Clarity and Consistency
Every document needs to be clear about the message it is meant to deliver; otherwise, the reader will
be confused, and totally ignores the correspondence.
If you want to deliver a message about expense payments, then it not a good idea to start adding additional information about unrelated issues, such as car parking or the company image, unless, of course, it is necessary to include other topics because there is a connection with your principal communication. Always categorise your communication, convey information in separate documents; keep it simple, remember.
It can be very off-putting if a reader finds your message is inconsistent. So, don't take a certain stance on an issue in your newsletters or blogs, only to change that a week later. Readers will perceive you as untrustworthy, so you are unlikely to take any action you recommend.
Make sure your grammar tenses stay the same and that your point of view doesn't switch between the first and third person, then back again, unless you want to make it a storytelling approach. Also, keep the main theme and message the same.
Check List for Consistency
Grammar and Language Usage
Stick to the rules of parallel writing when making a list, horizontal or bulleted, or in the use of active or passive voice.
Spelling and Vocabulary
Choose American or British spellings, or stick to the company in-house style.
Do not use colour on one document and color on another.
You must not change how you capitalise titles, be they for documents or people; also, check for capitalisation of the title in one document and underlining or italicising in another.
It would be best to decide when and how to use capitalisation for people's titles, titles, and descriptions.
Some companies can have their own preferences.
Don't use closed punctuation in one document and open in another. For instance, leaving commas after greetings in a letter and not in another. Use either double or single inverted commas, en or em dash.
Abbreviations and Acronyms
Decide if you put a full stop after Mr. or shorten Professor to Prof.
Ensure consistency with the type and size of spacings, fonts, paragraphs, and margins.
Citations References and Footnotes
Various style guides recommend different styles, so do not chop and change these. Always be consistent according to your style guide.
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