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Basics of Written Communication

Whether you work as a marketer, designer, programmer, salesperson or in any other field, writing skills are essential. Writing clearly is a sign of clear thinking. Good writers are effective communicators. They present a clearer picture, they can explain more clearly what they think and want, and so they are more efficient in their work.

Identify your purpose and state it clearly

Effective written communication has a clear goal that you convey to the reader. Define and describe in clear terms what you want the reader to do or know.

Use the right tone

Tone conveys your feelings to the audience. It depends on the purpose of the writing and the target audience. In business writing, use a professional tone with the right amount of cordiality and formality.

Keep it simple and avoid jargon

Use a simple sentence structure. Avoid jargon and technical language. Your written communication should be understandable to your audience, regardless of who you are communicating with.

Use active voice

Choose active verbs instead of passive verbs to make your writing clearer, easier to understand, and more engaging for your audience.
The active voice improves the flow of your text and makes it more persuasive.

Be precise and stay on topic

Be clear and avoid irrelevant information. Keep paragraphs and sentences short and concise, because complex and long-winded statements slow down the flow of reading. Keep your main goal in mind and use only words that add value for the reader.

Be concise

To convey information efficiently, avoid complicated sentence patterns and minimize superfluous details. Try to get to the point as quickly as possible. Provide only the most important facts to adequately explain  your knowledge.

Use correct grammar and punctuation

Grammar and punctuation help you communicate effectively by making your work clear and avoiding misunderstandings. In professional communication, grammar and punctuation help convey accurate information to the reader.


You should always proofread your writing, regardless of how good you are at it. Look for spelling, punctuation, and grammatical errors. Make sure your writing actually conveys the intended message. Have someone else read your writing before you send or share it.

Make sure it is easy to read and skim

Divide your content into easy-to-read paragraphs or sections. This is especially important when viewers are reading on screen, such as when reading web content or emails. Use bullet points, headings, and short paragraphs to make your text easier to understand.

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