Myth #4 - You must use formal language

This is the fourth article in our series in which we clear up some common myths about business writing. Here we talk about formal language.

Myth — you must use formal language.

Reality — plain, everyday language is better.

Formal writing, with its long words and clever turns of phrase, is a throwback to our school days, when we were taught to value literature, grammar and vocabulary.

But in the business world, the point of writing is not to impress, but to get relevant information across as quickly and effectively as possible. So, why say Receipt is hereby acknowledged of your income tax return in respect of the previous year when you can say We have received your tax return for last year?

Keep your writing short and simple:

• Use short words: try, don’t endeavour; end, don’t terminate. And avoid buzzwords and jargon, which some people might not understand — e.g. thinking out of the box.

• Use short sentences of 15–20 words, and not more than two lines long.

• Use active more than passive voice. Say We will make the final decision next week instead of The final decision will be made next week. Passive voice can often seem impersonal, bureaucratic and lacking in accountability.

Formal language does not belong in business. That’s why a number of countries (e.g. the United States in 2010) have drafted a Plain Writing Act to compel government departments and businesses to communicate clearly with the public. Business writing should as far as possible reflect the way people speak.

Now for our final myth: Myth # 5 — you must put your conclusion at the end.