Anyone who’s been to one of my writing workshops will be familiar with what I refer to as the four pillars – they are essential to all non-fiction writing.

• The first pillar is clarity. It’s the main game. If your reader can’t understand your message, you are wasting your time. Clear writing is compelling. It gets to the point and has a logical flow. And it is easy to read and understand.
  Whether it’s an email to your boss, a letter to your clients/supporters or a major funding submission you must use everyday words. As much as possible, write as if you are talking with the person at the other end.
• Simplicity is the next pillar and it enhances your clarity. Simplicity is achieved by using plain English. That means no jargon, no technical nor pompous language that could confuse or intimidate. And definitely no waffle. Simplicity also means sticking to your main message. You can give detail, but don’t get side-tracked.
• The impact of brevity is under-appreciated. It eliminates unnecessary words and flowery descriptions that bog down your sentences. Brevity allows your writing to move with agility. It keeps you on message and on task.
• And now for where your passion comes from: humanity. When you write with humanity you sound like a real person, speaking face-to-face with your reader. By writing in an active voice you give your writing energy. The humanity in your writing engages readers and makes your story plausible.

The four pillars are the foundation for powerful writing at work – whatever the purpose of that writing.

Now, here’s a handy checklist for putting it into action:

• Write shorter sentences and vary the length of your sentences. These sentences should then form short paragraphs.
• Plan how your story will unfold. Lead in with the most important information so readers get your main point even if they don’t continue reading.
• Break up your writing with sub-headings or bullets. Highlight quotes from the central character or facts from experts. This approach aids comprehension and makes your writing interesting and easy to read.
• When you think you’ve finished, then start to cut. Your writing at work will nearly always be better if you cut your first draft by 50 per cent.

If you use the four pillars and remember to use everyday language, your writing will have greater impact.

Emma McDonald

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