Last week I wrote about some things to consider if you tend to be verbose in your communication. Today I have some advice for people who are the opposite—you know, you generally respond with the most minimal communication possible. That’s okay sometimes, but other times, when you get an email and the sender asks, “Do you want me to help this client with their website or their ATM?” and you answer “Yes,” well, there are a couple issues there. J
For those of you who do not write much or who are looking to add a little more to your writing, consider these questions:
- Did I address the reason for this email/document? (If it is an either/or question, did you tell them which response to go with? If it is a yes/no question, did you provide any additional information needed?)
- Did I include the information the person needs to address their problem? (Consider the standard questions: Who? What? Where? When? Why? How? If you answered these questions regarding the writer’s email or document request, chances are you’re good to go.)
- Am I including enough detail? (Again, if you consider what the reader needs and answer the standard questions, you should be in good shape.)
- Did I use complete sentences in my writing? (Complete sentences include a subject (actor) and predicate (action). For example, “Bob is sending the lesson plan.” “Jane and Fierro will meet you at Donkey Taco for dinner.” Don’t forget the who and the what when you’re responding. If you use “he” and “she,” make sure you’ve defined who those pronouns refer to, to avoid confusion.)
- (In email) Did I greet the reader and sign off appropriately? (Unsure of how to say hello or goodbye? See the following articles from Editor’s Corner.)
Kara Church
Technical Editor, Advisory
Symitar Documentation Services
Editor's Corner 
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