I’m sure you’ve heard this before (perhaps as “Keep It Short and Sweet”), and it is easy to remember, and a very important rule to remember. This is why I feel it should be repeated again. It is impossible to make something too simple to understand. I have been following this particular rule like Gospel for as long as I have been writing e-mail, and I still think about it actively when I write every e-mail. Nowadays there is a great fashion for using business language -instead of saying “I told her I did it”, people feel that they have to say “I advised her that it had been implemented.” Instead of saying “When can I phone you?”, they prefer to write “Please advise of a suitable time and date for a teleconference.” Of course, it is the size of the vocabulary that makes English such a wonderful literary language, but remember, you’re not writing literature. If I saw a wolf behind you, I wouldn’t scream out “By the way, please be advised of the proximity of a large wolf approaching you from behind!” There is a reason why we have so many words, and that is so we can choose the best ones to use. And in most cases, for us, the best ones to use are the ones that are easiest to understand! Don’t write “Would it be possible for you to provide me with the appropriate address?” Write “Can you let me know the right address?” Trust me, nobody reading your e-mail will think “Hmm, they really should be using longer words”.
From now on, when you’re writing an e-mail, ask yourself if you’re really KISS -Keeping It Simple, Stupid!
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