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How Can You Achieve Results From Your Writing?

The main purpose of any communication is not to sound impressive or to use long words that no-one can understand! The main purpose is to communicate clearly, be understood and be effective – and that means to achieve results from your writing. How can you achieve this?

  1. Structure your documents logically

    Use fully-blocked style and open punctuation in all your letters, faxes, reports, etc.
    Structure all your documents logically using my 4-point plan – make sure there is an introduction setting the scene, a central section stating all the details, and then draw it all together with a response/action section and finally a simple close.

  2. Organise your points visually

    Use display appropriately to help get your message across. Numbered points and bullets are very helpful, and side headings can be useful when you have to include things like date/time/venue (but please don’t include a long line of colons, which are totally unnecessary and a waste of time!)

  3. Keep trim

    Long sentences may confuse your reader. They will get to the end of a sentence and then have to go back to the beginning because the can’t remember what you said. Keep sentences short, 7-20/25 words maximum.

  4. Give your reader a break

    Poor formatting is a common complaint from readers, especially email. There is nothing worse than seeing 10-12 lines of words with no paragraphs. Use new paragraph for each separate issue of the main theme, with each paragraph about 4-5 lines.

  5. Eradicate jargon

    Avoid acronyms and specialist language unless you are sure it will be understood. KISS means keep it short and simple – that means simple words instead of long ones, and simple phrases instead of long sentences.

  6. Use familiar terms

    If the reader doesn’t understand the words you use, they will not look them up in a dictionary – they just won’t be impressed and they will stop reading! Ditch the dinosaur language, cut out the commonly-used clichés that were made up by Great-Grandfather. Remember the golden rule of business writing in the 21st Century: WRITE AS YOU SPEAK!

All articles are copyright © Shirley Taylor. All rights reserved. This information may not be distributed, sold, publicly presented, or used in any other manner, except as described here.

Permission to reprint all or part of any article in your magazine, e-zine, website, blog or organisation newsletter is granted, as long as:

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© Shirley Taylor.
Shirley is a high-energy, high-content speaker who is passionate about motivating individuals to make a real difference in our automated world. With inspiring stories and a fun style, she engages audiences quickly, and encourages them to embrace high-touch as well as high-tech so they can connect with heart.

Shirley has been a trusted member of the professional speaking and training community for many years, and has received several awards for her services in leadership. She served as Asia Professional Speakers Singapore President 2011-12 and as Global Speakers Federation President 2017-18. She has spoken in almost 20 countries all over the world.

Author of 12 books published by international publishers, Shirley has established herself as a leading authority in workplace communication, business writing, and email. Her international bestseller Model Business Letters, Emails & Other Business Documents 7th edition has sold over half a million copies worldwide and been translated into 17 languages.

If you would like Shirley to speak at your next event, visit

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