Wordy) | 35% | Concise | Up to 40% |
| Pep (interest and engagement) | 28 | Excellent | Over 15 |
| Clarity Index | 100 | Excellent | Over 80 |
Clear, concise and profitable writing
Using StyleWriter will not only help you and your organization improve your writing, but it will also help you to focus on what you are actually writing.
It will train you to reconsider the very reason for your writing and it’s purpose. Which will increase your own efficiencies.
The latest StyleWriter now checks your text for over a million issues. It’s become the style guide for Microsoft Word users.
