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	<title>business communication Archives - Kim Scaravelli</title>
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	<description>Making Words Work</description>
	<lastBuildDate>Thu, 12 Feb 2026 14:40:22 +0000</lastBuildDate>
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		<title>The Quiet Power of Small Words</title>
		<link>https://kimscaravelli.com/the-quiet-power-of-small-words/</link>
					<comments>https://kimscaravelli.com/the-quiet-power-of-small-words/#respond</comments>
		
		<dc:creator><![CDATA[Kim Kim]]></dc:creator>
		<pubDate>Thu, 12 Feb 2026 14:27:21 +0000</pubDate>
				<category><![CDATA[being a professional writer]]></category>
		<category><![CDATA[Brand voice]]></category>
		<category><![CDATA[business communication]]></category>
		<category><![CDATA[content writing]]></category>
		<category><![CDATA[website content]]></category>
		<category><![CDATA[writing tips and tricks]]></category>
		<guid isPermaLink="false">https://kimscaravelli.com/?p=9174</guid>

					<description><![CDATA[<p>We talk a lot about finding the right words. And when we’re thinking about how to communicate important things, we tend to give a lot of credit to big ideas and bold statements. But honestly, it’s not the clever, trendy words that do the heavy lifting. More often, it’s the small, familiar ones. The words&#8230;</p>
<p>The post <a href="https://kimscaravelli.com/the-quiet-power-of-small-words/">The Quiet Power of Small Words</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
]]></description>
										<content:encoded><![CDATA[
<p class="wp-block-paragraph">We talk a lot about finding the right words. And when we’re thinking about how to communicate important things, we tend to give a lot of credit to big ideas and bold statements.</p>



<p class="wp-block-paragraph">But honestly, it’s not the clever, trendy words that do the heavy lifting.</p>



<p class="wp-block-paragraph">More often, it’s the small, familiar ones. The words that draw people in without trying too hard. The ones that don’t demand attention, but quietly add context and guide readers toward you.</p>



<p class="wp-block-paragraph">In this post, I want to showcase and salute three simple words that punch far above their weight:</p>



<p class="wp-block-paragraph"><strong>Because. Here’s. Let’s.</strong></p>



<p class="wp-block-paragraph"><em>Yes, two of them are contractions. My third-grade English teacher might object, but I’m comfortable with my choices.</em></p>



<h2 class="wp-block-heading">The Orienting Power of Small Words</h2>



<p class="wp-block-paragraph">These words matter not because they’re flashy, but because they <em>orient</em>. </p>



<p class="wp-block-paragraph"><strong>Orienting</strong>&nbsp;is a concept we should give more space to. It goes beyond explaining or persuading.</p>



<p class="wp-block-paragraph">Explanation answers&nbsp;<em>why</em>.&nbsp;</p>



<p class="wp-block-paragraph">Persuasion tries to <em>move</em> someone.</p>



<p class="wp-block-paragraph">Orientation does something quieter and more foundational. It helps people get their bearings.</p>



<p class="wp-block-paragraph">Orienting language, like&nbsp;<em>because</em>,&nbsp;<em>here’s</em>, and&nbsp;<em>let’s</em>, doesn’t just add information. It reduces uncertainty.</p>



<p class="wp-block-paragraph">And when uncertainty drops, clarity has room to land.</p>



<p class="wp-block-paragraph">Let&#8217;s look at what these three small words actually do.<em> Notice how I use &#8220;let&#8217;s&#8221; here. Orienting in action!</em></p>



<hr class="wp-block-separator has-alpha-channel-opacity is-style-wide"/>



<h2 class="wp-block-heading">BECAUSE Adds Context</h2>



<p class="wp-block-paragraph">It answers the quiet, unspoken question:&nbsp;<em>why should I care about this?</em>&nbsp;When people understand the reason behind your message, they’re more open to it. <em>Because</em> does that work quietly and efficiently.</p>



<p class="wp-block-paragraph"><strong>Example:&nbsp;</strong>Imagine that you&#8217;re sending an email&#8230;</p>



<ul class="wp-block-list">
<li>“Please review this before Friday.”</li>



<li>“Please review this before Friday, because I want to make sure we have time to address any questions.”</li>
</ul>



<p class="wp-block-paragraph">That simple <em>because</em> turns a somewhat harsh command into a reasonable, compelling request.</p>



<hr class="wp-block-separator has-alpha-channel-opacity is-style-wide"/>



<h2 class="wp-block-heading">HERE’S Offers Guidance</h2>



<p class="wp-block-paragraph">It tells the reader that something specific and useful is coming next. No guessing. No mental warm-up required. It lowers the effort of reading and creates an immediate sense of connection.</p>



<p class="wp-block-paragraph"><strong>Example:&nbsp;</strong>You&#8217;re writing the lead-in sentence for a bullet-point list&#8230;</p>



<ul class="wp-block-list">
<li>&#8220;What you will learn:&#8221;</li>



<li>&#8220;Here&#8217;s what you will learn:&#8221;</li>
</ul>



<p class="wp-block-paragraph"><em>Here&#8217;s</em> gently changes the vibe from impersonal to helpful and friendly.</p>



<hr class="wp-block-separator has-alpha-channel-opacity is-style-wide"/>



<h2 class="wp-block-heading">LET’S Invites Collaboration</h2>



<p class="wp-block-paragraph">It turns instruction into partnership, adding a sense that you’re moving alongside the reader, not just talking&nbsp;<em>at&nbsp;</em>them.&nbsp;</p>



<p class="wp-block-paragraph"><strong>Example:&nbsp;</strong>You want readers to review a summary&#8230;</p>



<ul class="wp-block-list">
<li>“Take a moment to review key points.”</li>



<li>“Let’s take a moment to review key points.”</li>
</ul>



<p class="wp-block-paragraph"><em>Let&#8217;s</em> adds a calm, human voice. It reminds the reader that they&#8217;re not alone. You&#8217;re with them, and you&#8217;re helping.&nbsp;</p>



<hr class="wp-block-separator has-alpha-channel-opacity is-style-wide"/>



<h2 class="wp-block-heading">Why This Matters</h2>



<p class="wp-block-paragraph">Before you can persuade, impress, educate, otherwise make an impact, you need to <em>steady people.</em> They need to <a href="https://kimscaravelli.com/how-to-tighten-a-sentence/">move through your sentences with confidence</a> that there is both purpose and gravitas to what they&#8217;re reading. </p>



<p class="wp-block-paragraph">Big words can energize.<br>Strong ideas can inspire.</p>



<p class="wp-block-paragraph">But it&#8217;s the quiet power of small, orienting words that holds everything together and builds momentum.</p>



<p class="wp-block-paragraph">Because explains.<br>Here’s guides.<br>Let’s invites.</p>



<p class="wp-block-paragraph">None of these words are fancy. They simply make your writing easier to follow and easier to trust.</p>



<p class="wp-block-paragraph">And that’s what makes them powerful.</p>
<p>The post <a href="https://kimscaravelli.com/the-quiet-power-of-small-words/">The Quiet Power of Small Words</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
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		<item>
		<title>The HARDEST Creativity-Boosting Exercise EVER!</title>
		<link>https://kimscaravelli.com/hardest-creativity-exercise/</link>
					<comments>https://kimscaravelli.com/hardest-creativity-exercise/#respond</comments>
		
		<dc:creator><![CDATA[Kim Kim]]></dc:creator>
		<pubDate>Wed, 29 Jan 2025 23:02:49 +0000</pubDate>
				<category><![CDATA[being a professional writer]]></category>
		<category><![CDATA[Brand voice]]></category>
		<category><![CDATA[business communication]]></category>
		<category><![CDATA[content writing]]></category>
		<category><![CDATA[my creative life]]></category>
		<category><![CDATA[writing tips and tricks]]></category>
		<category><![CDATA[creative thinking]]></category>
		<category><![CDATA[creativity]]></category>
		<category><![CDATA[creativity exercises]]></category>
		<category><![CDATA[productivity]]></category>
		<guid isPermaLink="false">https://kimscaravelli.com/?p=8824</guid>

					<description><![CDATA[<p>Looking for a creativity exercise that doesn&#8217;t involve sticky notes, group brainstorming, or yet another &#8220;innovation framework&#8221;? I&#8217;ve got one for you! It requires zero equipment, zero skill, and zero movement. But here&#8217;s the twist: it might be the most challenging ten minutes of your day. Ready? Here&#8217;s your creativity exercise: Why is This Simple&#8230;</p>
<p>The post <a href="https://kimscaravelli.com/hardest-creativity-exercise/">The HARDEST Creativity-Boosting Exercise EVER!</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
]]></description>
										<content:encoded><![CDATA[
<p class="wp-block-paragraph">Looking for a creativity exercise that doesn&#8217;t involve sticky notes, group brainstorming, or yet another &#8220;innovation framework&#8221;? I&#8217;ve got one for you! </p>



<p class="wp-block-paragraph">It requires zero equipment, zero skill, and zero movement. But here&#8217;s the twist: it might be the most challenging ten minutes of your day.</p>



<p class="wp-block-paragraph">Ready? Here&#8217;s your creativity exercise:</p>



<ol class="wp-block-list">
<li>Set your phone timer for 10 minutes</li>



<li>Just sit there</li>
</ol>



<h2 class="wp-block-heading">Why is This Simple Creativity Exercise So Hard?</h2>



<p class="wp-block-paragraph">Ask yourself this question: </p>



<p class="wp-block-paragraph"><strong>When was the last time you were truly, completely, mind-wandering-to-weird-places bored?</strong></p>



<p class="wp-block-paragraph">Not the &#8220;scrolling Instagram while waiting for coffee&#8221; kind of bored. I mean the staring-out-the-window, daydreaming kind that used to fill our childhood summers.</p>



<p class="wp-block-paragraph"><em>I bet you&#8217;re struggling to think of a single moment!</em></p>



<p class="wp-block-paragraph">We&#8217;re living in an era where being constantly &#8220;tuned in&#8221; isn&#8217;t just possible, it&#8217;s practically mandatory. From the moment we wake up until we reluctantly set down our phones at bedtime, we&#8217;re swimming in a sea of mental stimulation. </p>



<p class="wp-block-paragraph">Our 21st-century mindset has convinced us that productivity is king and busy-ness is queen.</p>



<p class="wp-block-paragraph">So when you try to STOP for 10 minutes, your brain will revolt. If you&#8217;re like me, your thoughts will go into overdrive, ping-ponging between that presentation due next week, the weird noise your car is making, and whether you remembered to buy dog food. And honestly? That&#8217;s completely normal!</p>



<h2 class="wp-block-heading">How to Level Up Your Mental Space</h2>



<p class="wp-block-paragraph">Think of this creativity exercise as creating a cozy space for your frantically busy brain. At first, it might feel like trying to wrangle a room full of sugar-charged toddlers. That&#8217;s okay. Your mind isn&#8217;t used to this kind of freedom.</p>



<p class="wp-block-paragraph">If you&#8217;re finding it hard to slow down your thoughts, you might want to try these <a href="https://kimscaravelli.com/breathing-exercises/">3 breathing exercises</a> first.</p>



<p class="wp-block-paragraph">Once you can manage 10 minutes of whatever-pops-into-your-head time, try graduating to two 15-minute sessions. The gold star level would be a full 30 minutes of mental free-range time. <em>Full disclosure: most people never reach this daydream master status, and that&#8217;s perfectly okay!</em></p>



<h2 class="wp-block-heading">The Real Magic Behind This Creativity Exercise</h2>



<p class="wp-block-paragraph">Remember: the goal isn&#8217;t to have peaceful, profound thoughts; it&#8217;s to give your busy brain permission to be busy in its own way. Step one is simply getting comfortable with hitting pause on your day.</p>



<p class="wp-block-paragraph">In the words of brilliant writer and artist <a href="https://austinkleon.com/about/">Austin Kleon</a>, </p>



<blockquote class="wp-block-quote is-layout-flow wp-block-quote-is-layout-flow">
<p class="wp-block-paragraph">&#8220;<strong>You&#8217;re often most creative when you&#8217;re least productive.</strong>&#8220;</p>
</blockquote>



<p class="wp-block-paragraph">All the truly marvellous inventions and creations happen in the space beyond to-do lists. </p>



<p class="wp-block-paragraph">Creativity needs breathing room! So here&#8217;s your permission slip: Take that mental pause. Tune out. Daydream. Make a strategic commitment to deeper thinking.</p>



<p class="wp-block-paragraph">Trust me, it will pay off for your creativity and professional growth. And your mental health will thank you for it. </p>
<p>The post <a href="https://kimscaravelli.com/hardest-creativity-exercise/">The HARDEST Creativity-Boosting Exercise EVER!</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
]]></content:encoded>
					
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		<item>
		<title>Boost Brand Authority: Strengthen Your Voice to Stand Out</title>
		<link>https://kimscaravelli.com/boost-brand-authority/</link>
		
		<dc:creator><![CDATA[Kim Kim]]></dc:creator>
		<pubDate>Mon, 21 Oct 2024 14:42:08 +0000</pubDate>
				<category><![CDATA[Brand voice]]></category>
		<category><![CDATA[business communication]]></category>
		<category><![CDATA[content writing]]></category>
		<category><![CDATA[website content]]></category>
		<category><![CDATA[writing tips and tricks]]></category>
		<guid isPermaLink="false">https://kimscaravelli.com/?p=8493</guid>

					<description><![CDATA[<p>Your professional brand voice goes beyond how you talk about your business; it’s how you showcase your authority and leave a lasting impression. But if your voice isn’t sending the right signals, you might be missing out on chances to build trust, stand out, and win people over. 💣Truth bomb: You can have impressive qualifications,&#8230;</p>
<p>The post <a href="https://kimscaravelli.com/boost-brand-authority/">Boost Brand Authority: Strengthen Your Voice to Stand Out</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
]]></description>
										<content:encoded><![CDATA[
<p class="wp-block-paragraph">Your professional brand voice goes beyond how you talk about your business; it’s how you showcase your authority and leave a lasting impression. But if your voice isn’t sending the right signals, you might be missing out on chances to build trust, stand out, and win people over.</p>



<p class="wp-block-paragraph"><img src="https://s.w.org/images/core/emoji/17.0.2/72x72/1f4a3.png" alt="💣" class="wp-smiley" style="height: 1em; max-height: 1em;" />Truth bomb:</p>



<p class="wp-block-paragraph">You can have impressive qualifications, years of experience, and a stellar track record, but if your brand voice sounds generic, or doesn’t show the depth of your expertise, people will move on to someone who sounds like they know their stuff.</p>



<p class="wp-block-paragraph">So, how do you boost brand authority and make sure your voice shows everyone you&#8217;re <em>the best</em> at what you do? </p>



<p class="wp-block-paragraph">That&#8217;s the BIG question, but before we dive in, let’s nail down what we’re really talking about.</p>



<h3 class="wp-block-heading">What exactly is a <em>Professional Brand Voice</em>?</h3>



<p class="wp-block-paragraph">Your <strong><a href="https://kimscaravelli.com/personal-brand-versus-professional-brand/">professional brand voice</a></strong>, often referred to as your <em>personal</em> brand voice, is how you express who you are, what you do, and why it matters. </p>



<blockquote class="wp-block-quote is-layout-flow wp-block-quote-is-layout-flow">
<p class="wp-block-paragraph"><strong>&#8220;Your personal brand is a promise to your clients… a promise of quality, consistency, competency, and reliability.&#8221;</strong>&#8211; <a href="http://Your personal brand is a promise to your clients… a promise of quality, consistency, competency, and reliability. ~ Jason Hartman">Jason Hartman</a></p>
</blockquote>



<p class="wp-block-paragraph">A strong brand voice blends personality and tone to show authority without coming across as forced. Imagine your brand voice as a guest at a dinner party. It should be sharing insights and offering helpful advice, NOT droning on like a lecture or blending into the background.</p>



<p class="wp-block-paragraph">True authority comes from confidence, but not the &#8216;I’m the best, and everyone else is terrible&#8217; kind. It’s the calm, assured tone that makes people feel they’re in good hands: &#8216;I’ve got this, and here’s how I can help you.&#8217; </p>



<p class="wp-block-paragraph">If your brand voice sounds stiff and formal, or timid and forgettable, you should make a few adjustments.</p>



<h3 class="wp-block-heading">Ready to check your brand voice authority? </h3>



<p class="wp-block-paragraph">Start with a quick check-up. Pick a key platform where your brand should shine, like the home page or about page of your website. Then, ask yourself:</p>



<ul class="wp-block-list">
<li>Does my brand voice sound confident and knowledgeable?</li>



<li>Is it clear why I’m the go-to expert in my field?</li>



<li>Does my personality come through, or could this be anyone talking?</li>



<li>When people read this, do they feel assured that I know my stuff?</li>
</ul>



<p class="wp-block-paragraph">If you’re nodding ‘yes,’ you’re on track. If you hesitated or cringed like you just bit into a lemon, it’s time for a tweak.</p>



<p class="wp-block-paragraph"><img src="https://s.w.org/images/core/emoji/17.0.2/72x72/1f4e3.png" alt="📣" class="wp-smiley" style="height: 1em; max-height: 1em;" />&nbsp;Tip:&nbsp;Don’t just trust your own judgment. Ask a few trusted colleagues, clients, or friends (<em>the honest ones who’ll tell you if there’s spinach in your teeth</em>) how they perceive your brand voice. You might be surprised at their insights.</p>



<h3 class="wp-block-heading">How can I build a stronger sense of authority?</h3>



<p class="wp-block-paragraph">An authoritative brand voice has a few key elements that make people sit up, take notice, and, most importantly, trust you. Here’s how to make it happen:</p>



<p class="wp-block-paragraph"><img src="https://s.w.org/images/core/emoji/17.0.2/72x72/2714.png" alt="✔" class="wp-smiley" style="height: 1em; max-height: 1em;" /><strong>Be confident, not cocky.</strong> </p>



<p class="wp-block-paragraph">Sound like an expert, but avoid being overbearing. Confidence means sharing your knowledge clearly and assertively, while still keeping a warm, approachable tone. <em>No one wants to deal with an I’m-better-than-you attitude. It’s not a good look</em>.</p>



<p class="wp-block-paragraph"><img src="https://s.w.org/images/core/emoji/17.0.2/72x72/2714.png" alt="✔" class="wp-smiley" style="height: 1em; max-height: 1em;" /><strong>Get straight to the point.</strong>&nbsp;</p>



<p class="wp-block-paragraph">An authoritative voice doesn’t beat around the bush; it’s clear, direct, and easy to understand. Axe the jargon (unless your audience really needs it) and focus on clarity. When you truly understand something, you can make it simple. That’s when your authority shines brightest!</p>



<p class="wp-block-paragraph"><img src="https://s.w.org/images/core/emoji/17.0.2/72x72/2714.png" alt="✔" class="wp-smiley" style="height: 1em; max-height: 1em;" /><strong>Stay consistent.</strong></p>



<p class="wp-block-paragraph">Authority is built on consistency. Your tone, style, and language should align across all platforms. Whether it’s your website, social media, or emails, your audience should always get the same professional, trustworthy vibe.</p>



<p class="wp-block-paragraph"><img src="https://s.w.org/images/core/emoji/17.0.2/72x72/1f941.png" alt="🥁" class="wp-smiley" style="height: 1em; max-height: 1em;" /> Drumroll time! </p>



<h3 class="wp-block-heading">Here are 3 simple things you can do NOW:</h3>



<p class="wp-block-paragraph">FYI: There&#8217;s no need for a drastic overhaul! In fact, changing too much at once can backfire. </p>



<p class="wp-block-paragraph">Just tweaking a few key details can do wonders for your brand voice. Think of it as light housekeeping. You want to polish your strengths so your authority shines through.</p>



<p class="wp-block-paragraph">So, grab your duster, and let’s get to it&#8230;&#8221;</p>



<p class="wp-block-paragraph"><strong>1. Ditch filler words and phrases</strong>.</p>



<p class="wp-block-paragraph">Filler words and phrases are things like &#8220;I think&#8221;, &#8220;maybe&#8221;, and &#8220;sort of&#8221;. They make you sound unsure, and let’s be honest &#8211; no one wants to hire someone who&nbsp;<em>sort of</em>&nbsp;knows their stuff. Confident, straightforward language shows you mean business.</p>



<p class="wp-block-paragraph">Want a quick lesson on filler words? I&#8217;ve got you! Check out <a href="http://Want More Concise, Powerful Content? Ditch These 20+ Words!">Want More Concise, Powerful Content? Ditch These 20+ Words!</a></p>



<ol class="wp-block-list"></ol>



<p class="wp-block-paragraph"><strong>2. Don&#8217;t just TELL&#8230; SHOW.</strong></p>



<p class="wp-block-paragraph">You have the skills and the know-how, so let your expertise shine. Make your brand voice stand out by clearly showing what sets you apart. But remember, words alone don’t carry weight without proof. Share stories, insights, and case studies that let people see your brilliance in action. It’s one thing to say you’re an expert; it’s another to show it.</p>



<p class="wp-block-paragraph"><img src="https://s.w.org/images/core/emoji/17.0.2/72x72/1f4e3.png" alt="📣" class="wp-smiley" style="height: 1em; max-height: 1em;" /> Tip: Don’t let testimonials sit on a forgotten page! Kind words from real people are MAGICAL. Scatter them everywhere, like vibrant confetti.</p>



<p class="wp-block-paragraph"><strong>3. If your brand voice is out of sync across social and your website, tighten it up!</strong></p>



<p class="wp-block-paragraph">Consistency isn’t just a bonus—it’s a must. Create a simple style guide with your preferred tone, key phrases, and go-to vocabulary. It doesn’t need to be fancy, just clear and useful.</p>



<p class="wp-block-paragraph">Then, stick to it everywhere: your website, social media, emails, and more. Wherever people encounter your brand, they should hear the same confident, authoritative voice.</p>



<h3 class="wp-block-heading">Conclusion</h3>



<p class="wp-block-paragraph">Your professional brand voice is your secret weapon. It’s how you show the world what you’re made of without having to shout it from the rooftops. </p>



<p class="wp-block-paragraph"><img src="https://s.w.org/images/core/emoji/17.0.2/72x72/1f4e3.png" alt="📣" class="wp-smiley" style="height: 1em; max-height: 1em;" /><strong>Remember, it’s not about sounding like an expert in everything; it’s about showcasing your strengths in <em>your</em> field. </strong></p>



<p class="wp-block-paragraph">So take a moment to assess your existing brand voice, make those adjustments, and picture your clients nodding along, thinking, “This is exactly who I need.” Because when your voice is strong, authentic, and authoritative, people listen. And they take action!</p>



<p class="wp-block-paragraph">Want to boost brand authority and connect with your audience? Grab my free download: <a href="http://My 5 Foolproof Ways To Add Personality And Sparkle To Your Brand Content!"><em>5</em> <em>Foolproof Ways To Add Personality And Sparkle To Your Brand Content!</em></a> and discover simple ways to engage clients, build trust, and make your professional brand voice unforgettable.</p>
<p>The post <a href="https://kimscaravelli.com/boost-brand-authority/">Boost Brand Authority: Strengthen Your Voice to Stand Out</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
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		<title>How To Tighten A Sentence: 3 Easy Ways To Improve Readability</title>
		<link>https://kimscaravelli.com/how-to-tighten-a-sentence/</link>
					<comments>https://kimscaravelli.com/how-to-tighten-a-sentence/#respond</comments>
		
		<dc:creator><![CDATA[Kim Kim]]></dc:creator>
		<pubDate>Mon, 13 Mar 2023 20:14:31 +0000</pubDate>
				<category><![CDATA[business communication]]></category>
		<category><![CDATA[content writing]]></category>
		<category><![CDATA[my creative life]]></category>
		<category><![CDATA[website content]]></category>
		<category><![CDATA[writing tips and tricks]]></category>
		<guid isPermaLink="false">https://kimscaravelli.com/?p=7397</guid>

					<description><![CDATA[<p>Rambling is a always a negative, whether you&#8217;re speaking or writing. That said, you have more leeway when speaking because there are many ways to hold attention. You can use tone, body language, facial expressions, etc. to keep listeners interested. But when you write, there are only words. So rambling isn&#8217;t just annoying &#8211; it&#8217;s&#8230;</p>
<p>The post <a href="https://kimscaravelli.com/how-to-tighten-a-sentence/">How To Tighten A Sentence: 3 Easy Ways To Improve Readability</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
]]></description>
										<content:encoded><![CDATA[
<p class="wp-block-paragraph">Rambling is a always a negative, whether you&#8217;re speaking or writing. </p>



<p class="wp-block-paragraph">That said, you have more leeway when speaking because there are many ways to hold attention. You can use tone, body language, facial expressions, etc. to keep listeners interested.</p>



<p class="wp-block-paragraph">But when you write, there are only words. So rambling isn&#8217;t just annoying &#8211; it&#8217;s fatal.</p>



<p class="wp-block-paragraph">Want an example? Take a deep breath and read this sentence:</p>



<blockquote class="wp-block-quote is-layout-flow wp-block-quote-is-layout-flow">
<p class="wp-block-paragraph"><strong>The purpose of this article is to explain why a sentence that is grammatically correct, structurally accurate, and filled with important information that&#8217;s valuable to readers, may still be incapable of effectively communicating that information or even holding the reader&#8217;s attention.</strong></p>
</blockquote>



<p class="wp-block-paragraph"><em>Confused? Bored? Gasping for air?</em></p>



<p class="wp-block-paragraph">This sentence is simply not readable. It&#8217;s too bloody long. There are 41 words and 11 of them have three or more syllables!</p>



<h3 class="wp-block-heading">What makes long sentences feel so <em>unreadable</em>?</h3>



<p class="wp-block-paragraph">When we read, our brain and our eyeballs work together. The eyeballs suck up the words and feed them to the brain. </p>



<p class="wp-block-paragraph">The brain is very polite. It doesn&#8217;t rush the eyeballs. Instead, it waits for them to pause. Then, and only then, it processes the meaning of what it has been fed.</p>



<p class="wp-block-paragraph">Long, complicated sentences take longer to read and longer to make sense of. They exhaust the eyeballs and overwhelm the brain. </p>



<p class="wp-block-paragraph">And because no one likes to feel exhausted and overwhelmed, our natural response is to stop reading.</p>



<p class="wp-block-paragraph">When creating your first draft, the goal is to spit out words, so rambling is okay. But during the editing process, you <em>must</em> tighten up your sentences and make them readable. </p>



<h3 class="wp-block-heading">There are three easy ways to tighten a sentence:  </h3>



<p class="wp-block-paragraph">It&#8217;s not complicated. Just relax and read the whole thing ALOUD.</p>



<p class="wp-block-paragraph">Highlight sentences and passages that leave you feeling confused, bored, or gasping for air. Then do one or more of the following:</p>



<ol class="wp-block-list">
<li>Axe <a href="https://kimscaravelli.com/want-more-concise-powerful-content-ditch-these-20-words/">unnecessary words</a></li>



<li>Break long sentences into shorter ones</li>



<li>Replace long words and phrases with clearer, more succinct alternatives</li>
</ol>



<p class="wp-block-paragraph"><em>Tip: There&#8217;s nothing wrong with <a href="https://www.grammarly.com/blog/starting-a-sentence-with-a-conjunction/">starting a sentence with a conjunction</a>. And using conjunctions more freely can help break long sentences into shorter ones.</em></p>



<h3 class="wp-block-heading">Let&#8217;s use the enormous sentence I gave you as an example of how to tighten a sentence:</h3>



<p class="wp-block-paragraph">Here are a few quick ways to tame that monster:</p>



<p class="wp-block-paragraph"></p>



<p class="wp-block-paragraph">Replace =&gt; The purpose of this article is to explain </p>



<p class="wp-block-paragraph">With =&gt; This article explains</p>



<p class="wp-block-paragraph"></p>



<p class="wp-block-paragraph">Replace =&gt; may still be incapable of effectively communicating that information</p>



<p class="wp-block-paragraph">With =&gt; may still fail to make its point</p>



<p class="wp-block-paragraph"></p>



<p class="wp-block-paragraph">Replace =&gt; or even holding the reader&#8217;s attention</p>



<p class="wp-block-paragraph">With =&gt; or even hold attention</p>



<p class="wp-block-paragraph"></p>



<p class="wp-block-paragraph">With just a bit of pruning, we can cut the word count of that sentence in half, and still say the same thing:</p>



<blockquote class="wp-block-quote is-layout-flow wp-block-quote-is-layout-flow">
<p class="wp-block-paragraph"><strong>This article explains why a properly built sentence that says something worth saying may still fail to make its point or even hold attention.</strong></p>
</blockquote>



<p class="wp-block-paragraph">Not bad. But readers know it&#8217;s an article, so let&#8217;s axe that bit too. This leaves us with:</p>



<blockquote class="wp-block-quote is-layout-flow wp-block-quote-is-layout-flow">
<p class="wp-block-paragraph"><strong>A properly built sentence that says something worth saying may still fail to make its point, or even hold attention.</strong></p>
</blockquote>



<p class="wp-block-paragraph">Now we&#8217;re getting somewhere! This sentence may not be bursting with personality, but it is clear, concise, and easy to read. </p>



<p class="wp-block-paragraph">And every sentence doesn&#8217;t need to knock it out of the ballpark, so long as they work together to win the game!</p>



<p class="wp-block-paragraph"><em>Note: This article was adapted from a chapter in the book <a href="https://kimscaravelli.com/buy-the-book/">Making Words Work</a> titled &#8220;Tighten Your Sentences&#8221;.</em></p>
<p>The post <a href="https://kimscaravelli.com/how-to-tighten-a-sentence/">How To Tighten A Sentence: 3 Easy Ways To Improve Readability</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
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		<title>6 Punctuation Mistakes That Annoy Readers And How To Fix Them</title>
		<link>https://kimscaravelli.com/6-punctuation-mistakes-that-annoy-readers-and-how-to-fix-them/</link>
					<comments>https://kimscaravelli.com/6-punctuation-mistakes-that-annoy-readers-and-how-to-fix-them/#comments</comments>
		
		<dc:creator><![CDATA[Kim Kim]]></dc:creator>
		<pubDate>Tue, 11 Oct 2022 13:05:59 +0000</pubDate>
				<category><![CDATA[being a professional writer]]></category>
		<category><![CDATA[business communication]]></category>
		<category><![CDATA[content writing]]></category>
		<category><![CDATA[writing tips and tricks]]></category>
		<guid isPermaLink="false">https://kimscaravelli.com/?p=6926</guid>

					<description><![CDATA[<p>“In writing, punctuation plays the role of body language. It helps readers hear the way you want to be heard.”&#160;―&#160;Russell Baker GOOD punctuation is something most readers take for granted. In my 20+ years of writing, I&#8217;ve never had someone leave a comment raving about the perfection of my punctuation. If you&#8217;re doing it right,&#8230;</p>
<p>The post <a href="https://kimscaravelli.com/6-punctuation-mistakes-that-annoy-readers-and-how-to-fix-them/">6 Punctuation Mistakes That Annoy Readers And How To Fix Them</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
]]></description>
										<content:encoded><![CDATA[
<blockquote class="wp-block-quote is-layout-flow wp-block-quote-is-layout-flow"><p>“In writing, punctuation plays the role of body language. It helps readers hear the way you want to be heard.”&nbsp;―&nbsp;<strong>Russell Bake</strong>r</p></blockquote>



<p class="wp-block-paragraph">GOOD punctuation is something most readers take for granted.  <em>In my 20+ years of writing, I&#8217;ve never had someone leave a comment raving about the perfection of my punctuation</em>. If you&#8217;re doing it right, this element of writing goes unnoticed. </p>



<p class="wp-block-paragraph">That said, MISTAKES attract the reader&#8217;s attention like fruit flies on a wine glass. They may ignore one or two small errors, but repeated punctuation mistakes pull attention from what you&#8217;re trying to say. <em>No matter how good the wine is, at some point all they see are the fruit flies. </em></p>



<p class="wp-block-paragraph">Here are some of the most common punctuation mistakes I find in online content (and business writing in general):</p>



<h2 class="wp-block-heading">Punctuation mistake #1 is taking a feast or famine approach to commas.</h2>



<p class="wp-block-paragraph">There are many rules about the use of commas. <em>If you want to take a deep dive into the topic, check out <a href="https://owl.purdue.edu/owl/general_writing/punctuation/commas/extended_rules_for_commas.html">&#8220;Extended Rules for Commas&#8221;</a> by the Purdue Writing Lab.</em> Some of these rules are persnickety and the average reader probably won&#8217;t notice if you&#8217;ve achieved comma-perfection, so long as you&#8217;re consistent about how and when you use them.</p>



<p class="wp-block-paragraph">What <em>every</em> reader will notice is when you expect them to read several lines of writing without pausing to inhale. Or when you sprinkle commas like confetti and they have to stutter and stop every few words.  The simplest way to fix both of these problems is to read each sentence aloud before you hit &#8220;publish&#8221;. Read slowly. Pay attention to the pace.</p>



<p class="wp-block-paragraph">Under-using commas is often just sloppiness, while over-using commas is a side-effect of writing overly complex sentences. Either way, the solution may require more than just adding more or deleting a few. You might need to go back to the drawing board and rework some of your paragraphs.</p>



<h2 class="wp-block-heading">Punctuation mistake #2 involves using apostrophes incorrectly.</h2>



<p class="wp-block-paragraph">As with commas, there are many rules about the use of apostrophes. <em>There&#8217;s a detailed explanation of apostrophes in <a href="https://www.thepunctuationguide.com/apostrophe.html">The Punctuation Guide</a> if you want to get into the nitty-gritty of it all.</em> </p>



<p class="wp-block-paragraph">Even if you never manage to memorize ALL the rules, you can avoid the most common apostrophe-related punctuation mistakes by remembering these three things:</p>



<ul class="wp-block-list"><li>When one person owns something, use an apostrophe and an &#8216;s&#8217;. Example: Jack&#8217;s car.</li><li>When multiple people own something, put the apostrophe after the &#8216;s&#8217;. Example: My parents&#8217; car.</li><li>In contractions, replace the missing letters with an apostrophe. Example: It is =&gt; It&#8217;s</li></ul>



<h2 class="wp-block-heading">Punctuation mistake #3 is using punctuation to create emotions.</h2>



<p class="wp-block-paragraph">This is a pet peeve of mine. If you&#8217;re saying something exciting, add an exclamation point! But don&#8217;t add three and assume this makes your statement three times as exciting!!!</p>



<p class="wp-block-paragraph">The same goes for question marks. One means you&#8217;re asking a question. Two or three is just troubling. <em>Do you know what I&#8217;m talking about? Do you???</em></p>



<p class="wp-block-paragraph">And don&#8217;t get me started on jumbled mishmashes of both question marks and exclamation points. <em>What on earth are writers thinking when they do that?!?</em></p>



<p class="wp-block-paragraph">Honestly, I&#8217;ve done all of these things &#8211; most often in social media posts where the word count is limited and I&#8217;m trying to breathe life into super short bits of text. But I&#8217;m always aware that it&#8217;s a copout. And I feel more proud of my writing when I manage to elicit strong feelings with my words and don&#8217;t lean on punctuation marks.</p>



<h2 class="wp-block-heading">Punctuation mistake #4 is using semicolons when a simple comma will do the job.</h2>



<blockquote class="wp-block-quote is-layout-flow wp-block-quote-is-layout-flow"><p>&#8220;Do not use semicolons. They are transvestite hermaphrodites representing absolutely nothing. All they do is show you&#8217;ve been to college.<br>-Kurt Vonnegut</p></blockquote>



<p class="wp-block-paragraph">Must agree with Kurt on this one. There&#8217;s something pretentious about semi-colons and I&#8217;ve seldom seen cause to use one. 99.99% of the time you can replace it with a regular old comma and no one will notice.</p>



<h2 class="wp-block-heading">Punctuation mistake #5 is using air quotes. Ever. For any reason.</h2>



<p class="wp-block-paragraph">Air quotes are rude. When a writer places quotation marks around a word or phrase purely to draw attention to it, it&#8217;s almost always <strong>meanness disguised as humour.</strong></p>



<p class="wp-block-paragraph">For example, if you put air quotes around the word &#8220;expert&#8221;, readers know what you&#8217;re <em>really</em> saying about that person&#8217;s expertise. And it&#8217;s not nice.</p>



<p class="wp-block-paragraph">If you take argument with something or someone, do it directly. Delete the air quotes and use grown-up words and intelligent arguments to express yourself. For instance, if you want to diminish the power of an expert option, a simple solution is to present other viewpoints: <em>&#8220;While some experts believe ________, there are others who say ________.&#8221;</em></p>



<p class="wp-block-paragraph">As a writer, your words and your punctuation choices have power. Always err on the side of respectful discourse.</p>



<h2 class="wp-block-heading">Punctuation mistake #6 is adding more than one space between sentences.</h2>



<p class="wp-block-paragraph">Back in prehistoric times, when writers relied on typewriters to carve their words onto the page, it was commonplace to add two spaces after each period. This was a practical formatting practice because the spacing between words was uneven on a typewriter. Adding two spaces ensured that readers clearly saw where one sentence ended and the next began. </p>



<p class="wp-block-paragraph">As often happens with commonplace things, this practice evolved into a RULE and we kept adding that extra space for decades (<em>long after we had fixed the uneven spacing issue</em>). But it&#8217;s time to let go of this outdated habit. </p>



<p class="wp-block-paragraph">Adding two spaces after each period no longer makes writing easier to read or more aesthetically pleasing. In fact, the opposite is true. It adds unnecessary (and unattractive) gaps between sentences. </p>



<p class="wp-block-paragraph">Today, the majority of style guides and practitioners of publishing, including writers, editors, and typographers, agree that we should use one space after a period instead of two. If you don&#8217;t believe me, google &#8220;How Many Spaces Go After a Period?&#8221;. <em>Trust me. I&#8217;m on the right side of this debate.</em></p>



<h2 class="wp-block-heading">Final Thoughts:</h2>



<p class="wp-block-paragraph">Don&#8217;t spend too much time jumping down rabbit holes online, searching through the endless labyrinth of punctuation DOs and DON&#8217;Ts. There&#8217;s a degree of subjectivity to many of the rules. And as I&#8217;ve mentioned, most readers notice consistency above perfection. </p>



<p class="wp-block-paragraph">Remember: The goal is to <a href="https://kimscaravelli.com/buy-the-book/">make sure your writing looks professional</a> and folks can travel through your sentences easily. </p>



<p class="wp-block-paragraph">So don&#8217;t obsess about punctuation mistakes when creating your first draft. But obsess <em>a little</em> while you&#8217;re editing. </p>



<p class="wp-block-paragraph"></p>



<p class="wp-block-paragraph"></p>



<p class="wp-block-paragraph"> </p>



<p class="wp-block-paragraph"></p>
<p>The post <a href="https://kimscaravelli.com/6-punctuation-mistakes-that-annoy-readers-and-how-to-fix-them/">6 Punctuation Mistakes That Annoy Readers And How To Fix Them</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
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		<title>Writing Effective Email: 10 Tips To Be Both Purposeful And Polite</title>
		<link>https://kimscaravelli.com/writing-effective-email-10-tips-to-be-both-purposeful-and-polite/</link>
					<comments>https://kimscaravelli.com/writing-effective-email-10-tips-to-be-both-purposeful-and-polite/#respond</comments>
		
		<dc:creator><![CDATA[Kim Kim]]></dc:creator>
		<pubDate>Fri, 15 Jul 2022 16:25:21 +0000</pubDate>
				<category><![CDATA[business communication]]></category>
		<category><![CDATA[writing tips and tricks]]></category>
		<category><![CDATA[email]]></category>
		<category><![CDATA[writing effective email]]></category>
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					<description><![CDATA[<p>If you&#8217;re looking for an article on how to get unsuspecting strangers to open spammy email, keep hunting. This post isn&#8217;t for you. Also&#8230; you should stop that foolishness, because we&#8217;re all busy and impatient, and no one wants that kind of email. This article is about how to improve your email communication skills so&#8230;</p>
<p>The post <a href="https://kimscaravelli.com/writing-effective-email-10-tips-to-be-both-purposeful-and-polite/">Writing Effective Email: 10 Tips To Be Both Purposeful And Polite</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
]]></description>
										<content:encoded><![CDATA[
<p class="wp-block-paragraph">If you&#8217;re looking for an article on how to get unsuspecting strangers to open spammy email, keep hunting. This post isn&#8217;t for you. Also&#8230; you should stop that foolishness, because we&#8217;re all busy and impatient, and no one wants that kind of email.</p>



<p class="wp-block-paragraph">This article is about how to improve your email communication skills so that when you send a work-related email to someone, they appreciate how friendly and professional you are, and they understand<strong><em> </em></strong>what you&#8217;re trying to say.</p>



<p class="wp-block-paragraph">Before we jump into those tips on writing effective<em> </em>email, let&#8217;s look at the most common types of <em>ineffective</em> email: </p>



<ul class="wp-block-list"><li>Rambling and nonsensical, and</li><li>Curt and abrasive</li></ul>



<p class="wp-block-paragraph">Rambling, nonsensical email are commonplace in our work lives. They tend to cover multiple topics at once and may include information that isn&#8217;t relevant to the main message. </p>



<p class="wp-block-paragraph">The biggest problem with this type of email is a lack of clarity. After reading the message, you&#8217;re left with more questions than answers. As a result, you&#8217;re forced to engage in a frustrating, back-and-forth exchange with the sender, as you struggle to get clarification. </p>



<p class="wp-block-paragraph">Curt, abrasive email jump straight to the point, but they do so at the expense of politeness. They skip the niceties, like hellos and goodbyes, and may be no more than a sentence or two long (<em>often with an exclamation point tossed in</em>). They&#8217;re also prone to signs of carelessness, like spelling mistakes and type-os.</p>



<p class="wp-block-paragraph">It feels like the sender is barking commands at you. And even if there&#8217;s nothing overtly offensive about the message, you feel slighted that you didn&#8217;t merit a more considerate, nuanced email. A curt, abrasive email leaves a bad taste in your mouth and damages your opinion of the sender.</p>



<h2 class="wp-block-heading">So what does an EFFECTIVE email look like?</h2>



<p class="wp-block-paragraph">Email messages should be both <strong>purposeful </strong>and<strong> polite</strong><em>.</em> The reader should feel like you&#8217;ve answered their question, solved their problem, or at least moved things forward in some way. And the tone<em> </em>of your message should be respectful, regardless of the topic.</p>



<p class="wp-block-paragraph">FYI: According to statistics,<a href="https://earthweb.com/how-many-emails-does-the-average-person-receive-per-day/"> the average working professional sends over 40 emails per day</a>. That&#8217;s 40+ chances to demonstrate your authority and build positive relationships! </p>



<p class="wp-block-paragraph">So without further ado, let&#8217;s jump into the basics of writing effective email.</p>



<h3 class="wp-block-heading">Tip #1: Always start with a greeting.</h3>



<p class="wp-block-paragraph">I&#8217;m amazed (<em>and not in a good way</em>) by how many people don&#8217;t bother adding a greeting to their email. It&#8217;s as though they&#8217;ve forgotten the basic rules of polite conversation! </p>



<p class="wp-block-paragraph">Greetings are a demonstration of courtesy and respect &#8211; so DON&#8217;T skip this part.</p>



<p class="wp-block-paragraph">If you want some options, here&#8217;s a list of <a href="https://www.indeed.com/career-advice/career-development/greeting-from-email">45 different email greetings to use at work.</a> That said, there&#8217;s no need to overthink it. A simple &#8220;hello&#8221; will usually do the trick. </p>



<p class="wp-block-paragraph">Note: Only use &#8220;hi&#8221; if it&#8217;s someone you know well and feel very comfortable chatting with. Otherwise, stick with &#8220;hello&#8221;. It&#8217;s still friendly, but a bit more professional. </p>



<h3 class="wp-block-heading">Tip #2: Ponder your purpose BEFORE you start writing.</h3>



<p class="wp-block-paragraph">Writing effective email is like writing anything else &#8211; you get better results when you plan things out. Before you start spilling words onto a screen, take a moment to consider what you want to say. <em>What&#8217;s the purpose of your email? </em></p>



<p class="wp-block-paragraph">This may seem obvious, but we&#8217;ve grown so casual about sending email that we sometimes fail to give this format the respect it deserves. This is a written communication. It&#8217;s concrete. It&#8217;s actionable. As such, it&#8217;s worth investing a few moments in pondering. </p>



<p class="wp-block-paragraph">Rambling, nonsensical email happen when your fingers hit the keyboard too quickly. </p>



<p class="wp-block-paragraph">Think first. Write second.</p>



<h3 class="wp-block-heading">Tip #3: Be concise.</h3>



<p class="wp-block-paragraph">The most effective email are short, clear, and to-the-point. If you need to send a large amount of text, I recommend putting it in a document and sending it as an attachment. In the body of your email message, provide a brief summary of that document. The recipient can then decide whether to open it immediately, or wait until later. In this way, you demonstrate respect for their time. </p>



<p class="wp-block-paragraph">Concise writing is about using the fewest possible words, so an integral part of writing effective email is learning how to recognize (and delete) terms and phrases that don&#8217;t contribute impact or meaning. Here&#8217;s my list of <a href="https://kimscaravelli.com/want-more-concise-powerful-content-ditch-these-20-words/">20+ ditch-able words</a>.</p>



<h3 class="wp-block-heading">Tip #4: Be VERY aware of your tone.</h3>



<p class="wp-block-paragraph">In writing, <strong>tone</strong> is the <em>vibe </em>you send out to the reader. Minor changes can make a big difference in tone. For example, going back to the greetings options, &#8220;hi&#8221; is casual-friendly, while &#8220;hello&#8221; is formal-friendly.</p>



<p class="wp-block-paragraph">Because email is all about words, you don&#8217;t usually have visuals, like images and videos, to help convey tone. This UPS the power of individual words. The challenge is to be <em>intentional</em> and <em>consistent</em> about your choices. Don&#8217;t vacillate between friendly and formal. It confuses people.</p>



<p class="wp-block-paragraph">As an example, let&#8217;s look at this imaginary email from a manager to an employee working under their supervision:</p>



<figure class="wp-block-pullquote has-text-align-left"><blockquote><p>Hi.</p><p>Hope your day&#8217;s going well. I will need you to have your report submitted by end-of-day. No extensions! </p><p>Cheers.</p></blockquote></figure>



<p class="wp-block-paragraph">This email gets points for being clear and succinct. But from a TONE perspective, it&#8217;s the equivalent of having someone smile at you, then scowl, then smile again. It&#8217;s got a passive-aggressive vibe that isn&#8217;t helpful. </p>



<p class="wp-block-paragraph">Let&#8217;s try that email again:</p>



<figure class="wp-block-pullquote has-text-align-left"><blockquote><p>Hello. </p><p>Just sending a quick reminder that your report needs to be submitted today. You can send it as an email attachment. I&#8217;ll be checking my emails up to 4pm. </p><p>Thanks. </p></blockquote></figure>



<p class="wp-block-paragraph">Switching from &#8220;hi&#8221; and &#8220;cheers&#8221; to &#8220;hello&#8221; and &#8220;thanks&#8221; makes the tone more formal (supervisor to employee), which matches better with the purpose of the email. Swapping &#8220;end-of-day&#8221; for &#8220;today&#8221; and &#8220;no extensions!&#8221; for &#8220;needs to be submitted today&#8221; doesn&#8217;t change the message &#8211; but it does dial back the aggression. As I&#8217;ve already said, little changes can have a significant impact on tone.</p>



<h3 class="wp-block-heading">Tip #5: Format your message so it&#8217;s easy to read</h3>



<p class="wp-block-paragraph">Even when your words are on-topic and concise, your message loses clarity if readers must squint to read it, or if everything is crammed into a single, unending paragraph.  To make your email easy-to-read and understand:</p>



<ul class="wp-block-list"><li>Use one font throughout your email and size it appropriately. You want something large enough to avoid squinting but not so large that the reader must scroll to read the full message. A 10-point or 12-point font size is generally acceptable.</li><li>Give both your greeting and your sign-off a line to themselves.  And if your message is more than two or three sentences, break it into multiple paragraphs.</li><li>Stick to plain text and avoid using bold, italics, and colour changes. These options may end up appearing as control sequences or symbols on your reader&#8217;s device.</li></ul>



<h3 class="wp-block-heading">Tip #6: Don&#8217;t try to be funny.</h3>



<p class="wp-block-paragraph">Sometimes, it&#8217;s tempting to try and add humour to email. It may feel like sprinkling a bit of wry wit, or adding an insider joke, could make your message less dry. Or friendlier.</p>



<p class="wp-block-paragraph">Ignore that feeling. Seriously. Bury it deep.</p>



<p class="wp-block-paragraph">Humour is a tricky thing. What&#8217;s funny to one person may not be funny to someone else &#8211; and may even be offensive. And those extra words inevitably make your email less clear and concise. </p>



<p class="wp-block-paragraph">Save the witty repartee for face-to-face interactions. Maybe even phone calls. But NOT email. The risks significantly outweigh the potential benefits.</p>



<h3 class="wp-block-heading">Tip #7: Avoid jargon and slang.</h3>



<p class="wp-block-paragraph"><strong>Jargon </strong>and <strong>slang</strong> are words and expressions that make sense to &#8220;insiders&#8221; but are confusing to others. In your industry, workplace, or community, these words may be familiar, but outside of specific environments, they&#8217;re meaningless, or they mean something completely different. </p>



<p class="wp-block-paragraph">In theory, insider terms are fine when you&#8217;re sending an email to someone who knows what you mean. But if the reader doesn&#8217;t understand the word or expression, your message is no longer clear. </p>



<p class="wp-block-paragraph">Chances are high that you will get a followup email asking you to explain what you&#8217;re talking about. There&#8217;s also a chance that the reader will simply pretend to understand, which is arguably worse! </p>



<p class="wp-block-paragraph">Remember: Writing effective email is about clarity, not cleverness.</p>



<h3 class="wp-block-heading">Tip #8: Add a polite sign-off.</h3>



<p class="wp-block-paragraph">As with greetings, sign-offs are a demonstration of courtesy and respect. You may have a formal signature that&#8217;s automatically tacked onto your email &#8211; and that&#8217;s lovely. But it&#8217;s also impersonal. So take a moment to acknowledge the person you&#8217;re communicating with.</p>



<p class="wp-block-paragraph">Simple sign-offs include <em>regards</em>, <em>sincerely, cheers</em>, and <em>thanks</em>.</p>



<p class="wp-block-paragraph">If you&#8217;re going back and forth with email, there&#8217;s a point where you may stop adding a sign-off. It&#8217;s subjective. But your initial email should have one.  </p>



<h3 class="wp-block-heading">Tip #9: Review your email THREE TIMES before you send it.</h3>



<p class="wp-block-paragraph">This sounds more onerous than it is.  If your email is short and concise<em> (as it should be)</em>, it will only take a minute or two to run through it &#8211; THREE TIMES:</p>



<ol class="wp-block-list"><li>Review spelling, grammar, and punctuation. Sloppy writing implies a degree of carelessness and as a professional, &#8220;careless&#8221; isn&#8217;t a word you want associated with your name.</li><li>Make sure you&#8217;ve conveyed your main point clearly and succinctly. Delete unnecessary words and replace jargon with more standard terms.</li><li>Check your tone.<em> Imagine that you&#8217;re the reader instead of the sender. </em></li></ol>



<h3 class="wp-block-heading">Tip #10: If you&#8217;re struggling to create an email, stop and ask yourself WHY.</h3>



<p class="wp-block-paragraph">If you&#8217;re stuck in a loop of writing and rewriting an email, it&#8217;s possible that the topic is simply too complicated, or too sensitive, for this format. Sometimes, the best way to be both purposeful and polite is to have a more personal conversation via a face-to-face meeting, video call, or even the old-school telephone!</p>



<h2 class="wp-block-heading">Key Takeaways:</h2>



<p class="wp-block-paragraph">Writing effective email is an important part of being a professional. Your words, and how you use them, are a reflection of your knowledge, your authority, and your interpersonal skills. </p>



<p class="wp-block-paragraph">It&#8217;s worth taking the time to craft email messages that are both purposeful and polite. Ultimately, the secret is to proofread before clicking &#8220;send&#8221; &#8211; and trust your gut. If you&#8217;re concerned about the clarity or tone of an email, keep tweaking it. Or switch to another format, if that feels more appropriate.</p>



<h2 class="wp-block-heading"> </h2>
<p>The post <a href="https://kimscaravelli.com/writing-effective-email-10-tips-to-be-both-purposeful-and-polite/">Writing Effective Email: 10 Tips To Be Both Purposeful And Polite</a> appeared first on <a href="https://kimscaravelli.com">Kim Scaravelli</a>.</p>
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