When Professional Writing Becomes Too Formal

Professional writing does not have to be formal writing. In fact, making something sound more important can often make it less clear.

Long sentences, complicated words and very formal expressions may look impressive on the page but they can also put distance between you and the person you are writing to. In business, that is not always what you want.

Professional Doesn't Mean Complicated

There is nothing unprofessional about using ordinary English. If a short, familiar word says exactly what you mean, there is usually no reason to replace it with a longer one.

The same applies to sentences. Trying to fit too much information into one sentence can make the reader go back and read it again. Breaking it into two does not make the writing less intelligent. It simply makes it easier to understand.

This becomes even more important when your document will be read internationally. Good business English should not require the reader to decipher it before they can respond to it.

Know Who You Are Talking To

An annual report, a contract and an email to a long-standing client do not need the same level of formality. The subject, the reader and the purpose of the document should decide the tone.

Being too informal can obviously cause problems, but so can going too far in the other direction. A friendly business relationship can suddenly sound remarkably unfriendly when every sentence is written as though it belongs in a legal document.

Don't Hide Behind the Language

Formal language can sometimes make an uncomfortable message easier to write. Unfortunately, it can also make the message harder to understand.

If something has changed, say what has changed. If there is a delay, explain the delay. If you need the reader to do something, make sure they can tell what you need them to do.

Courtesy is important. So is clarity. You can usually have both.

Read It Out Loud

If you are unsure whether something has become too formal, read it out loud. You do not have to write exactly as you speak, but if you cannot imagine yourself saying anything remotely like it, the writing may be trying a little too hard.

Professional English should give the reader confidence in what you are saying, not make them wonder why you needed so many words to say it.