Developing a Conversational Writing Style
8/15/2002
To capture the attention of readers, good writers avoid stilted or complicated language and messages. One way you can do that is to ask yourself if you would actually say to your reader what you have put in writing. For example, would you say, “Per our recent discussion, enclosed please find the information you requested.” Chances are you would just say, “Here is the information you requested.”
This simple test will help you to develop a conversational writing style. It is what dynamic writers use to get rid of the bureaucratic jargon and impersonal writing that is too often used in the workplace. It will encourage you to express yourself in human terms and adds color and interest to your writing.
Also remember, a conversational style does not mean it’s appropriate to use slang terms or crude language. To be an effective writer, you still have to convey a professional tone. Using jargon, wordy expressions and inflated sentences don’t make you appear more polished. They simply create a barrier between you and the reader.
Be brief. Don’t write sentences like, “Based on extensive review and consultation, it is our intention to increase productivity by implementing a new and efficient method of operation and to have the process in place in 30 days or less.” Instead, write sentences like, “We’ll upgrade operations within 30 days.” And, be sure to use common language. Instead of writing, “The complex dimensions and immensity of the enterprise will leave us all enervated,” write, “The project will be a difficult challenge.”
Write deductively. Why? Deductive writing starts with a conclusion then backs up that conclusion with facts and reasons. Inductive writing builds up to the conclusion. In reading inductive writing, the reader may get lost in details.
Inductive: “We examined the materials, calculated the cost and estimated the time everything would take. Since all indications were favorable, we decided to go ahead with the project.”
Deductive: “We’ve decided to go ahead with the project. We’ve examined the materials, calculated the cost, estimated the time involved and all indications are favorable.”
Because it starts with the most important information…, the decision to go ahead with the project…, the deductive approach is stronger and more memorable.
Be a storyteller. Begin with a comment that captures the readers’ attention, continue with absorbing comments and close with a memorable ending. Professional writing isn’t supposed to seem stuffy and impersonal. Instead, paint visual pictures with words. For example, “Let’s examine this closely,” or “Imagine this scene.”
