How to reach your reader
With today’s technology, we send and receive information so fast that it’s hard to keep up with. With the mere click of a button, off it goes and we never really know who actually reads what we’ve sent.
To help your communication stand out from the rest of the pack, here are several tips on how to “Reach Your Reader”:
Write for your Reader
- Put them across the desk from you. It helps to keep you focused on what they want to hear.
Put your bottom line in your opening statement
- Begin with your punch line, follow with the purpose of your document, build the benefits, then ask for action (be specific).
Avoid Cliches such as:
- At this time; Enclosed please find; Please be advised that; Pursuant to our conversation
- Instead use: Now, I’ve enclosed; We’d like to inform you; When we last discussed this matter
Use personal pronouns
- Pack the document with personal pronouns such as I, we and you.
- For example: I’m, I’ve, you’d, I’d, can’t. This is more intimate than saying “cannot”, “will not”, etc.
- Write how you’d say it.
When typing an email:
- Always address the person you are sending the email to and use your name when signing off
Use their name when possible
- Once per document is enough. Put a comma before and after their name.
- For example: “We want you to know, Robin, that you’re a valuable asset.”