Do you find you automatically lapse into stiff and formal business-speak when you’re trying for a more personal, relaxed tone? Here are a couple of tips to help you communicate in a warm and friendly tone of voice.
How to get that personal tone
Firstly, picture the person you’re talking to as you write and you’ll instinctively talk human to human, rather than lapse into dry corporate-speak. If you’re talking to a group of people, perhaps via social media, pick someone you know in that group and talk to them as an individual.
Secondly, talk personally to your readers using the word “you”. If this feels wrong at first, remember that you wouldn’t use words like “the applicant”, “the supplier” or “the customer” if you were talking to someone sitting across a desk from you.
Similarly, always refer to your organisation as “we”. (And there’s nothing wrong with using “we” and “I” in the same communication).
Use words your reader will understand
Finally, say exactly what you mean, using the simplest words available. That doesn’t mean using only short, simple words – just using words you’d expect your reader to understand.
So by all means use jargon when talking to a specific group of people who will understand the terms and phrases – it can be a useful form of shorthand. If, for example, you’re talking to a group of accountants, feel free to bandy around terms like IHT, CGT and GAAP* to your heart’s content and they’ll know exactly what you mean! But avoid specialist jargon when you’re talking to a general audience, unless you want to baffle them.
The Plain English Campaign has drawn up a list of words to avoid – and helpfully suggested more understandable alternatives:
|
Instead of |
Try |
|
Additional |
Extra |
|
Advise |
Tell |
|
Commence |
Start |
|
Complete |
Fill in |
|
Comply with |
Keep to |
|
Consequently |
So |
|
Ensure |
Make sure |
|
Forward |
Send |
|
In accordance with |
Under/keeping to |
|
In excess of |
More than |
|
In respect of |
For |
|
In the event of |
If |
|
On receipt |
When we/you get |
|
On request |
If you ask |
|
Particulars |
Details |
|
Per annum |
A year |
|
Persons |
People |
|
Prior to |
Before |
|
Purchase |
Buy |
|
Regarding |
About |
|
Terminate |
End |
|
Whilst |
While |
*Generally accepted accounting practice for the non-accountants out there.
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