Simple Tips For Improving Newsletter Copy
I'm not even sure that there is such a word as 'readability'. But perhaps the fact that
you probably know what it means explains something important about the objective of this
article. It is not about precisely correct words. It is not about precisely correct grammar
or precisely correct punctuation. It is about being easily and properly understood. To be
properly understood you must make sure that you are precise in some important areas. Avoid
anything that unnecessarily distracts the reader's attention from your message. If readers
have to keep re-reading some sections of an article in order to work out what it means they
are being distracted from the message.
Spelling
A good example is bad spelling. The number of public documents I read that are filled
with spelling errors amazes me. I am not criticizing anyone's ability; plenty of people
understandably find the rules of spelling in the English language incomprehensible. It is
just that there is no need for it any more. This is the era of the computer and tools such
as autocorrect and spellchecking are at almost everyone's fingertips.
Punctuation
The readability of your articles can be affected by many other factors. Poor punctuation
is a widespread problem. The most common error is inappropriate use of the comma. In almost
every case it could be resolved by simply using shorter sentences.
Avoid Malapropisms
Use of incorrect words is also prevalent and, again, these are often errors that could be
settled conclusively by use of an ordinary tool such as a dictionary or thesaurus. Sometimes
the problem wouldn't arise at all if only short, popular words were used instead of long,
less well-known ones chosen only to impress the reader with the author's vocabulary. If you
know a word which precisely conveys what you want to say, then by all means use it—provided
you are reasonably sure your readers will also know it.
Plan Ahead, Edit After
Apart from using commonly available tools and simple tips such as those mentioned above,
there are two other measures which can help towards readability in your articles:
- Plan ahead and arrange the information you want to impart in a logical and
easy-to-understand manner.
- Re-read the completed work after a reasonable break (like overnight). It is
surprising how much easier a proper appraisal can be when seen through 'fresh eyes'.
© 1999 Mike Alexander (Revised 2003)
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Mike Alexander is the creator and owner of '101 Newsletter Answers', the 'How-To'
place where the focus is on 'Power Communicating' with newsletters. http://www.101newsletteranswers.com
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