We make decisions about others within seconds of meeting the person; first impressions are powerful and impactful. So, why aren’t our documents handled with the same care as the clothes we choose to wear. Here’s a list of decision-points that detail items to help you improve your first impressions on the page.
Item 1: Choose the paper that fits the message. The type and quality of the paper are a reflection of your standard of performance. Be sure you are saying what you want to say by the look and feel of the paper.
Item 2: Use visuals. Business writing needs to be quickly understood. Be sure to take advantage of the many avenues of displaying information – tables, graphs, photos, clip-art, drawings, videos, etc. Make sure they are linked to the message. Remember to point your reader to the illustration by mentioning it. Be smart in your spatial relationships.
Item 3: Locate information intentionally. Connecting with the reader and persuading them to embrace your message means locating information in appropriate places on the page. For instance, in a resume, the most influential information needs to be located in the top 2/10th on the page. The second most persuasive places are the top and the bottom on the page. Additionally, be smart about where you locate requests of the reader; bury the request and the reader might miss and important action request.
Organize it so the reader can understand the message quickly.
Item 4: Be strategic in your paragraph size. In business writing, your introduction paragraph is typically smaller than the body paragraphs. You do not want to talk details – only give the reader an enticement and a preview of what is to come. In your body paragraphs, vary the size and keep the short (unlike academic writing that likes long paragraphing.)
Item 5: Use appropriate white space and vary your delivery methods for interest. Important in business is the ability to read a document quickly. White space, the space between titles, paragraph, and visuals, creates an ease of readability or confusion for the eyes.
Item 6: Use appropriate color. Color creates immediate images and feelings. Use these cultural definitives to your advantage.
Item 7: Use appropriate fonts. Fonts help or hinder the reader’s readability. Pay attention to the size and style. Furthermore, use bolding to guide the reader’s understanding of the important.
Item 8: Follow protocol. Business is a combination of following directions and innovation. In documents, you need to follow standards in letter, memo, and email structures on the page. Predictability helps the reader read quickly and comfortably.
Item 9: Be accurate in your grammar and mechanics.
Be pretty on the page.
Successful Business Communication 