How to Write Better

Because I work as an editor, friends sometimes send me emails like this:*

I'm writing a letter to our community group and I want to be sure I'm saying this right. Which is correct?

We should all meet next Wednesday to discuss the feasibility of lowering the speed limit so we can be more diligent about people who are driving too quickly down the streets in our town.

or

We should all meet next Wednesday to discuss the feasibility of lowering the speed limit so we can be more diligent about people who are driving too quick down the streets in our town.

My answer? I'm not crazy about either. Start over and use this easy rule: Keep it simple.

Try one of these sentences instead:

Let's find out if we can lower the speed limit downtown. The meeting is next Wednesday.

Or even:

Let's meet next Wednesday about lowering the speed limit downtown.

Whenever you find yourself lost in a sentence of your own making (especially if it's informational),  ask yourself how few words you need to get the job done. In this case, by suggesting a meeting, it's pretty clear you want to discuss something. And if you want to discuss lowering the speed limit, your reader knows you're concerned about people who are driving too quickly. While you're at it, simplify your language. Though there's nothing wrong with words like "feasibility" or "diligent," they're not necessary to get your point across.

Of course there are exceptions to this rule, but most of the writing we do every day—notes to teachers, thank you cards, flyers for a community event—can be improved by cutting out superfluous words and using direct, clear language.

Some Simple Rules:

Short is sweet. If your sentence is more than a line or two long, see if you can shorten it. If not, consider breaking it into two pieces.

Really? Avoid unnecessary modifiers like "really" or "very." Oddly enough, they may make your point sound weaker. Compare:

This meeting is urgent.

This meeting is very urgent.

This meeting is really urgent.

The word "urgent" is urgent enough.

Be positive. Rather than "Let's not be late," say "Please be on time." Instead of "We can't have more students in the class," try "We want fewer students in the class."

Remember: good writing is clear and gets to the point.

*Not an actual email.